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  • SHAREPOINT 2010: EMBRACE IT, ENHANCE IT AND EXTEND IT

    Mike Alsup

    November 5, 2010

    Prepared for AIIM Services Executive Forum

    1

  • AGENDA

    Challenges that SharePoint Content & Records Mgmt. Must Address

    Best Practices:

    Electronic Records Mgmt.

    SharePoint Content & Records Mgmt.

    Foundation for a Best Practices Framework

    Implementing SharePoint 2010 ECM & RM

    How to Succeed in SharePoint

    The Problem asdfasdfasdfasdfaf

    Current State of the Art

    New Tools and Features

    SharePoint Best Practices

    Were Excited!

    You Should Be Too!

    2

  • ALSUP FRAME OF REFERENCE

    34 Years as ECM/RM Consultant/Integrator Accenture, Booz, Allen, BSG, Align Solutions / Luminant, Gimmal Group 1980 career goal: help clients move from paper-based processes to automated

    document mgmt. processes

    Assumption: this was beyond the span of my career Last four years focused on SharePoint as ENTERPRISE ECM & RM Platform

    www.gimmal.com for information on Gimmal Alsup blog www.akqj10.com (ace, king, queen, jack, ten) Alsup blog www.aiimcommunities.org ERM, SharePoint Communities

    AIIM Involvement Southwest Chapter Programs VP (1991-97, 2000-8), President (1997-2000) International Board Member (1999 2001, 2007 2010) AIIM Conference Committee Member (1995-2000, 2004-2007), Chair 2000 Accreditation/Education Committee Member (1997-2010) EmTAG Member (1998 2010), Chair (2004 2006)

    AIIM SharePoint Course We built it. We like it. We are certifying our entire team

    3

  • GIMMAL COMPANY FACTS

    Enterprise Content & Records Mgmt. Experts Content and Records Management Specialists

    Trusted Advisors on large EMC programs

    150 + clients with household names

    Thought Leadership

    Nationally Recognized Founded 2002 NYC, Houston, Washington

    Team averages 10+ years of experience

    Some of industrys best known experts

    Broad Experience Clientele Fortune 200 & government

    Experience with all leading vendors

    Especially EMC and SharePoint

    Especially Enterprise RM deployments

    4

  • TOP 10 13 QUESTIONS IN ECM & RM

    Can we do everything with SharePoint? Does SharePoint RM scale to the Enterprise? Does SharePoint 2010 RM fix the records problems from MOSS 2007?

    Can we justify consolidating ECM & RM to a single vendor? What about our investments in X?

    Do we need one File Plan and Retention Schedule for Electronic and Physical Records? What about our Paper-based Records Management? How should we use Big Buckets in our File Plan?

    Who should control our Records Management functions?

    How is SharePoint related to eDiscovery?

    Where do we start?

    If we build it, will they all come?

    How do I get Executives to Care?

    5

  • UNGOVERNED ORGANIC ENVIRONMENT

    Top Site Portal

    Issues:

    1. Chaos grows with new sites

    No central site directory

    Each site has own look and feel

    Navigation is inconsistent

    No standard security model

    1. Different definitions of content

    Site 1 has Invoice Purchasing

    Site 2 has Invoice

    2. Content volume increasing rapidly

    Many convenience copies

    3. Metadata mgmt. is inconsistent

    4. All content is retained forever

    5. How are Records managed?

    6

  • UNGOVERNED ORGANIC ENVIRONMENT

    Top Site Portal

    How are you going to

    support this?

    How do you govern this?

