Share point best practices for services exec forum - p

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SHAREPOINT 2010: EMBRACE IT, ENHANCE IT AND EXTEND ITMike AlsupNovember 5, 2010Prepared for AIIM Services Executive Forum1AGENDA 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!2ALSUP 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 team3GIMMAL 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 deployments4TOP 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?5UNGOVERNED ORGANIC ENVIRONMENTTop Site PortalIssues:1. Chaos grows with new sites No central site directory Each site has own look and feel Navigation is inconsistent No standard security model1. Different definitions of content Site 1 has Invoice Purchasing Site 2 has Invoice2. Content volume increasing rapidly Many convenience copies3. Metadata mgmt. is inconsistent4. All content is retained forever5. How are Records managed?6UNGOVERNED ORGANIC ENVIRONMENTTop Site PortalHow are you going to support this?How do you govern this?Some sites may be connected to Portal, others not7SharePoint2007Foundation Content ServicesTaxonomy ServicesClassification ServicesRetention ServicesLegacy AppInterfacesLegacyEDMBasic ClassificationBasic RetentionFile SystemsRemovableMediaExchange2007Legacy AppsLegacy EDMUserManual & Semi-Auto Rules & PoliciesData (Fully Automated Rules)ExplorerOutlook2007Default Classification***Default Classification***Default RetentionMessage Specific ClassificationDefault ClassificationDefault RetentionPaper StorageNative ECM/RMECM/RMAdvanced Content ServicesTaxonomy ServicesClassification ServicesRetention ServicesRecords Management ServicesKNOWLEDGE WORKER CONTENT USAGEOffice2007SharePoint2007Search / Navigation / Taxonomy8KNOWLEDGE WORKER CONTENT USAGELegacy AppInterfacesLegacyEDMBasic ClassificationBasic RetentionFile Systems SharePoint2007SP 2010RemovableMediaOffice2007Exchange2007SharePoint2007Legacy AppsLegacy EDMUserManual & Semi-Auto Rules & PoliciesData (Fully Automated Rules)ExplorerFoundationContent ServicesTaxonomy ServicesClassification ServicesRetention ServicesAdvanced Content ServicesTaxonomy ServicesClassification ServicesRetention ServicesRecords Management ServicesMessage Specific ClassificationDefault ClassificationDefault RetentionDefault Classification*** Default Classification***Default RetentionOutlook2007Message Specific ClassificationDefault Classification & RetentionTaxonomy, Classification, Retention, & Records Mgmt. ServicesDefault & Calculated ClassificationDefault RetentionDefault & Calculated ClassificationDefault RetentionContenders:IBMOpenTextHP TrimEMCMicrosoftPaper StorageECM/RMNative ECM/RMSearch / Navigation / Taxonomy Many Moving Parts Enterprise is Key Lifecycle is Key This is a Journey9WHAT 2010 MARKET IS TELLING GIMMAL ABOUT SHAREPOINT?Client Strategy/ RoadmapShare DriveMigrationEMC| DocumentumOpen Text/IBM|FileNetLifecycle/ WorkflowIntranet / Dept. PortalSharePoint Framework?Mega EnergyFin ServicesMed EnergyMed EnergyFortune 400Fortune 200Fortune 50Mega EnergyMed EnergyMed EnergyConsidering ReplacementECM Solution Replacement drove Gimmal OpportunityH1 -201010Plus 25 more companies since end of Q1MICROSOFT VIEW OF SHAREPOINT PRODUCTSFoundational ECM Limited Support for ProductsDocument Mgmt.Records Mgmt.Web Content Mgmt.Rich Media Mgmt.Document Output Mgmt.Email ArchivingHuman Centric WorkflowSupplemental ECM Embrace and extend SharePoint with Product PartnersPhysical, DoD Records Mgmt.Business Process Mgmt.Transactional Content Mgmt.Scanning and CaptureArchiving & Library ServicesSharePoint Framework File Plan Retention Schedule Legal Citations Legal HoldsRecordsCenterSHAREPOINT FRAMEWORK Content Types Information Policy Site Templates Document TemplatesOptional:StoragePointAvePointDocumentumOpen TextHP TRIMMicrosoftExternal BlobStorage (EBS)( RBS)Team SitesMySitesTop Level Portal Lifecycle Taxonomy SP Features XML Config. Navigation Search SecurityInformation LifecycleSiteProvisioningMasterSiteManaged