Building on Success! Leveraging SharePoint for Records Management

Transcription

1 Building on Success! Leveraging SharePoint for Records Management Tim Shinkle Senior Director April 10,

2 Gimmal is a SharePoint Solutions Company We extend the market-leading enterprise platforms with best-in-class information governance, compliance and business application software and services ERP-Link Suite Content Archiving and Collaborative SharePoint -SAP Applications Compliance Suite and Unified Records Management For Electronic and Physical Information Governance Suite Content Consistency and Lifecycle control 1

3 Some ECM History ECM began with Evolution: Mainframes Networks Users given more autonomy in creating and managing information Authoring tools like Microsoft Office & Word Perfect Scanning and imaging, transforming paper to digital, Earliest ECM was shared drives on the networks Still the most prevalent document storage method Electronic Document Management (EDM) driven by processes: Engineering drawing management Contract management Invoice processing 2

4 Records Technology History RM Solutions were born from a paper-based process Driven by the need to manage large volumes of paper Space management and inventory tracking with barcodes were common Began in the DOS days or on Mainframes for large companies Solutions were typically used by a small user community Electronic RM Solutions began to emerge in the early 1990 s Driven by the need for rigorous control of electronic records DoD (1993) and VERS (1997) were early standards Most all electronic recordkeeping systems built to these standards The industry was given a big shot in the arm with the scandals of the early 2000, (Enron and WorldCom) 3

5 History- Convergence of ECM & RM Compliance drove convergence in the EDM/RM market Open Text PS Software & Hummingbird Documentum TrueArc EMC IBM Tarian, PSS Atlas & FileNet Oracle Stellent Autonomy MDY, HP Trim, Zantaz, Meridio DoD = primary design criteria for all these solutions Very thin, paper-based features 4

6 Current Challenges with RM 1.0 Traditional RM / ECM solutions have failed to deliver proactive governance Low adoption means not truly Enterprise RM a separate application, not a lifecycle step Non-intuitive end user experience Too hard, slow and inflexible to implement Separate repository and redundant infrastructure, just to be DoD certified Governance must be proactive Reactive governance is too expensive Results in High ediscovery Cost Could Mean Punitive Damages Risks the Loss of Reputation Cost of managed storage is escalating 5

7 SharePoint is a Visionary Leader SharePoint is Consolidating the ECM and RM Markets 135MM SharePoint Licensed Users* 65,000 Companies* 67% SharePoint to Enterprise* 700,000 SharePoint Developers* 70% of Gartner ECM inquiries 2012 $2B business 98% of Government SharePoint is Energizing the ECM and RM Markets Microsoft owns productivity market, ECM and RM a natural extensions Many Best of Breed applications SharePoint is compelling platform for compliance & enterprise RM SharePoint 6

8 The result of this SharePoint evolution Flexible Solution Heavily weighted towards ease of use and autonomy Uptake of SharePoint is sometimes described as Viral 7

9 RM 2.0 Approach Leverage the Viral Adoption of SharePoint 2010 Connect with everyone all business users Ensure that all content is managed From a lifecycle, compliance and legal hold perspective Ease the burden of ediscovery With enhanced findability Eliminate reliance upon end users following policy Assist with metadata inheritance and automation Involve Business, Legal and IT To define the rules and ongoing review process Build and integrate business applications Leveraging a common enterprise architecture 8

10 Path to the Cloud CLOUD HYBRID ON PREMISE 9

11 THANK YOU Extend SharePoint Content Governance and Records Mgmt. Tim Shinkle, Senior Director, Paul Giles, Senior Sales Director, April 10,