ECM & Records Management made easy with SharePoint. August 2010

Transcription

1 ECM & Records Management made easy with SharePoint August 2010

2 ECM & Records Management made easy with SharePoint Good information management underpins excellent operational performance

3 ECM & Records Management made easy with SharePoint Programme What s New with SharePoint Jonathan Stuckey, Microsoft SharePoint for Records Management? Michele Marsburg, RIM Record 2.0 Meeting RPA & ISO15489 with SharePoint HomeStart Finance Case Study Anthony Woodward, RecordPoint From Concept to Reality Intergen s EDRMS solutions and service offerings Steve Lapwood, Intergen

4 Enterprise Content Management Jonathan Stuckey Solution Specialist, Business Productivity

5 Microsoft SharePoint 2010 Business Collaboration Platform SP2010 [Enterprise] SharePoint Foundation Services [Windows] SharePoint Server 2010 [Standard]

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7 Easy to Use Easy for IW: Supreme user acceptance & adoptability Easy for IT: Great OOB, fast to deploy & easy to manage Everyone Participates Everyone in the organization has access to and benefits from features Capabilities can be adjusted everyone sees as much as they need Enterprise Ready Scalability: More items, richer filtering, metadata navigation, FAST integration Breadth: Cross repositories, enterprise content types, greater extensibility

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9 Storage Requirements (TB) Year Keep Everything 90% Retention 80% Retention 70% Retention

10 Collaboration Documents Records Discovery Search

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27 Sharepoint and Compliant Records Management Fact or Fiction Michele Marsburg RIM Ltd 16 th and 17 th August 2010

28 Sharepoint and Records Management Sharepoint 2010 assessed against the ICA standard

29 Sharepoint and Records Management How much compliance out of the box? Compared with MOSS 2007 there are significant improvements 88% of Records functionality as defined by the ICA standard is now available out of the box using SharePoint 2010 Additional configuration and Third party applications are required to provide specific records compliance functionality

30 Sharepoint and Records Management High level requirements of ICA Module 2

31 Sharepoint and Records Management Let s see how Sharepoint 2010 stacks up Electronic business information has to be actively managed and reliably maintained as authentic evidence of business activity Business information has to be linked to its business context through the use of metadata. Business information has to be kept and must remain accessible to authorised users for as long as required. Business information has to be able to be disposed of in a managed, systematic and auditable way. Systems should support good business information management as an organic part of the business process. Systems for capturing and managing business information have to rely on standardised metadata as an active, dynamic and integral part of the recordkeeping process.

32 Sharepoint and Records Management Stacking up cont... Systems have to ensure interoperability across platforms and domains and over time Systems should rely as far as possible on open standards and technological neutrality. Systems should have the capacity for bulk import and export using open formats. Systems must maintain business information in a secure environment As much metadata as possible should be system generated. It should be as easy as possible for users to create/capture records of business activity.

33 Sharepoint and Records Management Meeting the requirements of ICA Module 2

34 Sharepoint and Records Management Main areas of partial or non compliance Native Security Classification Physical and Hybrid Records Management Metadata Export and transfer management and automated capture of related metadata Complex Classification configuration Complex disposal and transfer actions Automated capture of non Microsoft content

35 Sharepoint and Records Management SharePoint 2010 and the PRA

36 Sharepoint and Records Management Support for PRA requirements Supports the principle that all records of business activity must be captured routinely into an organisation-wide recordkeeping framework Metadata capture requirements are supported Supports the principle that records must be usable, accessible and retrievable for the entire period of their retention Document management requirements are supported Provides for management of business rules i.e. retention and disposal, classification structure, use and access Support s the principle that records must be comprehensive and provide authoritative evidence of all business activities

37 Sharepoint and Records Management What could be improved? Improved Classification Hierarchy Management and visibility for RM Increased visibility of Records Rules builder Improved single point governance RM Management of records not classified correctly Bulk updates and imports/exports of metadata Item level back up and Recovery notification Bulk conversion of electronic items to approved format Metadata creation and management for complex vocabularies Records sentencing and disposal management

