Achieving Content Governance in the Collaborative and Social Business. Mike Alsup, Gimmal September 24, 2013

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1 Achieving Content Governance in the Collaborative and Social Business Mike Alsup, Gimmal September 24, 2013

2 2 Alsup Frame of Reference 34 Years as ECM/RM Consultant/Integrator Accenture, Booz Allen, BSG, Align Solutions, Gimmal 1980 career goal: help clients move from paper-based processes to automated Doc Mgmt. processes Assumption: this was beyond the span of my career Last seven years focused on SharePoint as ENTERPRISE ECM & RM Platform for information on Gimmal Alsup blog (ace, king, queen, jack, ten) Alsup blog ERM, SharePoint Communities AIIM Involvement Southwest Chapter Programs VP ( , ), President ( ), VP since International Board Member ( , ) AIIM Conference Committee Member ( , ), Chair 2000 EmTAG Member ( ), Chair ( ) AIIM SharePoint Course We built it. We are proud of it. We certified our team

3 We Are Information Management For Everyone Built on Leading Enterprise Platforms Higher Value and Lower Cost Business Solutions Trusted Advisors and Implementers Across All Industries and Government Thousands of Successful Engagements Industry Leading Software, inside SharePoint Information Governance & Unified Records Management DoD Certified, Chapters 2, 3 & 5 SAP Content Archiving & Business Solutions Award Winning Microsoft 2012 Software Partner of the Year Finalist Inc for 8 consecutive years 3

4 4 Introduction to Content Governance Agenda My Presentation Focus is on Technology and Platforms, not People or Process SharePoint Perspective on Enterprise Information Management Is One Ring to Rule Them All Realistic? Many Target ECM Repositories for Governance Several Very Challenging Problems Alternative Governance Approaches Open Questions and the Art of the Possible in 2013

5 5 Scope Target ECM Repositories SharePoint File Shares Traditional RM Traditional ECM Cloud ECM Cloud File Sharing ERP

6 Information Management Policies When and How to Delete Content Applied to Documents, Records & Items Applied at Document or Container-level Associated w/ Content Types or Locations Date-driven Event-driven Settings for: Auditing Retention

7 Information Lifecycle Hold Temporary Work In Progress Final Retention XX Days Disposition Retention XX Months Retention Retention Schedule Retention Location All Location(s) Information is managed Location(s) from creation Location(s) to disposition Network Inbox Shares Document Libraries 3 Record Center or Retention for all information in every state rd Party of Product the ILC Metadata Metadata Metadata Early Name classification (indexing) Name Name Content Type is an important Content Type step to compliance Rules are enforced by the technology Metadata Security Versions Disposition Many others

8 8 ECM Vision is simple Is it Cloud or SaaS or Both? Differences between Cloud and SaaS: Cloud only: Amazon EC2 is cloud, but a platform as opposed to consumer software SaaS only: Documentum is single tenant, hosted ECM managed as a cloud solution Both: Salesforce.com is both Cloud Only and SaaS Only Multi-tenant cloud software Why does it matter? Legacy ECM vendors support Cloud, but SaaS only Virtual Machine for each solution Box, Office 365, SpringCM and others are Cloud and SaaS Multi-tenant applications

9 9 Have Cloud ECM & Collaboration changed Content Governance? Content Governance is challenged by Cloud ECM and Collaboration Information policies applied to more repositories Everyone recognizes need for governance to extend to all ECM repositories One Ring to Rule Them All Applying content governance to multiple ECM environments is competitive: Legacy ECM vendors Cloud file sharing vendors Need Ecosystem Partners Federation vendors Microsoft Need Ecosystem Partners

10 10 Content Governance 2.0 Transparent user participation End reliance on end users choosing to follow policy and rules Lines of Business collaborate with IT based on Content Types All content managed from a lifecycle perspective There are 4 key elements of Content Governance 2.0 Information Lifecycle Content Types (& Containers) Metadata Inheritance Consistency in User Experience

11 11 Scope Governance Methods Repository-based Governance (Includes Containers) Access Controls Update Controls Disposition Controls Deletion Archiving Offline Questions Does the Repository support Policy Governance? Does the Repository support Federation of Policy? Is Policy Federated at the Repository-level or Document-level? Is Policy Synchronized between Cloud & On-Premise

12 12 Content Type-based Governance High Level Content Type Model Functional Content Type Model Governance options are either Content Type-based or Repository-based Mixed Content Type Models can be effective Unknown Content Type Functional Content Type Models can drive ROI of ECM Investments Lifecycle Governance Multi-Repository Governance In Place Governance Search & Classify-based Discovery In Place Process Launched Copied or Moved Scope Governance Methods

13 Let s Start with SharePoint Content Governance SharePoint Consolidating ECM and RM? 135MM SharePoint Licensed Users* 65,000 Companies* 67% SharePoint to Enterprise* 700,000 SharePoint Developers* 70% of Gartner ECM inquiries 2012 $2B business SharePoint is Energizing ECM and RM Microsoft owns productivity market ECM and RM a natural extension Many Best of Breed apps & extensions SharePoint is compelling platform for compliance & enterprise governance SharePoint SharePoint 13

14 14 Ungoverned Organic SharePoint Environment Issues: Chaos grows with new sites No central site directory Each site has own look and feel Different definitions of content Site 1 has Invoice Purchasing Site 2 has Invoice Content volume increasing rapidly All content is retained forever How are Records managed?