Metadata/ Content HubSharePoint2010File Plan /Retention ScheduleDoD 5015.213SHAREPOINT: ECM GOVERNANCE & COMPLIANCESHAREPOINT GOVERNANCE AND COMPLIANCE Best Practices for SharePoint Standardized Site Templates Publishing Collaboration My Sites Site Provisioning Functional Scoping14SharePoint 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 scheduleBest 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 LifecycleBEST PRACTICESFOR ENTERPRISE CONTENT & RECORDS MANAGEMENTSharePoint Situations Non-standard site proliferation Administration not controlled Inconsistent application of security Content ownership unclearBest Practices Provide Site Provisioning: controlled, workflow-based process to deploy standardized and compliant sites Adds administrative roles, controls highly governed activities Standardized security model Standardized methods for assigning site ownershipFOR GOVERNANCE AND COMPLIANCEBEST PRACTICESBEST PRACTICESSharePoint Situations Lack of standards for locating content Over-reliance on search Single search box not functionally rich Unwanted search results Search results cannot be acted upon Ineffective or inconsistent use of meta-data Lack of standard publishing model Lack of support for bulk functionsBest Practices Provide Standard site libraries & content types to expedite navigation & define search scopes Extended search and search results Meta-data rules inheritance support Standard publishing model Drag and drop supportFOR USABILITY AIIM SharePoint TrainingAPPLYING A FRAMEWORKTop Site Portal Some sites may be connected to Portal, others not18 All TeamSites start out the sameFRAMEWORK SITE MODELEnterprise Intranet SiteCollection(s)= User NavigationOrganization, Project, Workgroup & Community TeamSites19FRAMEWORK SITE MODEL All TeamSites start out the same Sites will be configured to meet individual team needs But standards for usability and governance will always applyOrganization, Project, Workgroup & Community TeamSitesEnterprise Intranet SiteCollection(s)= User Navigation20FRAMEWORK SITE MODEL ADDING MYSITESOrganization, Project, Workgroup & Community TeamSitesEnterprise Intranet SiteCollection(s)= User NavigationMySites All TeamSites start out the same Sites will be configured to meet individual team needs But standards for usability and governance will always apply21SITE PROVISIONING Produces standardized environments Security groups and membership Roles Pages and navigation Web Parts Lists Document Libraries Content Types Site and library columns and auto-population rules Custom functions Leverages request and approval workflow Content Types & Features Limits Local Admins to local needs Minimizes Administration training Ensures governance settings Supports all Site Templates Publishing Collaboration Organization Project Community of Practice Personal (MySites)Standardized Site Templates2223SHAREPOINT RECORDS MANAGEMENTSHAREPOINT 2010 RM CAPABILITIES Managed Metadata Content Types Content Organizer Document Sets Records Management24SHAREPOINT 2010 RECORDS MGMT. SharePoint 2010 Records Center Metadata-Driven Massively Scalable Hierarchical Archive Supports Multi-Stage Disposition Supports Holds Supports In-Place Records Mgmt. How can we add value to that?25Business FunctionLegal (LEG)Retention Category(Big Buckets)LEG01: ContractsLEG02: LitigationRecord TypeEmployee AgreementsVendor ContractsBankruptcy FilesMediation RecordsSharePoint Content TypeEmployee AgreementsMaster Service AgreementsNon Disclosure AgreementsStatements of WorkRETENTION SCHEDULE STRUCTURE - MOSS26RETENTION SCHEDULE STRUCTUREBusiness FunctionLegal (LEG)Retention Category(Big Buckets)LEG01: ContractsAs long as contract is active + 6 yearsLEG02: LitigationAs long as matter is active + 10 yearsOperationalContent TypeLocal Content TypeEnterprise Content Type *Legal MatterRequired Metadata: Document Type, Effective Date, Entity Retirement Date* Required: Information Governance Metadata - Owning Org, ILC State, ILC Date, Creation