38 Sharepoint and Records Management Conclusions

39 Sharepoint and Records Management Conclusions Significant progress has been made since the introduction of MOSS 2007 and 2010 is now a viable EDRMS alternative Third party applications built in Sharepoint still required for specific functionality especially and fully compliant Records Management Ease of use and collaboration features means this tool is likely to become an accepted solution in most business situations Good governance, Structure, Business rules, Training and Change Management still vital Possibility to reduce cost, decrease technology breadth and mitigate risk of an EDRMS project by leveraging existing platform

40 Sharepoint and Records Management Options for Deployment

41 Sharepoint and Records Management Choices OPTION Out of the box no customisation Out of the box - with customisation and development Out of the box With additional Third party applications for RM and management WHERE APPLICABLE Solution for small and simple business environments with little or no compliance requirements Medium and Large corporate environments with big $$ budget, significant In-house SharePoint expertise and extended deployment time frames All organisations with compliance requirements or increased document and records management needs

42 Questions

43 RecordPoint 2.0

44 RecordPoint Taking the pain away from compliance Records Management Made Easy

45 About RecordPoint Only fully certified add-on for SharePoint 5 Delivery Partners Microsoft Gold Certified in 8 competencies 1 of 30 partners worldwide on Global Partner Advisory Council for SharePoint Developing Records Management software since 2003 Microsoft Partner of the Year 2009

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47 RecordPoint 2.0 Overview

48 RecordPoint delivers a comprehensive PRA compliant records management solution built into SharePoint with a seamless end user experience

49 Lift the Burden from your End-Users

50 A More Practical Approach Use rules to map business (information) processes to Records Management system Business Processes Records System

51 Why RecordPoint is different All about the end user Easy to use interface - Microsoft SharePoint Familiar Business Language not RM Language RP interprets User Inputs into RM Outputs Maps user activities back to RM (not the other way around) No Client software needed all web based Rich and extensive rules engine Leverages industry leading Microsoft SharePoint platform Single SharePoint platform no need for 2 repositories. Fully VERS Certified (1 through to 5) Local team with local support

52 SharePoint Access Control Audit Version Mgmt Search Workflow RecordPoint Rules Engine Classification Disposal Security Compliance Content Mgmt

53 Collaboration sites Rules Engine Permanent Review 10 yrs Destroy in 7 yrs Content Type Rule Location/ Site Rule Controlled Vocabulary Rule RecordPoint

54 Demonstration Scenario: End User Electronic and Physical Files Add a document to SharePoint RP automatically will process the file A user can see the summary Add an to SharePoint See centralised Records Control/ Rules Create a physical record

55 What is Scinaptic OnePlac OnePlac provides Seamless Integration between desktop applications and Microsoft SharePoint: 1. Microsoft Outlook to SharePoint (2003 & 2007, 2010) 2. Windows File Explorer (Right Click Sent To) 3. Microsoft Office (Word, Excel, PowerPoint 2003 & 2007, 2010) 4. 3rd Party Application Integration /API Download Now:

56 RecordPoint 3.0 (scheduled for release December 2010)

57 RecordPoint 3.0 Features Taxonomy Manager Advanced Rules engine Rules Builder Long term preservation functions - ICA Classification scheme Management Centrally managed Retention and Disposition Automated Hybrid Electronic/ Paper Records Space Management Box Management VERS Certification

58 SharePoint RecordPoint 2010 High Accuracy Consistent Participation & Enforcement State Records Compliant Rules Based Classification Simple Rules Complex Rules Single Disposal process Authoring Templates Manual Classification Simple Rules Low Low Cost Savings Productivity High

59 Statutory Authority of the South Australian Government Purpose Making home ownership possible. Vision Leading the nation in affordable housing finance solutions. Over 56,000 success stories and counting Currently over 15,000 loans with value over 1.5bn

60 Records Management Journey Physical records have been handled well... Electronic records not so much!!! Traditional file server environment MY Records culture which provided Security by Obscurity No supported enterprise search tool

61 Records Management Journey Previous attempts focused on compliance and...failed! Windows SharePoint Services (WSS) demonstrated business context Slowly senior management began to see the carrot AND the stick Finally received the green light to do it right! Worked with specialist RM consultants to: Undertake a self assessment which identified the gaps Develop Information Management Framework, strategy and later policies Mapped organisations functions which informed BCS & RDS creation Talked to users to gather requirements for a technology solution

62 Getting the Support Structure Right Project sponsor at GM or C level Management team as steering committee Composition of project team was important Change management and communication committee responsible for: Updates at staff meetings Newsletters Monthly s Responsible for staff training plans Departmental champions to assist teams with the transition Give the project a brand