15 15 Ungoverned Organic SharePoint Environment How do you govern this? How are you going to support this?

16 Information Lifecycle Record Center File Plan Retention Schedule Information Policy Enforcement Term Store / Content Hub File Plan / Retention Schedule Content Types Information Policy Site Templates Document Templates Top Level Portal Site Provisioning Team Sites Lifecycle Taxonomy SP Features XML Config. Navigation Search Security SharePoint Framework MySites 16

17 Business Function (Base Document) Finance & Accounting Tax (ACC) Record Categories (Big Buckets) ACC100 Accounting, Banking, and Payroll Transactions ACC200 Financial Reporting Enterprise Content Type Organization Content Types Banking Record 6 years Accts Payable 6 years Financial Stmt. 10 years Local Content Type Bank Deposit Rpt 6 Years A/P Invoice 6 Years Expense Report 6 Years Balance Sheet 10 Years Income Stmt. 10 Years Properties: Document Title Modified Date Owning Organization Lifecycle State Properties: Retention Category Properties: Office of Record Category-specific attributes Properties: Retention Category Category-specific attributes 17

18 Content Type Level Content Type Name Owning Organization ILC State ILC Date Create Date Last Modified Date (system generated) Security Class (internal, external, confidential) Employee Name Employee Number Content Type Retention Category Code Event Trigger Date Taxonomy Master Model in SharePoint Enterprise Content Type Enterprise X X X X X X Organization Content Type Human Resources Employee Specific X X X Local Content Type Personnel Files Personnel Actions HUM70 X Local Content Type Personnel Files Hiring, Termination, Training and Summary Records HUM73 X

19 Item 19 What are Items? Document Event Issue Announcement Link Contact Message Task Workflow History Post Comment Folder Typical Governance Products Typical Governance Products address 16% of content in SharePoint Collaboration is over 60% list content From a User Perspective: Every user (even novices) have unique uses for lists Lists replace Excel Spreadsheets and Access Databases Once created, lists contain valuable knowledge and information assets From an IT Perspective Sites persist because lists with valuable information exist perpetually Management is site-by-site Items cannot be managed in SharePoint Record Centers

20 20 How to Apply Information Policy to Legacy SharePoint Sites? Top Site Portal

21 21 Legacy SharePoint Sites Archive the Site Close the Site (Read Only) Move the content to a new site (+ Items, etc.) Apply to policy to content in legacy site based on rules Enforce the rules as site ages, including move to Records Center Hopeless task without planning and good tools

22 What are your plans to leverage the Cloud? Source: Forrester, Global SharePoint Usage Online Survey, August 2012 The responsibility for Cloud Governance remains at home InformationWeek

23 23 Hybrid model is Needed for Governance Why is this important? Buyers expect Hybrid Content Governance for foreseeable future Long term Economics of Cloud Storage are not clear Office 365 is compelling if records stored in our data centers Hybrid Governance requires simplifying assumptions

24 SharePoint 2010 On Premise Hybrid Lifecycle Model SharePoint Sites Send To Record Centers EDiscovery Search & Hold Service Send To Two-way Lifecycle synch of records Synch File Plan & Retention Send To Schedule Service Policy Hub Service SharePoint Sites Send To Record Centers SharePoint Office

25 SharePoint OOTB Effort/Time Add-On Software SDK Framework Enterprise Approach Summary Best Practices Team Sites & Governance Usability and Consistency Content Types & Metadata Libraries, Lists and Views File Templates Content Lifecycle Search Site Settings & Administration IM Policy Alignment Security

26 26 SharePoint Governance Summary Content Types are Essential On Premise vs. Office 365 vs. Hybrid are different Items are Critical to be Included Legacy Sites must be Considered Hybrid must be Considered Extensive Planning is Required A Challenging Problem without any other Repositories!

27 Enterprise Information Management SharePoint 2013/ Office 365 Send To Record Centers Social File Sharing Cloud ECM Cloud SharePoint Sites Web, Intranet, IM, Collaborative Content File Shares Send To Record Centers SharePoint Sites SharePoint 2010 On Premise On-site & Off-site Paper Storage Legacy ECM 27

28 28 Governance Options Scope Target Repositories Mailbox size management Journaling Drag to an folder Act of Classification Three Zone Model (Temporary, WIP, Record) NARA Capstone Model What does Governance Look Like? In Place Retention Rules, then SharePoint or Legacy ECM or Archiving Tool User Declaration into SharePoint or Legacy ECM Site Mailboxes in SharePoint 2013 Legacy PST s? Policy in in Office 365 is different than Policy in On-Premise