Date, Last Modified DateContract Record (LEG01)Required Metadata:Party to ContractCivil Litigation Record (LEG02)Required Metadata: Matter Name, Matter Number Team SitesControlledInformationSiteControlledInformationSiteControlledInformationSiteControlled Site CollectionsTransfer OwnershipRecord SnapshotInformationLifecycleSHAREPOINT 2010 SITE MIGRATION MODEL2829CONTENT CLEANUP AND MIGRATION 0%10%20%30%40%50%60%70%80%90%100%WHAT ARE CLIENTS STORING?30%-50% not neededTotal Storage Approximately 4 TBShare Drive Migration Plan Discovery Info Arch Query Construction Execute Process: Crawl share drives & legacy SharePoint sites classification information Tag content with best fit Content Types Suggest a navigating taxonomy for SharePoint sites Users review, iterate & accept taxonomy Best Practices accelerate effort Migrate content to the SP sites Have a Plan for File Shares Post-Migration Goal do all of this automatically except review Benefit Compliant SharePoint sitesCrawling and ClassificationSharePoint SitesShareDrivesSharePoint Services Opportunities32SERVICES OPPORTUNITIES LIFECYCLE MODELTemporaryWork In ProgressFinalSearchContent Organization and StructureContent Governance DefinitionAdministrationSecurityContent TypesMetadataContent Analysis and ReportingPeriodic Content Crawling & ReportingSEF w/ RMA ComponentsDocumentum RPS andOpen Text RM Configuration/IntegrationeTrash (ROT) ID and RemovalRetention, Purging& Disposition ReportingContent Classification & TaggingContent Themes, Structure and ProposedNavigationContent Migration PreparationContent MigrationRIM Strategy/PlanningRetention Schedules:Develop & RefineBig BucketsLegal ResearchRIM Policy/ProceduresStorage Management and Organization3rd Party Records Solutions(Vendor Selection)SharePoint RMA(DoD 5015)Legal Hold and DispositionLegacyOverall Opportunities Roadmaps & Program Planning Business Case Development and ROI Information Lifecycle Definition Point Solutions (e.g., E&P Portal) Other (Architecture, Integration, etc.)SEF-Lite(for SP governance)Capture (Scan, Fax)Email ManagementMigration Strategy: Share Drives SharePoint 2003 MOSS 2007 Documentum FileNet Open Text Other ECMFile Share Strategy:Crawl, Purge, IntegrationRecords Mgmt Support: RM Strategy Legal / eDiscovery Multi-Repository Strategy Retention Schedule RM Vendor Assessment Storage StrategySharePoint Roadmap:33HOW WE GET STARTED WITH SHAREPOINT Define SharePoint RM Roadmap, including SharePoint 2010 Define your SharePoint ECM and RM partner / product ecosystem Define your Content Type and Site Provisioning Templates and Inheritance Provide a Foundation for Consistent Team Sites and MySites Define an Enterprise Information Lifecycle Separate from business process Enforced across multiple repositories Achievable with a practical minimum of user involvement Enable SharePoint & RM Governance and Policy with a Framework Not just Infrastructure Governance Content and Records Governance With Support and Refresh of a Records Management Program(s) With Support and Refresh of a Legal and eDiscovery Program(s) Prioritize the Projects for Enterprise Deployment of SharePoint RM The best time is with a new version of SharePoint (e.g. 2010!)10 12Weeks34BUSINESS CASE FOR SHAREPOINT 2010 SoftwareCost/SavingsHardwareCost/SavingsPeople: App DevPeople:Admin/MaintSharePoint SharePoint licensing is expensive, but it provides the foundation for many additional applications and capabilitiesMore hardware and infrastructure is required, but it is standardized.More application development, but lower cost of SharePoint skills (eventually they are a commodity)More administration and maintenance, because more work is done in SharePoint, but skills become a commodityPortals SharePoint Significant Savings from conversion after SharePoint is licensedSavings from infrastructureconsolidationSavings from application consolidationSignificant Savings from maintenance reduction and app consolidationWCM SharePoint Significant Savings from