1. Has your command deployed an Enterprise Content Management (ECM) application? Yes, but we do not have TRIM deployed in ECM mode.

Transcription

1 ECM Questions USPACOM 1. Has your command deployed an Enterprise Content Management (ECM) application? Yes, but we do not have TRIM deployed in ECM mode. a. If Yes, please answer the questions below: 1) What stage/phase are you in (i.e. info gathering/pre-selection; functional requirements/governance; pilot-testing; IOC/Training; FOC/Production, other)? We are working with NAVY Reps and NMCI to modify the configuration to deploy in ECM mode but there are a few items that must be worked out. 2) Is it deployed enterprise-wide, or just in selected offices within the command? Enterprise-wide. What Networks are included? TRIM is deployed on both the NIPRNET and SIPRNET. 3) How much content is currently in the system? Currently unknown Related: Are plans in place for managing legacy content? Yes. We have collaborated with J6 about legacy systems and how we must manage the content properly. 4) Is the tool mapped to either the posted version of the CJCSM , Vol. II disposition schedule or the new draft bucket schedule? Yes, CJCSM Vol II but not the new draft bucket schedule. 5) Will be managed through your ECM? Yes If so, please describe any policies and/or procedures you have. Currently incorporating in new RM instruction. 6) Does your ECM include a DoD STD compliant records management application? Yes 7) Does the folder structure have access controls for privacy information and other special handling types? Yes b. If No, describe where your command is in the process with respect to questions a1 - a7 above. The Navy has deployed TRIM on both the NIPRand SIPRNET via the NMCI network. HQ USPACOM, being Navy funded, has use of TRIM on both networks. TRIM is an Electronic Document and Records Management Solution (EDRM), but from my understanding is deployed as an electronic records management (ERM) solution. To

2 manage documents, HQ USPACOM deployed Microsoft SharePoint on our S-LAN (classified) legacy network (called the PACOM Secret Portal or PSP). It is not integrated with TRIM ERM. Rather, users have to use the TRIM desktop application to search and save records to TRIM (outside of SharePoint). The Navy s TRIM solution is DoD STD compliant. HQ USPACOM has no NIPRNET document management solution outside of DKO, although we are researching alternatives. DKO is NOT integrated with the Navy s TRIM on the NIPRNET. c. What are the obstacles you have experienced with ECM (i.e. from the development, operational, financial, headquarters support, and user experiences standpoints?). (1) The Navy TRIM solution which HQ USPACOM has access to use (on the NIPR- and SIPRNET) was deployed only for ERM, and resides on the NMCI network. (2) Our PACOM Secret Portal was deployed on our legacy S-LAN classified network, and is used for document management. We have no NIPRNET portal solution other than DKO to manage documents so the Shared Drive is used extensively on the NIPRNET. (3) Our biggest obstacle for the SIPRNET is the lack of a 2-way domain trust between NMCI and our S-LAN, which is required to integrate the Navy s TRIM ERM with HQ USPACOM s Secret Portal. Our biggest obstacle for the NIPRNET is that DKO is not user-friendly for our end users who are familiar with SharePoint. (4) With regards to our current Navy TRIM ERM solution, users have found it to be more difficult to use (storing and finding records), and without the integration with our SIPR SharePoint portal, it is even more cumbersome to save records. d. What security challenges have you faced in migrating information that includes classified and controlled unclassified information? We are working on deploying a classification management tool (developed by another Federal Government agency, thus GOTS software) on our SIPRNET. This tool far exceeds what we currently have, as it adds a classification metadata to documents (Microsoft Word, PowerPoint, and Excel) and s (Microsoft Outlook) at the time of creation. Thus, when they get saved to an ECM the classification is already attached to the document or . Finally, this classification management tool incorporates our PACOM Security Classification Guide which enables users to classify document the right way. The biggest hurdle to

3 implementing this tool is getting all the paperwork completed to fund it since funds have to be transferred to another agency. The process is too long and time consuming. e. What strategic communication challenges have you faced with changing the staff culture in regards to how information is stored and shared? The biggest hurdle is training the staff on ECM and ERM. Staff is even more confused when the ECM or ERM software itself is not user friendly. Shared Drive Questions 2. Are there any file share drives on your SIPRNet side? Yes. a. How is content on the Shared Drives being managed? Main folders are set up for each J-code, with permissions set by J-code. Information management officers (or similar) within each J-code have admin-type rights to their respective folders and can make modifications as necessary. b. Are there plans for this management? Please discuss. When we first implemented our SIPR SharePoint in 2006, each directorate was tasked to move documents from the SIPR Shared Drive to the PACOM Secret Portal for superior document management. Currently, about 65% of our content (based on space) is on the PACOM Secret Portal, and 35% still resides on the Shared Drive. For the NIPRNET, most of our content resides on the Shared Drive. SharePoint Questions 3. Is your organization using SharePoint enterprise-wide? We are using it throughout the HQ USPACOM. Most of the components, sub unified commands, etc. within the PACOM AOR are using SharePoint as well. 4. Is there a governance plan? If so, please send us a copy. No. We do have a USPACOM Secret Portal Policy and Guidance. 5. Is it tied or are there plans to tie it to your ECM? It somewhat ties into ECM, but would need to be revised.

4 6. Does it follow the current CJCSM 5760 Vol II or the draft bucketized folder structure? No. 7. Is SharePoint implemented across all Networks? Only on our SIPRNET but there are possibilities that we may be budgeting for a NIPRNET version in the near future. 8. Are Document Libraries turned on? If so, is it linked to your ECM? Yes, but they are not integrated with our TRIM ERM. 9. What have been your biggest challenge in deploying SharePoint? Integrating it with the Navy s TRIM ERM since our SharePoint portal is on our legacy network, and the Navy s TRIM ERM is on the NMCI network. A 2-way trust is needed to make this happen and we have been unable to obtain one. If we deployed TRIM or another ERM solution on our local S-LAN where we host SharePoint, the integration would be simple since both would be on the same domain. 10. Does SharePoint have access controls on privacy information? Yes (SharePoint permissions), as well as a solution for indentifying when the portal page may contain privacy information. 11. Do you provide training for SharePoint users? We did when first deployed, and we purchased computer-based training modules that are accessible from the portal and available for use anytime. Other 12. What training plans have you set up to train action officers on new tools? We have a training site set up on our PACOM Secret Portal with training materials for new tools, and where possible, computer-based training. 13. What is your process for managing strategic communications? We are educating our users thru training in the correct measures used to create, save and store mission essential data. 14. What can the Joint Staff or other COCOMs do for you on these issues (in other words, what do you need) Interconnectivity within the RM community on a monthly basis, a place to share lessons-learned, forum discussions, etc

5 **Please share with us and the COCOMs any Computer-Based Training Modules or PowerPoint slides you have developed and used for ECM training**