Open Text Content Services for SharePoint: Entwurf einer Information Worker Infrastruktur bei der Münchener Rück

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2 Open Text Content Services for SharePoint: Entwurf einer Information Worker Infrastruktur bei der Münchener Rück Tom Bonaty Münchener Rückversicherungs-Gesellschaft AG Topic Leader Office Productivity Jens Rabe Open Text Corporation Vice President & General Manager, Microsoft LoB

3 Agenda Überblick Münchener Rück Document Lifecycle Managment Infrastruktur bei der Münchener Rück SharePoint als ECM Infrastruktur Business Cases Open Text & Microsoft

4 Diversifizierte Struktur diversifiziertes Risiko Münchener-Rück-Gruppe Rückversicherung Erstversicherung Assetmanagement

5 Präsent auf allen Märkten Atlanta Boston Chicago Columbus Dallas Hartford Kansas City Los Angeles Montreal New York Philadelphia Princeton San Francisco Seattle Toronto Vancouver Waltham München Athen Genf London Madrid Mailand Moskau Paris Warschau Hongkong Kalkutta Kuala Lumpur Mumbai Peking Schanghai Seoul Singapur Taipeh Tokio Bogotá Buenos Aires Caracas Mexiko Santiago de Chile São Paulo Accra Durban Harare Johannesburg Kapstadt Nairobi Port Louis Auckland Brisbane Melbourne Perth Sydney

6 Scale of user activity Definition Document Life Cycle Document Management Author Control Records Management Corporate Control Declare records Classify records Assign retention period Search and retrieval dispose Create records Version control Collaboration Document classification Publishing and processes access transfer TIMELINE

7 Funktionale Anforderungen DLCM Skizze der Business Architektur Benutzerschnittstelle weitgehend eingebettet in das vertraute Arbeitsumfeld (Desktop, MS Outlook, Office 2007, MR Correspondence, ggf. SAP GUI,) Einheitliche Suche über alle Ablagemöglichkeiten, Deliver & Task Management, Worklflow, Collaboration Dokumenten- Austausch von statischen. nicht aktenrelevanten Dokumenten (Installationsanleitu ngen, Bilder, große Bilder für CUGC, Filme, Software) Kollaborationsplattform und Ablage von lebenden Dokumenten (nonbusiness, längere Lebensdauer) Bearbeitung eigener Dokumente mit Versions- Verwaltung (v.a. non-business Record, längere Lebensdauer) Aktenverwaltung auf lebende und archivierte Dokumente (aktenrelevant) Anforderungen an z.b. Compliance vorhanden SharePoint Dauerhafte rechtsgültige Archivierung (mit Retention-Management)

8 Document Life Cycle Information Worker Desktop Authoring Tools and SAP GUI (MS Outlook, Office 2007, MR Correspondence) Business Worker Integration MOSS search engine Unified search architecture (open) Internal SAP search engine Integration MS Sharepoint Server 2007 MS SharePoint Server 2007 My site SAP Records Manager Interface for archiving Content Services for SharePoint Enterprise Library Data/Document Archiving for SAP Interface for archiving

9 Erfüllte Anforderungen Information Worker Einheitliches integriertes Management (Ablösung PST Files) Klassisches Dokumentenmanagement sichergestellt (ohne Bezug zu Business Objekt) Kollaborationsplattform für Teams und Projekte über Unternehmensgrenzen hinaus Einheitliches Ablagekonzept für Projekte, Teams, Unternehmensdokumente etc. Sehr gute Integration in die vorhandene Arbeitswelt (Office 2007) Standard - Anforderungen aus Sicht Archiv umgesetzt Einheitliche übergreifende Suche bis ins Archiv Metadaten-Suche und Übernahme Einfache Handhabung, um Trainingsaufwände gering zu halten Wesentlich besserer Handhabung des Betriebes (Backup, etc) Keine großen Veränderungen hinsichtlich Usability nötig Verbindung von SAP RM, MS SPS auf ein einheitliches Archiv (Open Text Enterprise Library) Übergreifende Berechtigungsarchitektur auf Basis MS Active Directory Gesamtlösung basiert auf Standards

10 Fazit Plattformstrategie: Microsoft & SAP Integration und erweiterte Funktionalität durch Open Text

11 In Richtung Enterprise Wide ECM Complexity of content and associated business processes Traditional ECM Enterprise Information Management Solutions Well Defined Value ECM Services Enterprise Wide ECM ECM Services ECM Services ECM Services ECM Services Volume of content Enterprise Library

12 ECM Komponenten Open Text Solutions and Frameworks for SharePoint Provide specialty ECM solutions on top of MS infrastructure Add specific functionality not offered by the core content services SharePoint is the application server Office is the client Open Text Content Services for SharePoint: Decouple application from content through Enterprise Library Allow in place classification Provide the storage backend for SharePoint Standardize meta data to enterprise compliant standards (away from the user) Introduce content lifecycle and application life cycle concepts for SharePoint Optimize infrastructure footprint Connect into other enterprise content

13 Open Text Lösungen für SharePoint Legal Information Management Solutions for SharePoint Regulated Documents Case Management Controlled Documents Frameworks for SharePoint Services Content Lifecycle Management Services Content Services for SharePoint Archive Services BPM Services Enterprise Library Services SharePoint Blob Storage Provider Search Support Storage Optimization Extended ECM and Process Services

14 Das Case Management Framework Well File Reg Docs Contracts Legal Correspondence Case File Case Management Frameworks for SharePoint Services Controlled Documents Content Lifecycle Management Services Content Services for SharePoint Archive Services BPM Services Enterprise Library Services SharePoint Blob Storage Provider Search Support Storage Optimization Extended ECM and Process Services

15 Erweiterte Funktionalität in MOSS Virtual Hierarchy Business Model Meta Data Inheritance Subscription Service Automated site creation Power Search Ethical walls exclusionary security Unique document numbering Extended Audit Extended Archiving

16 Automatische Site Generierung For each matter there is an associated Area of Law For each Area of Law there is a site template Specify folders/libraries to create Matter sites are automatically created based on the area of law site template

17 Metadaten Vererbung Any document imported or created in a Matter site folder inherits all the metadata from the folder. No profile entry is required. A unique document ID is created for each document.