conversion after SharePoint is licensedSavings from infrastructureconsolidationSavings from appconsolidation, but expensive to build websites in SharePointSignificant Savings from maintenance reduction and app consolidationECM SharePoint Significant Savings from conversion after SharePoint is licensed, Eventual savings from infrastructureconsolidationSavings from application consolidation after conversionSignificant Savings from maintenance reduction and application consolidationShare Drive Migration Cost of Migration Tool Significant Storage Savings, both initially and ongoingMinimal MinimalInfrastructure Significant Savings after SharePoint is licensedSignificant Savings from infrastructureconsolidationSignificant Savings from infrastructureconsolidationSignificant Savings from infrastructureconsolidationBENEFITS OF A SHAREPOINT APPROACHCFO/CEO CIO General CounselBusiness Case Organizational DemandResponsive & Compliant Lower Cost Platform Consolidation Lower Cost of Skills Information Maintained as an Asset ROI Eliminates Share Drive & SharePoint Sprawl Improves Info Access Lowers Storage Cost Simplifies Infrastructure Uses Commodity Skills (already in house) User Acceptance Defensible Processes Less Hair on Fire at eDiscovery Time Confidence to Accept Automated Disposition Lower RiskEasier with SharePoint36HOW TO SUCCEED IN SHAREPOINT Learn about the SharePoint Ecosystem Learn to Play in the SharePoint EcosystemMICROSOFT VIEW OF SHAREPOINT PRODUCTSFoundational ECM Limited Support for ProductsDocument Mgmt.Records Mgmt.Web Content Mgmt.Rich Media Mgmt.Document Output Mgmt.Email ArchivingHuman Centric WorkflowSupplemental ECM Embrace and extend SharePoint with Product PartnersPhysical, DoD Records Mgmt.Business Process Mgmt.Transactional Content Mgmt.Scanning and CaptureArchiving & Library ServicesSHAREPOINT ECOSYSTEM OF ECM PRODUCTSPhysical, DoD Records Mgmt.Business Process Mgmt.Transactional Content Mgmt.Scanning and CaptureArchiving & Library Services39KnowledgeLakeFile Trail, OmniRIM (AS),LaserFiche,HP TrimNintex, K2,Global360,MetastormHyland, Oracle, SAPKofax, ECopy,Readsoft,Atalasoft, KodakMetalogix,MetaVisAvePoint,Quest, HP TrimEMCIBMOpen TextTools: AvePoint, Idera, Quest, NeverfailEmail: Symantec, CommVault, Mimosa, EMC|SourceOne, ProofpointConnectors: ESRI, Intergraph, SAPShare Drive Migration: StoredIQ, Kazeon, Active Navigation, Digital Reef, Concept SearchingSearch: FAST, Autonomy, Coveo, Google, Metacarta, EDiscovery VendorsSharePoint Services Partners: KnowledgeLake, Hitachi, Catapult, Gimmal, KPMG, + manyLEARN TO PLAY IN THE SHAREPOINT ECOSYSTEM Best of Breed (SharePoint) has Won over ECM Suites Alfresco, EMC, IBM and Open Text are Dis-Integrating into components The market is energized as it goes from Dept. to Enterprise The ecosystem is searching for great partners SharePoint is Expensive Add-on components are expensive Customization is expensive Business Case is critical SharePoint Skills are a major issue SharePoint skills are not like ECM Skills Systems integration is not like ECM configuration SharePoint enables Records Management to Finally Happen The Retention Trifecta Share Drives, SharePoint & EmailOPPORTUNITIES FOR SERVICES COMPANIES Quick Wins: Traditional Scanning in SharePoint-ready format KnowledgeLake, Kofax, EMC|Captiva Consolidation to a Single ECM/RM Platform From OTG, AX, Optika, Stellent, LaserFiche, Trim, ViewStar, IManage, PC Docs, Documentum, FileNet, and Open Text Share Drive Migration SharePoint Records Management Build skills in a Vertical Market Hyland Examples KnowledgeLake Examples Ready, Set, Go This may be the biggest ECM & RM services opportunity Ever It started in the mega-enterprises, but its biggest impact is in SMB There is no place to hide Play to win Build your team and their SharePoint skills Get visible in this market AIIM SharePoint TrainingTOP 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?42DISCUSSION / QA43

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