SharePoint Lifecycle Management. 31 May 2014

Transcription

1 SharePoint Lifecycle Management 31 May 2014

2 About the Speaker Member of the Executive Team at Gimmal Helped found an RM company in Vancouver 25 Years Developing and Marketing Technology 20 year in Software 10 Years with SharePoint Past Presentations MER Conference ARMA International, Regional and Local Chapters AIIM 20 Year ARMA Member, 15 Year AIIM Member Subject Matter Expert in Information Governance & Records Management Guest Lecturer a Various Universities & Trade Association FOSE UBC, SLAIS NAGARA NIRMA 2 SharePoint Saturday Calgary 31 MAY 2014

3 Remember these? Governance = Access to INFORMATION

4 What is Information Governance? Records Management Analytics ediscovery Management Auto-Classification Rights Management Reporting Permissions File Intelligence Archival Site Management Document Management Retention Management

5 Information Governance Technology Vendors Define Info Gov against ONE Thing:

6 SOLUTION REALITY: Your Information Governance requirements are all UNIQUE Industry Corporate User More

7 How should you define Information Governance? People Information Process Technology Governance is a Strategy

8 When you are thinking SharePoint Governance Think Big Picture Think Lifecycle Management

9 Connecting People, Process & Technology

10 is a platform Whether we ve come to grips with it or not, SharePoint is a platform, and we take platforms and extend and enhance them to meet our specific requirements.

11 The Information Governance Ideal Discovery & Long-term Preservation When a document enters the organization it is managed immediately. Legacy Records System File Shares/ System Unified Policy Traditional ECM System Connecting to business systems legacy repositories & managing content from One Place Centralized Management Access & Governance

12 The Info Gov Process is NOT Linear Content comes into the enterprise in many different forms to numerous systems: ECM, RM, ERP, CRM, , File systems, portal, paper, images, blogs, wikis, social Context is Added At the point of Capture content can be indexed/ tagged and metadata is added to give it Context. Content is Created Content Information is Continuously Management Platform Accessed Content is Connected to Regulations and corporate policies require that we keep business critical content for certain lengths of time. Content is Stored/Archived Connect content to process and systems to leverage its value, drive efficiencies and reduce costs.

13 3 Groups that are Instrumental to Success 1 IT The people who manage SharePoint 2 Records Managers The people who manage the content in SharePoint 3 Line-of-Business/End-User The people who manage to break stuff in SharePoint

14 Records Manager IT USERS USERS USERS USERS

15 IT Manager/Director Challenges: Multiple Duplicate Information Systems No alignment between Content & Business Processes Growing volumes of corporate information End-Users Centrally Managed CONTENT, being leveraged against Optimized Business Processes and Storage Management Ideal: Storage Optimization/ Archival Business Application Integration SharePoint Site Governance Information System Consolidation Simplified User Experience

16 Records Managers Challenges: Ideal: Multiple Disconnected Systems of Record Enabled end-users, putting the organization at risk Business Critical Content Living in the wild Centrally Managed records, under Unified Policy, in an Automated Environment Simple and unified Experience Automated Retention Manage Physical Content Formal Records Management

17 Line-of-Business/End-User Challenges: Ideal: Has to work in multiple complex business applications Does not have easy access to the information needed Must execute on business processes outside of his/her role Unified Experience that connects to Multiple Repositories and saves time through Automated Processes Leverage Office/ SharePoint Experience Connect to SAP, , File Share Reduce the Number of Clicks Role-based Process Automation

18 BIG PICTURE So how do we get to the IDEAL Solution?

19 1 How much content do you have & where is it? What repository? What application? What format?

20 44 Zetabytes by 2020 Documents Records Paper Transaction Web Blog Cost/GB: $2 to $0.02 to $8 Cost to manage it: $5 47%Data needing security that is not protected Wiki Social Mobile Storage IDC, The Digital Universe - April, 2014)

21 How is this mass of content getting in? Verification? Documents enter the organization. They can be a contract, form, fax, invoice, etc. They can be paper and/or electronic. The document is then captured, either as an electronic document or scanned from paper to electronic and given context. There Siloedare Destinations/ numerous content destinations: Multiple Content types: collaboration s solutions ERP PDF systems forms File Office Systems documents Proprietary systems doc types (ERP) Long Structured term physical content storage. Is SharePoint ADDING to the problem?