18 Business Cases Business Case1: Life Cycle Management for SharePoint Content Business Case 2: SharePoint Infrastructure Footprint Business Case 3: Records Management as Standard Product Functionality Business Case 4: Litigation Support

19 Business Case 1: Life Cycle Management for SharePoint Content SharePoint Enterprise Library

20 Life Cycle Management for SharePoint Content SharePoint is introduced as an IT infrastructure, growth and long term content maintenance are a challenge. Business Scenario: Company is looking to replace file shares with SharePoint sites. SharePoint sites can be ordered from internal IT for a period of either 12 or 24 months. The company lacks a solution that manages the structure and the content of those sites after its official use. Deleting the sites/content is not an option for legal reasons.

21 Life Cycle Management for SharePoint Content Solution Open Text Case Management framework drives provisioning of prestructured sites, ensures meta data consistency of content, ensures setup of classification scheme in SharePoint Open Text CLM Services for SharePoint allow an automatic retirement of entire SharePoint sites. The site structure and the content is stored in Enterprise Library. The content can still be searched and browsed from SharePoint, even if archived. Company now can offer a 12/24 month service level for SharePoint sites, keeping the required infrastructure for live content as small as possible and maintain content for another x years in the archive. The archive will then dispose of the content automatically.

22 Business Case 2: SharePoint Infrastructure Footprint SharePoint & SQL Server Environments Enterprise Library

23 SharePoint Infrastructure Footprint SharePoint stores all binary content in the underlying SQL database as BLOBs. Furthermore, content cannot be referenced if used multiple times across SharePoint sites it needs to be copied if the same content is to be used in a secondary location. These two factors make the necessary SQL server infrastructure relatively expensive, both the license cost for the required SQL server licenses as well as the maintenance/backup cost for the databases themselves Business Scenario: Company currently has 80k active users, 50TB of binary content and generates 3TB of new content per month. Expect a ratio of 80% of the total SharePoint to be binary content.

24 SharePoint Infrastructure Footprint Solution: Open Text Archive Services for SharePoint take advantage of the newly introduced Remote Blob Storage Provider interface which allows to use Enterprise Library as the default storage provider for binary content underneath SharePoint. If you take this company as an example, the difference between running SharePoint natively and running SharePoint with Open Text Content Services will be an estimated 55 TB saving on required DB size. (Rational: 50TB are binary content today, SharePoint will see 30% duplicates -> 65TB, Enterprise Library will require about 10TB of Database space itself; typical ratio between normal table space and binary content in the SharePoint DB is 80/20)

25 Business Case 3: Records Management as Standard Product Functionality SharePoint

26 Records Management as Standard Product Functionality SharePoint does not offer DoD certified Records Management functionality in standard product. Customers requiring records management policies for their content will challenged with the implementation of native MOSS functionality Business Scenario: While MS provided a sample implementation through an add on pack to get DoD certification, the implementation of the add on pack requires a lot of services efforts and custom coding to make it work. Custom coding represents a risk when upgrading to the next version of SharePoint as the required efforts can get out of hand.

27 Records Management as Standard Product Functionality Solution: Open Text CLM Services for SharePoint offer out of the box DoD certified records management for SharePoint content. No custom development is needed to get the functionality to work, it is a matter of setting up the fileplan and setting up the archiving/records classification rules in the Open Text SharePoint admin screens. For simple file plan generation, Open Text offers integration into the Skupsky schemas which offer OOTB fileplans for various industries.

28 Business Case 4: Litigation Support

29 Litigation Support One of the major drivers for regulated industries to invest into an ECM strategy is the support of legal discovery. Organizations that introduce SharePoint will have to ensure that SharePoint content can eventually be made available to legal discovery. Given the file system nature of SharePoint, finding and holding critical content can be a challenge in a SharePoint infrastructure. Business Scenario: Oil company decided to make Open Text Enterprise Library the strategic content backbone which would hold collaborative content, content and SAP content. Legal discovery searches can be applied against Enterprise Library content; content identified as critical can be put on hold to avoid deletion; content review sets can be made available to the litigation support application.

30 Litigation Support Solution: Open Text CLM Services for SharePoint provide automated mechanisms to archive aging or critical content into Enterprise Library. Archiving rules can be set along literally any existing meta data property and provide for a very granular content selection. Once archived, content remains available to the SharePoint user either through links and/or through the webparts. Archiving also allows to associate a records classification with the content, automatically triggering a defined life cycle. Discovery searches across Enterprise Library will include all SharePoint content.

31 Bausteine einer ECM Gesamtlösung Users Business Applications Federated Enterprise Search Microsoft SharePoint Microsoft Exchange Instant Messaging Archiving and Retention Rules Open Text Enterprise Library DELETE Legacy Archive Shared Folders My Documents Exchange (Public Folders) LEGACY

32 Microsoft & Open Text Member of all related TAP Programs Early access to Microsoft products and training Joint architecture and product roadmap discussions Only Depth Managed Partner in ECM (Office Platform) Mutual participation at major user conferences Interop Vendor Alliance member Joint marketing activities Joint sales engagements worldwide Office on Microsoft Campus, Building 25

33 Thank You