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

We’re 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 industry’s 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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ule

s)

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

y A

uto

mat

ed R

ule

s)

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 administrative roles, controls highly governed activities

• Standardized security model

• Standardized methods for assigning site ownership

FOR GOVERNANCE AND COMPLIANCE

BEST PRACTICES

BEST PRACTICES

SharePoint 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 functions

Best 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 support

FOR USABILITY

AIIM SharePoint Training

APPLYING A FRAMEWORK

Top Site Portal Some sites may be connected to Portal, others not

18

• All TeamSites start out the same

FRAMEWORK SITE MODEL

Enterprise Intranet SiteCollection(s)

= User Navigation

Organization, Project, Workgroup & Community TeamSites

19

FRAMEWORK 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 apply

Organization, Project, Workgroup & Community TeamSites

Enterprise Intranet SiteCollection(s)

= User Navigation

20

FRAMEWORK SITE MODEL – ADDING MYSITES

Organization, Project, Workgroup & Community TeamSites

Enterprise Intranet SiteCollection(s)

= User Navigation

MySites

• All TeamSites start out the same

• Sites will be configured to meet individual team needs

• But standards for usability and governance will always apply

21

SITE 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 Admin’s to local needs

• Minimizes “Administration” training

• Ensures governance settings

• Supports all Site Templates• Publishing

• Collaboration

• Organization

• Project

• Community of Practice

• Personal (MySites)

Standardized Site Templates

22

23

SHAREPOINT RECORDS MANAGEMENT

SHAREPOINT 2010 RM CAPABILITIES

• Managed Metadata

• Content Types

• Content Organizer

• Document Sets

• Records Management

24

SHAREPOINT 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?”

25

Business Function

Legal (LEG)

Retention Category

(Big Buckets)

LEG01: Contracts

LEG02: Litigation

Record Type

Employee Agreements

Vendor Contracts

Bankruptcy Files

Mediation Records

SharePoint Content

Type

Employee Agreements

Master Service Agreements

Non Disclosure Agreements

Statements of Work

RETENTION SCHEDULE STRUCTURE - MOSS

26

RETENTION SCHEDULE STRUCTURE

Business Function

Legal (LEG)

Retention Category

(Big Buckets)

LEG01: Contracts

As long as contract is active + 6 years

LEG02: Litigation

As long as matter is active + 10 years

OperationalContent Type

Local Content Type

Enterprise Content Type *

Legal Matter

Required Metadata:

Document Type, Effective Date,

Entity Retirement Date

* Required: Information Governance Metadata - Owning Org, ILC State, ILC Date, Creation Date, Last Modified Date

Contract Record (LEG01)

Required Metadata:

Party to Contract

Civil Litigation Record (LEG02)

Required Metadata: Matter

Name, Matter Number

Team Sites

ControlledInformation

Site

ControlledInformation

Site

ControlledInformation

Site

Controlled Site Collections

Transfer Ownership

Record Snapshot

InformationLifecycle

SHAREPOINT 2010 SITE MIGRATION MODEL

28

29

CONTENT CLEANUP AND MIGRATION

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

WHAT ARE CLIENTS STORING?

30%-50% not needed

Total Storage Approximately 4 TB

Share 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 sites

Crawling and Classification

SharePoint Sites

ShareDrives

SharePoint Services Opportunities

32

SERVICES OPPORTUNITIES – LIFECYCLE MODEL

TemporaryWork In Progress

Final

Search

Content Organization and

StructureContent Governance

Definition

AdministrationSecurity

Content TypesMetadata

Content Analysis and

Reporting

Periodic Content

Crawling & Reporting

SEF w/ RMA

Components

Documentum RPS and

Open Text RM

Configuration/Integration

eTrash (ROT) ID and

Removal

Retention, Purging

& Disposition Reporting

Content Classification &

Tagging

Content Themes,

Structure and Proposed

Navigation

Content

Migration Preparation

Content

Migration

RIM Strategy/Planning

Retention Schedules:Develop & Refine

Big BucketsLegal Research

RIM Policy/Procedures

Storage Management

and Organization

3rd Party Records

Solutions

(Vendor Selection)

SharePoint RMA

(DoD 5015)

Legal Hold and Disposition

Legacy

Overall 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 Management

Migration Strategy:• Share Drives• SharePoint 2003• MOSS 2007• Documentum• FileNet• Open Text• Other ECM

File Share Strategy:Crawl, Purge, Integration

Records Mgmt Support:• RM Strategy• Legal / eDiscovery• Multi-Repository

Strategy• Retention Schedule• RM Vendor

Assessment• Storage Strategy

SharePoint Roadmap:

33

HOW 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 – 12Weeks

34

BUSINESS CASE FOR SHAREPOINT 2010

SoftwareCost/Savings

HardwareCost/Savings

People: App Dev

People:Admin/Maint

SharePoint SharePoint licensing is expensive, but it provides the foundation for many additional applications and capabilities

More 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 commodity

Portals SharePoint Significant Savings from conversion after SharePoint is licensed

Savings from infrastructureconsolidation

Savings from application consolidation

Significant Savings from maintenance reduction and app consolidation

WCM SharePoint Significant Savings from conversion after SharePoint is licensed

Savings from infrastructureconsolidation

Savings from appconsolidation, but expensive to build websites in SharePoint

Significant Savings from maintenance reduction and app consolidation

ECM SharePoint Significant Savings from conversion after SharePoint is licensed,

Eventual savings from infrastructureconsolidation

Savings from application consolidation after conversion

Significant Savings from maintenance reduction and application consolidation

Share Drive Migration Cost of Migration Tool Significant Storage Savings, both initially and ongoing

Minimal Minimal

Infrastructure Significant Savings after SharePoint is licensed

Significant Savings from infrastructureconsolidation

Significant Savings from infrastructureconsolidation

Significant Savings from infrastructureconsolidation

BENEFITS OF A SHAREPOINT APPROACH

CFO/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 Risk

Easier with SharePoint

36

HOW TO SUCCEED IN SHAREPOINT

• Learn about the SharePoint Ecosystem

• Learn to Play in the SharePoint Ecosystem

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 ECOSYSTEM OF ECM PRODUCTS

Physical, DoD Records Mgmt.

Business Process Mgmt.

Transactional Content Mgmt.

Scanning and Capture

Archiving & Library

Services

39

KnowledgeLake

File Trail, OmniRIM (AS),

LaserFiche,HP Trim

Nintex, K2,Global360,Metastorm

Hyland, Oracle,

SAP

Kofax, ECopy,Readsoft,Atalasoft,

Kodak

Metalogix,MetaVis

AvePoint,Quest,

HP Trim

EMC

IBM

Open Text

Tools: AvePoint, Idera, Quest, Neverfail

Email: Symantec, CommVault, Mimosa, EMC|SourceOne, Proofpoint

Connectors: ESRI, Intergraph, SAP

Share Drive Migration: StoredIQ, Kazeon, Active Navigation, Digital Reef, Concept Searching

Search: FAST, Autonomy, Coveo, Google, Metacarta, EDiscovery Vendors

SharePoint Services Partners: KnowledgeLake, Hitachi, Catapult, Gimmal, KPMG, + many

LEARN 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 & Email

OPPORTUNITIES 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 Training

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?

42

DISCUSSION / QA

43