22 Management So what are we using SharePoint for? What were your two main reasons for implementing SharePoint? Internal collaboration File-share replacement Web portal/intranet Live document/content management Project Management 0% 10% 20% 30% 40% 50% 60% Document archiving/records management External collaboration Business Process Management (BPM) Public web management Content can live here FOREVER! No choice/company-wide rollout Don't know / Other N=315 AIIM Research (July 31, 2012)

23 2 Are you maintaining the USER experience? Are you extending it? Are you managing it? Are you supporting it?

24 Endure by enabling your audience to share & use your product their way. Guy Kawasaki, author, speaker, investor and business advisor

25 Lots of changes And we need to plan for change

26 Experience is everything Collaboration No Governance Strategy in Place Information Create Find Share GimmalPoint Social Mobile Difficult to use inside the Enterprise BYOD Standards for Control Users are comfortable in certain environments and are often involved in Rolebased Actions & Process Automation Cloud What people like using New Siloed Apps & Content The Challenges

27 Left to our own devices Mobile devices do more than connect users when they are away from their PCs Tablets overtook PCs in 2013 Gartner, New Developments in the Cloud Office System Market - May, 2013

28 +80% Penetration of user owned tablets in the enterprise BYOD impacts: corporate risk infrastructure and software costs total cost of ownership What are we doing to overcome these challenges? In a MOBILE world, most Content Access Strategies are still in the PC-era Only 11% [of organizations] have a mobile optimized browser interface to their ECM And only 10% have specific apps [to do so] Gartner, BYOD Doesn t have to be all or nothing - April, 2013 AIIM, ECM at the Crossroads - Sept, 2013

29 SharePoint is an Experience First Solution Is this a good thing? Disconnected from SharePoint End-Users in Control Still Waiting

30 3 What are your compliance requirements? Industry/Government mandated Corporate Policy

31 Records Management is only Part of the Lifecycle Records management is not enough: true information governance protects intellectual property(ip), helps exploit it effectively, improves IT performance and performance management, and cuts costs. Point Solutions are No longer enough

32 Going from cost center to cost savings Corporate Policies Human Resources Finance Legal Records & Archives Existing Legacy Consolidation Acquired SharePoint Industry Regulations MoReq SEC 17a Sarbanes-Oxley NARA FRCP FINRA Dodd-Frank HIPAA DoD ANSI ISO NERC VERS 21 CFR Part 11

33 In-Place vs. In-One-Place In-Place: Convenient, easy way to mark documents as records All of your records are mixed in with Non-records Check that site for records before you delete it! Less control of records (Permission granted!) Knowing where all your in-place records are is difficult

34 The Future More Compliance Support Administrative tools designed for Records Managers and Compliance Officers

35 This is Retention Management

36 4 Who will be using SharePoint, and how? Site Governance

37 As easy as + new site Click

38 Click Delta Team 3 Three

39 Done. And then turn around and SHARE it As quickly as we created the site itself we can fill it with content

40 It is Very Easy to do And that s the way We Like It!

41 Control the problem before it becomes a problem x Filter People x Without proper Provisioning in place, SharePoint Sites can quickly proliferate and live disconnected from the corporate data center The Site control and creation process starts with people Who is approved to create a site? What are the Policy settings for the site? Are we adding context to the content and providing Metadata Management? Can we search effectively based on details attached to documents and the sites they live in?

42 SharePoint Site Governance

43 5 How many Information Management solutions do you have? How many are doing the same thing? How much is it costing you?