29 29 File Shares Active Navigation Traditional File Share Governance Process: Recommind Crawl Share Drives derive classification information IBM & Stored IQ Tag content with best fit Content Types requires work to define mapping EMC Kazeon Migrate content to SharePoint Open Text Have a Plan for File Shares Post-Migration Digital Reef Volumes are Daunting Concept Searching Goal do this automatically One Time Crawl vs. Recurring Crawl SharePoint Governance Options: Catalogued File Shares AvePoint MetaLogix Bamboo Legacy ECM Vendor Options are Similar Crawl, cleanse and migrate solutions

30 30 Legacy ECM /RM Governance Inside ECM Governance Best Governed Content in Org. Market-defining Federated Governance to Multiple Repositories Not as successful Physical RM Most Physical Solutions are Legacy ECM Web Sites Scope Target Repositories Web site snapshots Most websites retention is through: Publication/retraction process Roll-back/restore of site content ECM platforms not very successful for websites new set of web site products

31 31 Can Governance be Federated into all these Platforms? Levels of Federation: Document, Container, Replication, Presentation Open Text, IBM, EMC and HP (Autonomy) have solutions in this area New federation vendors, e.g. RSD, they can do it all Questions: Does Federation work in the enterprise? Looking for case studies of successful federated ECM governance

32 32 Cloud File Sharing are Competing in ECM Box, Syncplicity, DropBox, etc. Cloud-based file sharing vendors understand Cloud ECM Governance Lack rich object models and policy solutions to enable more than Share Drives in Cloud SkyDrive vs. SkyDrive Pro is still confusing for some users SkyDrive is Dropbox-like in its capabilities SkyDrive Pro is modern version of SharePoint My Sites What would Cloud File Share Governance Look Like? Register Site or Site Content Synchronize Send to My Account There will be room for all of these approaches, plus Google, Legacy ECM, many others

33 33 Social Scope Target Repositories LinkedIn, Facebook, Twitter, Jive, etc. Yammer What would Social Site Governance Look Like? No Option to Federate Governance to Social Register the Site Manage the Process to Post to Site Enable Updates e.g., Remove Post after 90 days Yammer = exception Microsoft integrating SharePoint Governance

34 Hybrid Lifecycle Model SharePoint 2010 Send To Record Centers SharePoint Sites Policy Hub Service Send To Record Centers SharePoint Sites SharePoint 2013/ Office

35 One Ring to Rule Them All Policy Hub Service SharePoint 2010 Social, File Sharing, Cloud ECM Content Send To Record Centers SharePoint Sites Policy Hub Service Web, Intranet, IM, Collaborative Content File Shares Send To Record Centers SharePoint Sites Legacy ECM SharePoint 2013/ Office 365 On-site & Off-site Paper Storage 35

36 Governance Method SharePoint Legacy ECM Federation File Sharing Container-based Governance Access Controls Update Controls Disposition Controls Search Governance In Place (Search and Classify) Process (Search and Process) Copy or Move to Repository (Search & Harvest) Content Type-based Governance High Level Content Types Functional Content Types Lifecycle Governance Multi-Repository Governance In Place Governance Strong Strongest Not Native Strength, Requires Connectors and Integration Strongest w/ SharePoint, & File Shares, Requires Planning, Add-on Products & Connectors for other Repositories Strongest, but Requires Planning, Connectors & Integration for other Repositories Strongest, but Requires Planning & Integration for other Repositories Strong, but Requires Planning, Connectors & Integration for other Repositories Strong, but Requires Planning, Connectors & Integration for other Repositories Strong, but Requires Planning & Integration for other Repositories Requires Planning, Connectors & Integration for all Repositories Remote Control, No Internal Events Remote Control, No Internal Events Not Natively Available Not Natively Available Not Natively Available Not Natively Available 36

37 37 The Future Two Short Term Questions Does Unified SharePoint, & Share Drive = Content Governance? This is the burning question for many organizations Including more ECM platforms in content governance is a bonus, but not core How to integrate these environments into a single, simpler enterprise solution? If Hybrid Content Governance is the future, how to do it? High priority architectural question in many organizations, especially the largest Clients are investing in cloud, but not storing records or even business critical content there How to integrate Cloud and on-premises ECM into a single, simpler enterprise solution? Find Someone to help who has done it before Make Sure they have Good Tools, Frameworks, and References

38 38 The ECM Dial Tone The Future 2020 Vision Unified Object Environment (Document, Voice Message, , Viewer, etc.) Departments, Legal, Records and IT collaborate on Governance Policy at Content Type Level Governance Policy Automatically Applied through Containers & Templates Much Planning and Setup then it just works Departmental ECM Solutions will go the way of: Word Processors Word Microfilm Storage Optical Disk Storage Local Area Networks Cable Plug or WiFi Kurzweil Vision 15 Years People don t care about Technology, they want Solutions that Work How many Repositories for Unstructured Content do you Really Need?

39 39 Achieving Content Governance in the Collaborative and Social Business Mike Alsup, Gimmal September 24, 2013 Questions

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