    Some sites may be connected to Portal, others not

    7

  • SharePoint

    2007

    Foundation

    Content

    Services

    Taxonomy

    Services

    Classification

    Services

    Retention

    Services

    Legacy App

    Interfaces

    Legacy

    EDM

    Basic

    Classification

    Basic Retention

    File SystemsRemovable

    Media

    Exchange2007

    Legacy AppsLegacy EDM

    Use

    rM

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    Sem

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    ExplorerOutlook

    2007

    Default

    Classification

    ***

    Default

    Classification

    ***

    Default

    Retention

    Message

    Specific

    Classification

    Default

    Classification

    Default

    Retention

    Paper Storage

    Native

    ECM/RM

    ECM/RM

    Advanced

    Content

    Services

    Taxonomy

    Services

    Classification

    Services

    Retention

    Services

    Records

    Management

    Services

    KNOWLEDGE WORKER CONTENT USAGEOffice

    2007

    SharePoint

    2007

    Search / Navigation / Taxonomy

    8

  • KNOWLEDGE WORKER CONTENT USAGELegacy App

    Interfaces

    Legacy

    EDM

    Basic

    Classification

    Basic Retention

    File Systems SharePoint

    2007SP 2010Removable

    Media

    Office

    2007

    Exchange2007

    SharePoint

    2007

    Legacy AppsLegacy EDM

    Use

    rM

    anu

    al &

    Sem

    i-A

    uto

    Ru

    les

    & P

    olic

    ies

    Dat

    a (F

    ull

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    ule

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    Explorer

    Foundation

    Content

    Services

    Taxonomy

    Services

    Classification

    Services

    Retention

    Services

    Advanced

    Content

    Services

    Taxonomy

    Services

    Classification

    Services

    Retention

    Services

    Records

    Management

    Services

    Message

    Specific

    Classification

    Default

    Classification

    Default

    Retention

    Default

    Classification

    ***

    Default

    Classification

    ***

    Default

    Retention

    Outlook

    2007

    Message

    Specific

    Classification

    Default

    Classification

    & Retention

    Taxonomy,

    Classification,

    Retention, &

    Records Mgmt.

    Services

    Default &

    Calculated

    Classification

    Default

    Retention

    Default &

    Calculated

    Classification

    Default

    Retention

    Contenders:IBM

    OpenTextHP Trim

    EMCMicrosoft

    Paper Storage

    ECM/RM

    Native

    ECM/RM

    Search / Navigation / Taxonomy

    Many Moving Parts

    Enterprise is Key

    Lifecycle is Key

    This is a Journey

    9

  • WHAT 2010 MARKET IS TELLING GIMMAL ABOUT SHAREPOINT?

    Client Strategy/ Roadmap

    Share DriveMigration

    EMC| Documentum

    Open Text/IBM|FileNet

    Lifecycle/ Workflow

    Intranet / Dept. Portal

    SharePoint Framework?

    Mega Energy

    Fin Services

    Med Energy

    Med Energy

    Fortune 400

    Fortune 200

    Fortune 50

    Mega Energy

    Med Energy

    Med Energy

    Considering Replacement

    ECM Solution Replacement drove Gimmal Opportunity

    H1 -2010

    10Plus 25 more companies since end of Q1

  • MICROSOFT VIEW OF SHAREPOINT PRODUCTS

    Foundational ECM Limited Support for Products

    Document Mgmt.

    Records Mgmt.

    Web Content Mgmt.

    Rich Media Mgmt.

    Document Output Mgmt.

    Email Archiving

    Human Centric

    Workflow

    Supplemental ECM Embrace and extend SharePoint with Product Partners

    Physical, DoD Records Mgmt.

    Business Process Mgmt.

    Transactional Content Mgmt.

    Scanning and Capture

    Archiving & Library

    Services

    SharePoint Framework

  • File Plan Retention Schedule Legal Citations Legal HoldsRecords

    Center

    SHAREPOINT FRAMEWORK

    Content Types Information Policy Site Templates Document Templates

    Optional:StoragePoint

    AvePointDocumentum

    Open TextHP TRIM

    MicrosoftExternal BlobStorage (EBS)

    ( RBS)

    Team Sites

    MySites

    Top Level Portal

    Lifecycle Taxonomy SP Features XML Config. Navigation Search Security

    Information Lifecycle

    SiteProvisioning

    MasterSite

    Managed Metadata/

    Content Hub

    SharePoint2010

    File Plan /Retention Schedule

    DoD 5015.2

  • 13

    SHAREPOINT: ECM GOVERNANCE & COMPLIANCE

  • SHAREPOINT GOVERNANCE AND COMPLIANCE

    Best Practices for SharePoint

    Standardized Site Templates Publishing

    Collaboration

    My Sites

    Site Provisioning

    Functional Scoping

    14

  • SharePoint Situations Lack of Information Lifecycle

    Content Types typically not used, or not consistently

    Content retention and disposal policies are not applied per business rules

    Records Management separated from content management

    Records Center not structured likefile plan or retention schedule

    Best Practices Provide Well defined Information Lifecycle

    Standardized Content Types

    Taxonomy Master Model

    Retention rules applied to all content based on Lifecycle State, Content Type or other criteria

    Records Management is just another state in the Information Lifecycle

    BEST PRACTICES

    FOR ENTERPRISE CONTENT & RECORDS MANAGEMENT

  • SharePoint Situations Non-standard site proliferation

    Administration not controlled

    Inconsistent application of security

    Content ownership unclear

    Best Practices Provide Site Provisioning: controlled, workflow-

    based process to deploy standardized and compliant sites

    Adds administrat