Microsoft SharePoint and the Future of ECM

©2011 C3 Associates, Inc. - May not be reproduced in whole or part without written permission of C3 Associates, Inc. Microsoft SharePoint and the Future of Enterprise Content Management Records Management / Information Governance 2.0 Conference Zurich March 9, 2011 Presented by Greg Clark, MBA

Agenda Introduction Part 1 – A Brief History of ECM and Microsoft’s Approach (15 minutes) Part 2 – Records Management in SharePoint 2010 (15 minutes) Part 3 – Benefits and Challenges of Microsoft’s Approach to Content and Records Management (10 minutes) Part 4 – Implications for Records Professionals (5 minutes) © 2011 C3 Associates Inc.

About C3 Associates: Management Consulting firm focused exclusively on Enterprise Content Management (ECM) Vendor neutral with strong expertise in all major ECM platforms Focus on business case and business alignment first, technology second Specialists in Energy, Oil and Gas based in Calgary, Canada About Greg Clark: Founding Principal of C3 Associates MBA with Specialization in Knowledge Management 10+ years experience developing and implementing content management strategies © 2011 C3 Associates Inc.

Introduction This session will… … give you a general understanding of Microsoft’s perspective on content and records management … help you understand how SharePoint 2010 compares to other content and records management tools … hopefully generate some good discussion This session will not… … be a “deep dive” into SharePoint RM © 2011 C3 Associates Inc.

ECM – The Story So Far The Business Problem Source: Open Text Content volumes are large and growing Large volumes of unmanaged content is inefficient and creates compliance and litigation risks © 2011 C3 Associates Inc.

The Records Management Problem Knowing when we’ve successfully achieved both of the above Keeping what we need to keep Not keeping what we don’t need to keep

Microsoft SharePoint Collaborative web-based tool for sharing documents and information across teams Microsoft positioning: ad hoc informal collaboration, project-based and / or with a limited lifetime .NET development platform End user focus “… users in your organization can easily create, manage, and build their own collaborative Web sites and make them available throughout the organization .” - www.microsoft.com/sharepoint © 2011 C3 Associates Inc.

The Evolution of SharePoint Originally released in 2001, upgraded in 2003 and again in 2007 Microsoft Office SharePoint Server (MOSS) 2007 first version to behave like a true enterprise system Metadata Records centre Portal SharePoint 2010 a significant improvement Better metadata management More robust RM Enhanced ECM capabilities © 2011 C3 Associates Inc.

The Microsoft Approach Goal #1 – Maximize Productivity Trying to leverage ‘ownership’ of the desktop by enabling collaboration Allows users to collaborate on their own terms: decentralized and unstructured “ Most of the content created in a collaborative space are NOT records” (Microsoft RM Team Blog, April 27, 2006) They now recognize the role SharePoint plays in creating potentially millions of records © 2011 C3 Associates Inc.

The Microsoft Approach Goal #2 – Manage Records “ Records Spaces” – for final, official copies of information; managed by records managers SharePoint 2010 has ability to manage in place but some debate about whether this meets all needs ( see: http://aiimcommunities.org/erm/blog/sharepoint-2010-rm-analysis and related post) Basic Functionality: Create, apply and maintain a file plan, metadata scheme and retention schedules Deal with hold orders Generate audit trails and reports © 2011 C3 Associates Inc.

Manage-in-place Records Management Native SharePoint 2010 will not be DoD 5015.2 certified Rationale is that SharePoint RM has common features most will need: SharePoint RM © 2011 C3 Associates Inc. Source: http://sharepointrecordsmanagement.com/2010/03/26/sprm-speaks-to-adam-harmetz-part-2/ US DoD 5015.2 Elements Included Document ID Folder based permissions Multi-stage retention policy Hierarchical file plans Holds Closing file plan elements Folder metadata defaults Record/container metadata US DoD 5015.2 Elements Not Included US National Archives XML schema Declassification of secret data, Cutoff batch processing

Benefits and Challenges of SharePoint The good news: There’s a lot of demand for SharePoint The bad news: There’s a lot of demand for SharePoint “ Grassroots” nature leads to rogue installs Users have a clear need to manage content but many have rejected “traditional” ECM tools The challenge for information management professionals: Channel the demand for content management into a manageable structure © 2011 C3 Associates Inc.

SharePoint’s goal is to expose more content to some form of management...this is a good thing SharePoint RM meets basic records management needs Add-on modules required for physical objects management, true lifecycle management, email management, etc. (see links at end of presentation) Large, complex or high-risk records management programs will need more mature tools Opportunity to integrate SharePoint with existing ECM infrastructure All major ECM vendors offer connectors Some Answers… © 2011 C3 Associates Inc.

Implications of SharePoint for RM Professionals Be aware of the impact SharePoint may have in your organization (positive or negative) Have a SharePoint strategy, even if your strategy is not to have a strategy! Policies and procedures will be required to deal with the increase in electronic information under management Consider “guidelines” instead of policies for lower-risk content Managing more electronic information in SharePoint leads to better RM and more compliant organization © 2011 C3 Associates Inc.

Self-Assessment Questions Are you already a Microsoft shop? Do you have SQL Server / rest of the Microsoft stack? Do you have a collaboration / business efficiency problem or a compliance / litigation / records management problem? Both? What is current state of your ECM program? Do you have an Information Governance framework in place? Is your current system widely used? Are you facing user adoption challenges? © 2011 C3 Associates Inc.

Conclusions Microsoft thinks differently about records management than traditional ECM vendors This approach creates unique challenges and opportunities for records professionals Recognize the need for SharePoint experts (developers) to configure and customize the tool to meet your unique needs Recognize the need for add-on modules or third-party vendor integration if you want to do true RM in SharePoint © 2011 C3 Associates Inc.

Conclusions Record managers, IT team, legal / compliance team and business stakeholders must come together to make the most of SharePoint Strategy first, technology second No technology in the world will solve your problems if a solid business case and good information governance practices are not in place © 2011 C3 Associates Inc.

Resources Microsoft SharePoint Team Blog http://blogs.msdn.com/b/sharepoint/ SharePoint 2010 RM Overview http://blogs.msdn.com/b/ecm/archive/2010/02/13/introducing-records-management-in-sharepoint-2010.aspx SharePoint Records Management Blog http://sharepointrecordsmanagement.com Collabware – Content Lifecycle Management for SharePoint http://www.collabware.com/Products/Pages/default.aspx SharePoint 2010 DoD 5015.2 Compliance Add-on http://sharepointrecordsmanagement.com/tag/sharepoint-2010-dod-5015-2-certification/ © 2011 C3 Associates Inc.

Microsoft SharePoint and the Future of ECM

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