63 Project TARDIS Timely Access to Records, Documents, Information & Systems

64 Identifying Technology Users had experienced Document Management (DM) through WSS and they liked it. Suddenly they had: Check-in, check out, single instance storage, version control, consistent look and feel with existing intranet, tight integration with office, alerts on changes PROBLEM: SharePoint is not a records management system by Australian Standards Microsoft announced that regional based compliance issues would be handled by their partners

65 Identifying Technology Enabled HomeStart to start small and scale over time Gives users the features they were exposed to and liked with WSS Support skills are easier to come by and users can pick it up quicker Enabled HomeStart to introduce a DM Culture Users focus on managing docs while RM just happens Dedicated RM resources ensure compliance Making users aware of RM responsibilities while creating a DM culture

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67 Timely Access to Records Documents & Information Systems Enterprise Search Consume Information Bubble up and present relevant information from document libraries and other content sources Create and Collaborate on information Create and collaborate on documents within departmental and team document libraries or within a meeting or project context

68 SharePoint Document Library View

69 RecordPoint Record Managers Disposal View

70 Search for Information Most important aspect of the project from a users perspective. Users need confidence that they will find their documents again. Tardis People Network Shares Record Point All SharePoint content including documents and pages HomeStart employee search Assists with the transition of documents over time Documents that have been submitted to the records centre Security trimming only displays authorised documents Faceted search adds granularity to search results

71 Benefits By using SharePoint: Check-in / check-out, version control, search, workflow, single instance, rich meta data, alerts, audiences, approval A robust, content managed intranet that leverages existing investments in Office, SQL, Exchange and other Microsoft products Security through existing Active Directory groups Customisation through common coding tools (ASP.Net and visual studio) By adding Record Point: To instil a DM culture within HomeStart and by default get RM To get tight integration with the corporate intranet allowing users to create and consume information through the one portal Success Stories Achieve adequacy at our next audit!

72 Discussion & Questions?

73 THANK YOU Contact Details: Anthony Woodward RecordPoint Product Manager info@recordpoint.com.au

74 From Concept to Realisation Intergen s Solutions and Services

75 ECM & Records Management made easy with SharePoint Our Approach - Holistic Solution Delivery to Achieve Outcomes Governance Framework Information Management Integration ECMS Solution Migration Tools Content Management Business Transformation Operational Outcomes

76 ECM & Records Management made easy with SharePoint Solution and Services Roadmap and IM Integrated Technology Solutions Implementation and Deployment Services Governance Roadmap Classification Records Management ERMS Search Scanning Solutions delivery Information Management Business Transformation Office Outlook SharePoint RecordPoint SharePoint Search FAST ESP Fuji Xerox Apeos/ SMARTConnect Plan Develop Stabilise Deploy Records Management Standards & Practices Change Management Process Improvement a combination of people, policies, procedures, resources, methods, technology, institutional culture, data and knowledge

77 ECM & Records Management made easy with SharePoint Solution Delivery Framework Roadmap Information Management Governance Classification Records Mgt Business Transformation

78 ECM & Records Management made easy with SharePoint Solution Delivery Stages Envisioning Scope Roadmap Planning Records inventory PRA requirements mapping Records policies Metadata design Governance design Solution Architecture Review Develop Configuration Migration strategy Process design UAT & Release Knowledge transfer Review Deploy Release Processes Training Review Change Management Plan Deployment Plan Project Management Plan & execution

79 Our Experience with ECM

80 ECM & Records Management made easy with SharePoint Sample Clients Client Solid Energy Project SharePoint Intranet with Document & Records Management Sports & Recreation New Zealand SharePoint intranet with Document and Knowledge Management PSIS SharePoint intranet with Document Management Spectrum Care Intranet & Document Management New Zealand Automobile Association Intranet & Document Management Plant & Food Research Intranet & Document Management

81 Summary and Takeaways

82 ECM & Records Management made easy with SharePoint Analysed SharePoint for PRA compliance Understood how to turn concept into reality Saw RecordPoint and examined the case study Looked at what s New in SharePoint SharePoint + RecordPoint is the ECM + RM solution Intergen turns the solution into your business reality You achieve benefits realisation and compliance

83 Thank you! Questions?

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