44 The real Cost Center Human Resources ECM Legal Dept. Records/Compliance Finance RM System ERP/CRM System Storage/Archive Over the years we ve been deploying departmentally Deploying in departmental silos has meant multiple duplicate systems Ideally we re looking to reduce redundancy and provide centralized management

45 How long do you plan on keeping your content? In SharePoint In your company 6

46 The cost* of keeping content Tier 1 Storage = $5/GB Tier 2 Storage = $3/GB External Public Cloud Storage $1.80/GB to $7.20/GB Tier 3 Storage = $0.90 Gartner, New Options For Low-Cost Storage Systems July, 2013)

47 Archival in SharePoint isn t the issue Of SharePoint Sites are inactive or orphaned Over time this bar moves What are we doing to leverage the value of the dormant content living in our environment? What about those File Shares we were thinking of moving to SharePoint?

48 7 How does the Cloud fit into your strategy?

49 By year-end 2016, more than 50% of Global 1000 companies will have stored customersensitive data in the public cloud Gartner: Hybrid Cloud Storage Can Be an Antidote to Rapid Data Growth, 15 July 2013

50 INHIBITORS For Users it s Scattered Clouds 50Million 1 Security compromised Users of Office productivity in the Cloud Represents only 8% 2 3 Compliance Regulatory Data Sovereignty ediscovery costs Of the market Gartner, New Developments in the Cloud Office System Market - May, 2013

51 Did you consider a cloud deployment for SharePoint? We considered cloud deployment, but requirements for Security, privacy, compliance, or intellectual capital precluded the option We considered cloud deployment, but we deployed Before the cloud was a viable option We considered cloud deployment, but we had functional requirements (i.e. custom application development) that precluded the option Never was a consideration Other The responsibility for Cloud Governance remains at home InformationWeek Source: Forrester: Global SharePoint Usage Online Survey, August 2013

52 What is driving USERS to the Cloud(s)? A People will do anything to avoid complexity SharePoint s rapid adoption was predicated on it s ease of use B IT decided it was time to CONTROL the situation Thus we now have shadow IT happening, further complicating our job of governing our content against policy

53 Getting to the Enterprise Information Management Ideal Disconnected Silos A True EIM Platform is Easily Extended Transaction Process Partner Governance Capture Records Center Capture EIM Social CLOUD Mobile Collaborate Collab

54 8 What version(s) of SharePoint do you have?

55 What is the most important thing to know when deploying or migrating to SharePoint? Active Inactive Delete KNOW YOUR CONTENT!!!

56 Back to the IDEAL

57 The Information Governance Ideal Discovery & Long-term Preservation When a document enters the organization it is managed immediately. Legacy Records System File Shares/ System Unified Policy Traditional ECM System How are we going to do all of this? Connecting to business systems legacy repositories & managing content from One Place Centralized Management Access & Governance

58 Experience is everything How are we going to do all of this? Collaboration No Governance Strategy in Place Information Create Find Share GimmalPoint Social Mobile Difficult to use inside the Enterprise BYOD Standards for Control Users are comfortable in certain environments and are often involved in Rolebased Actions & Process Automation Cloud What people like using New Siloed Apps & Content The Challenges

59 Experience is everything Collaboration Information Create Find Share GimmalPoint Social Mobile Cloud What people like using Enterprise Control Under ONE Roof

60 The use cases for third-party tools to extend standard SharePoint support for advanced retention, disposition, security policies, archiving, or site governance. Augmented Records Management Archiving & Long-term Retention Robust Governance (Site Governance) Connecting SharePoint to Existing RM (ECM) System Third-Party Solutions can further EXTEND and ENHANCE your SharePoint Investment

61 Gimmal

62 Company Overview From PLANNING Services to DEPLOYMENT of Gimmal Software and long-term SUPPORT Global ISV Headquartered in Houston TX. Founded in 2002

63 Gimmal Software Content Consistency and Lifecycle Control DoD Certified Records Management for SharePoint For Electronic and Physical Records Content Archiving and Interoperability for SAP on SharePoint Phone Providing Bringing Information People, Process Management & Technology for Together Everyone Tablet

64 Questions

65 Art Contact Gimmal.com

66 Thanks to Our Sponsors 66 SharePoint Saturday Calgary 31 MAY 2014

67 Special Thanks SPUG 67 SharePoint Saturday Calgary 31 MAY 2014

68 Housekeeping 68 SharePoint Saturday Calgary 31 MAY 2014