SharePoint is Not an ECM System. Jason Lamon

Transcription

1 SharePoint is Not an ECM System Reasons Why Jason Lamon Fishbowl Solutions

2 Agenda About Fishbowl Solutions SharePoint History and Overview Defining ECM AIIM Findings: Use Cases for SharePoint SharePoint s ECM Gaps SharePoint Governance ECM as Infrastructure Fishbowl s SharePoint Connector Summary and Questions

3 About Fishbowl Solutions Specializing on portals & content management for 13 years Customers throughout North America & EMEA Enterprise-wide consulting services Packaged software for WebCenter 100+ WebCenter-related projects in last 2 years

4 Full Disclosure Remember, this is an Oracle user group conference.

5 SharePoint 2001 Buzz around groupware, collaboration, portals Integrate top-down portals with bottom up sites SharePoint Portal Server and SharePoint Portal Server and SharePoint Team Services

6 SharePoint 2003 Deeper integration Web Services and ASP.NET SQL Server

7 SharePoint 2007 Expanded ECM Platform and Technology Services Accelerated Growth

8 SharePoint 2010 Business Collaboration Platform for the Enterprise and Internet the Enterprise and Internet New Capabilities: Persistent Links Digital Asset Management Social Media My Sites

9 SharePoint Evolution Summary Present in Most Organizations 17,000+ customers 100 million+ licenses sold $1.3 billion+ in revenue Focus on Collaboration Features ECM Encroachment

10 Defining ECM Document, Records, Web & Digital Asset Management Business Process Management (automated and human-based workflows) Transactional Content Management Document Capture Document Output Management (document renditions) Archiving The strategies, methods, and tools used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. ECM tools and strategies allow the management of an organization's unstructured information, wherever that information exists. - AIIM

11 ECM Evolution Source: AIIM, Systems of Engagement and the Future of Enterprise IT: A Sea Change in Enterprise IT

12 ECM SharePoint Use Cases 36% have SharePoint in use for content management 25% consider stored content to be double every two years or less Collaboration and intranet are most widely used application areas Less than a terabyte (TB) stored in most deployments Content is growing at a rate of between 20% and 30% per year 28% estimating that it is doubling every year Source: AIIM - Using SharePoint for ECM. How well is it meeting expectations? June 2011

13 ECM Functionality Gaps Records Management Does not meet DoD specification Large File Management Databases under 100 GB Digital Asset Management Image and video rendering Federated Search Reporting Document Capture

14 Content Lifecycle Store Create Create Capture Store Version Index Search Publish Distribute Manage 35% Cleanse Retain Distribute Search Publish Source: 2011 AIIM Industry Watch - Using SharePoint for ECM

15 No Single Source of Truth? Limited Version History Duplicates Proliferate 70% Multiple Versions Limited Oversight Via Workflows Source: 2011 AIIM Industry Watch - Using SharePoint for ECM

16 Limited Site Governance Difficult to Audit Orphaned Content 43% Unmanaged Sites Lack of Security Source: 2011 AIIM Industry Watch - Using SharePoint for ECM

17 SharePoint Governance Source: SharePoint Reviews

18 Consequences of SharePoint Sprawl Ever Increasing SharePoint Database Size Higher capacity tape drive Complicated Upgrades What data should be migrated? Retention Policies Orphaned data subject to retention policies

19 Hidden Costs - Storage SQL Server Database Storage Lots of space and taxing to SQL Remote BLOB Storage (RBS) Complexity to backup and recover Storage Management Specialized backup and recovery software Compression and De-duplicaton Companion system for primary and backups

20 Hidden Costs - Security Report Generation User access Changes to security permissions HIPPA, SOX, etc.

21 Hidden Costs - Summary Not deliberate but not thought about Hidden costs are not unique SharePoint customers are typically surprised No plan what is the business problem? Roll it out and see what sticks

22 SharePoint Integrations Source: AIIM - Using SharePoint for ECM. How well is it meeting expectations? June 2011

23 ECM as Infrastructure

24 Fishbowl s SharePoint Connector Operates as Storage Provider Oracle database or file store provider instead of SQL Server SharePoint Front-End UI Collaborate in SharePoint store in Oracle WebCenter Content Highly Configurable Store based on library, folder location, file size or extension End-to-End Collaboration and ECM System Familiar experience backed by one system of record Supported Environments: Oracle WebCenter Content 10 and 11g SharePoint 2010

25 Connector Differentiators What It Is: Storage Provider developed using Microsoft SharePoint API Transparent / seamless integration Oracle Single Source of Authority within SharePoint Merge Oracle performance, scalability, and authority with the convenience and features of SharePoint Sharing of information between two different use cases What It Is Not: A collection of WebParts merging Content into SharePoint A records management adapter for SharePoint

26 SharePoint Connector: How it Works Adapter resides within SharePoint storage layer Saves and retrieves the content to and from WebCenter instead of SQL Server Storage criteria based on SharePoint configuration (library, folder, specific document) See a Demo Booth #1178

27 Demonstration

28 SharePoint Connector: Use Cases Target Customer: Organizations with Oracle Infrastructure - Oracle Database, Applications, Middleware (Oracle Shop) Use Case Target Large amounts of content Large content sizes Any large government agency Facilities management Sharing content across enterprise Website (public facing) content Polices & Procedures: public extranet, intranet Images, graphics, videos Anyone serious about Records Management! Human Resources & Finance

29 Connector Benefits Overview Oracle Version Control Storage Management SQL GB limit Exadata (Database + Hardware) 11g (De-duplication, compression) Two great products that work Two great products that work great together!

30 Summary Rapid growth has lead to issues Focus on collaboration over ECM ECM Gaps and Hidden Costs Little to No Governance ECM as Infrastructure Integrated Collaboration and ECM

31 Questions?

32 More from Fishbowl at Collaborate12 14 Team & Customer Presentations Download our Free Collaborate App! To view the schedule on your ipad or iphone download out app or visit fishbowlsolutions.com/collaborate App Includes: Session Schedule Booth Info Presentations Downloads Whitepapers Downloads Expo Map Search: Fishbowl Solutions

33 Additional Resources Booth: #1178 Web: Facebook: facebook.com/fishbowlsolutions Enter to win an ipad! Learn more about WebCenter Content Mobile, SharePoint Integration, Google Search, Intranet-in-a-Box and more.

34 April 22-26, 2012 Mandalay Bay Convention Center Las Vegas, Nevada, USA