Protect your Enterprise & Meet the Regulatory Compliance Requirements

Transcription

1 May 2015 Protect your Enterprise & Meet the Regulatory Compliance Requirements HPE Records Manager Jean-Michel Guiral Information Management & Governance Consultant

2 Information Governance Inflection Points

3 Information governance concerns for the enterprise How to harness the wave of information while ensuring compliance How do I meet the increasing demands of global regulations and maintain compliance? How do I make information accessible while ensuring its authenticity, accuracy and security? How do I manage SharePoint content according to policy to reduce duplication, leakage and accidental loss? How do I increase efficiency and productivity around information processes to improve business performance? How do I reduce information footprint and associated costs to manage it?

4 A platform approach for effectively managing all information enterprise-wide, in accordance with corporate policy and business goals

5 Capture, manage and secure enterprise information in business context HPE Records Manager CAPTURE SharePoint Desktop applications Business applications Scanned images Structured data MANAGE and SHARE Information sharing Collaboration Check in/out, versioning Lifecycle workflow Automated processes Renditions/transformation Simple contextual search Security and audit trails Classification / file plans Retention and disposal HPERM INTEGRATE Enterprise Applications (ERP, CRM, SRMS) DELIVER/ARCHIVE Paper Archival / storage Disk Portals Mobile Wireless

6 HPE Records Manager use cases Interactive document & records management SharePoint governance Document workflow and collaboration ControlPoint for records and dark data identification SAP ArchiveLink SDM structured records management Physical records HPE Records Manager Retention management, Security, audit, etc. COM/.NET SDK Services API Custom Solutions

7 Typical scenario HPE Record Manager Use Case SharePoint Governance Objective Lifecycle of documents: Reduce SharePoint footprint Improve retention management and access control

8 Dutch Ministry of Infrastructure and Environment Industry: Government Challenge First idea: Connect HPE Solution 180 million documents in all different repositories No control of information Searching for information No standardization Complex infrastructure High Costs Compliance Migrate180 million documents from different repositories to sharepoint Low performance SharePoint environment SharePoint is not Compliant Storage Costs are high for SharePoint Back up and restore not within SLA s Migrate all documents to RM (with ControlPoint) SharePoint is the front and RM the back end One Search engine for SharePoint and RM Lower the cost Back up and restore within SLA s Compliance Goal: Front end SharePoint with RM integration; all documents secured and available in one place 8

9 Typical scenario HPE Record Manager Use Case Centralization of accessibility with single source of truth Objective Manage in one place all retention policies Make information accessible from one place and interface Improve user efficiency Transform after mergers and acquisitions Enforce security of information (e.g.data Lost & Leakage)

10 Case Study: Bank Tokyo-Mitsubishi Industry: Finance Challenge and Buyer VP of Compliance, Director of Capital Markets Technology Improve accuracy and consistency in reconstructing events for regulators Reduce time needed to search and respond to regulator requests Eliminate multiple, disparate governance systems Requirements Identify, declare, and retain records to meet books/records, Dodd-Frank compliance Respond to regulatory requests within mandated timeframe Solution Reduced errors and improved consistency/accuracy by automating classification and records declarations with HPE ControlPoint Mitigated compliance and legal risk by deploying a complete, modular information governance platform including HPE Records Manager Responded to regulatory requests in near real-time versus weeks

11 Typical scenario HPE Record Manager Use Case Decommissioning of applications with critical data Objective Extract valuable data from legacy apps (e.g. after M&A) Retain safely data with access control E.g. Human Resource after an acquisition, R&D systems after a product discontinuance

12 Case Study: Archive-as-a-Service (AaaS) Industry: Networking and Telco

13 Overview of the Main Capabilities

14 Retention Schedule Classification Records Types 14

15 Locations Checkin / Checkout Security Audit Trail 15

16 Space Management Paper OCR 16

17 Redaction Workflow 17

18 Takeaways Safeguards business & executives Non-compliance with regulatory requirements, information leakage or loss Severe penalties and reputational damage Improves productivity, efficiency & profitability Simplifies capture, access and security across a range of devices Lifetime management of all business documents and records according to policy Improves business agility and decision making Delivers the right information to the right person at the right time. Information is accessible, usable and secure according to policy regardless of volume & location Provides governance for SharePoint content Removes the burden of records management responsibility from SharePoint users Automates the capture and management of SharePoint content according to predefined business rules

19 Thank you