Webinar 6: Applying Records Management to SharePoint

Transcription

1 Webinar 6: Applying Records Management to SharePoint

2 Agenda Introductions and Housekeeping Demo of Records Identification Aligning Policy with Records Management Goals Information on Life Cycle Management Demo of Records Management Compliance Adoption Unified Records Management 2

3 Welcome Donald Miller Vice President Sales - Commercial Accounts Concept Searching, Inc donm@conceptsearching.com Lt Col David Sanchez USAFR, Deputy PM USAF Pilot Physician Program Art Bellis Vice President of Sales and Alliances art.bellis@gimmal.com Sue Gibbons Systems Engineer sue.gibbons@gimmal.com 3

4 About Concept Searching Company founded in 2002 Product launched in 2003 Focus on management of structured and unstructured information Technology Delivered as a web service Automatic concept identification, content tagging, auto-classification, taxonomy management Only statistical vendor that can extract conceptual metadata 2009, 2010, 2011, Companies that Matter in KM (KMWorld Magazine) and Trend Setting product of 2009, 2010, 2011, 2012 Authority to Operate Enterprise wide USAF and Enterprise wide - NETCON US Army Locations: US, UK and South Africa Client base: Fortune 500/1000 organizations Managed Partner under Microsoft global ISV program - go to partner for Microsoft for auto-classification and taxonomy management Microsoft Enterprise Search ISV, FAST Partner Smart Content Framework TM for Information Governance comprising Six Building Blocks for success Product Suite: conceptsearch, concepttaxonomymanager, conceptclassifier, conceptclassifier for SharePoint, contenttypeupdater for SharePoint 4

5 Enterprise Information Systems Policy Management USAF Pilot Physician Program David Sanchez, Lt Col, USAFR, MSC I n t e g r i t y - S e r v i c e - E x c e l l e n c e October 2012

6 Gimmal is a 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 Content Applications Compliance Suite and Unified Records Management For Electronic and Physical Information Governance Suite Content Consistency and Lifecycle control

7 Business Challenges Challenges Enterprise Content Management FOR PUBLIC PLAN SPONSORS is not Enterprise Adopted 7

8 Client Challenge #1 Content Volume is Doubling Every 18 Months has become a killer application and critical to business Share drives are full of obsolete information Few organizations have content management for all knowledge workers 100% 90% 80% 70% 60% 50% 40% 30% 20% 10% 0% Captured, 10% Inventory Resistant,28% Grouped Document Sets, 11% Duplicates, 15% Expired Records, 18% etrash, 18% 50% Outdated, Expired, Trash

9 Client Challenge #2 Finding Information is Difficult and Time Consuming 71% say it s easier on the web than on internal systems* Content clean-up, access, and management are needed No one wants to be the librarian for their own information Knowledge Worker Explorer Office Outlook SharePoint Legacy ECM Legacy Apps Information *AIIM Tracks Business Benefits of Enterprise 2.0 June 30, 2009

10 Ungoverned Organic Environment Top Site Portal Some sites may be connected to Portal, others not How do you govern this? How are you going to support this?

11 Information Governance Reference Model Duty Legal Obligation Value Utility or Business Purpose Asset Specific container or item of information

12 User Objectives THINKING CLICKING CHOOSING LOOKING WORKING Don t Make Me THINK Don t Make Me CLICK Don t Make Me CHOOSE Don t Make Me LOOK for it Don t Make Me Do More WORK

13 How Do We Get There? Business Challenges Enterprise Content Management FOR PUBLIC PLAN SPONSORS is not Enterprise Adopted Information Governance and Records Management for Business Solutions 13

14 We Get There Through Making Governance and Compliance Transparent Minimizing Expectations Placed on the User Establishing Rules that can be defined Globally, or locally overridden Leveraging standard SharePoint capabilities and extend where necessary Involving Users and take/act on their feedback 14

15 What Makes Gimmal Software Different?

16 Information Lifecycle Hold Temporary Work In Progress Final Disposition All Information is managed from creation to disposition Retention for all information in every state of the ILC Early classification (indexing) is an important step to compliance Rules are enforced transparently and programmatically

17 Record Classification Business Function Retention Category (Big Buckets) Enterprise Content Type Organizational Content Type Local Content Type LEG01: Contracts Employee Agreements Employee Agreements Legal (LEG) LEG02: Litigation Vendor Contracts Bankruptcy Files Mediation Records Master Service Agreements Non Disclosure Agreements Statements of Work

18 Gimmal Governance & Records Management GimmalSoft Information Governance GimmalSoft 168 Fortune SharePoint 72 Site Provisioning Metadata Rule Mgmt Auto Classification Usability Enhancements Transfers Container Open/Close Vital Records Supplemental Markings Case File Retention Formal Disposition Integration Retention Policies Time-based retention Classification Source: RIMtech Inc. Bruce Miller RIMTAR Report

19 Industry Trends The SharePoint FOR PUBLIC PLAN Phenomenon SPONSORS Demonstration 19

20 Thank You Donald Miller Vice President Sales - Commercial Accounts Concept Searching, Inc donm@conceptsearching.com Lt Col David Sanchez USAFR, Deputy PM USAF Pilot Physician Program Art Bellis Vice President of Sales and Alliances art.bellis@gimmal.com Sue Gibbons Systems Engineer sue.gibbons@gimmal.com 20

21 2013 Webinar Series This was the last Webinar in our Expert Webinar 2012 Series We are developing our 2013 Webinar Series, and will contact you with the details Recordings and Presentations for all our Webinars can be found on our website here Follow us on Thank you and we hope you can join us again! 21