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

ZurichMarch 9, 2011

Presented byGreg Clark, MBA

Agenda

1. Introduction

2. Part 1 – A Brief History of ECM and Microsoft’s Approach (15 minutes)

3. Part 2 – Records Management in SharePoint 2010 (15 minutes)

4. Part 3 – Benefits and Challenges of Microsoft’s Approach to Content and Records Management (10 minutes)

5. 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


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


Part 1

A Brief History of ECM and Microsoft’s Approach


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


The Records Management

Problem

3. Knowing when we’ve successfully achieved both of the above

1. Keeping what we need to keep

2. Not keeping what we don’t need to keep

ECM – The Story So Far

The Solution(?)


Source: McKinsey, “Six Ways to Make Web 2.0 Work”

The Rise of Social Networking


http://www.mckinseyquarterly.com/Six_ways_to_make_Web_20_work_2294

What is Microsoft SharePoint?


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


Microsoft SharePoint


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


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


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


http://aiimcommunities.org/erm/blog/sharepoint-2010-rm-analysis

Why Deploy SharePoint?

Source: AIIM SharePoint Survey - 2010


Part 2

Records Management in SharePoint 2010


– 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


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

http://sharepointrecordsmanagement.com/2010/03/26/sprm-speaks-to-adam-harmetz-part-2/

http://sharepointrecordsmanagement.com/2010/03/26/sprm-speaks-to-adam-harmetz-part-2/

The Enterprise Content Management Continuum

Shared Drives & Email “Single Source

of the Truth”

SP2003

SP2007

Full-Feature ECM

SP2010

The Evolution of SharePoint


Part 3

Benefits and Challenges of Microsoft’s Approach to Content

and Records Management


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


Benefits and Challenges of SharePoint

– This leads us to one place…


THE

BIG

QUESTION


Can I use SharePoint for Records

Management?


It depends...

– 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…

Part 4

Implications for Records Professionals


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


Self-Assessment Questions

1. Are you already a Microsoft shop?

2. Do you have SQL Server / rest of the Microsoft stack?

3. Do you have a collaboration / business efficiency problem or a compliance / litigation / records management problem? Both?

4. What is current state of your ECM program?

5. Do you have an Information Governance framework in place?

6. Is your current system widely used?

7. Are you facing user adoption challenges?


Conclusions


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


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


Resources

Microsoft SharePoint Team Bloghttp://blogs.msdn.com/b/sharepoint/

SharePoint 2010 RM Overviewhttp://blogs.msdn.com/b/ecm/archive/2010/02/13/introducing-records-management-in-sharepoint-2010.aspx

SharePoint Records Management Bloghttp://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/


http://blogs.msdn.com/b/sharepoint/

http://blogs.msdn.com/b/ecm/archive/2010/02/13/introducing-records-management-in-sharepoint-2010.aspx

http://blogs.msdn.com/b/ecm/archive/2010/02/13/introducing-records-management-in-sharepoint-2010.aspx

Danke schön!Danke schön!

Greg [email protected]

Tel: +1 403 863 5998

Web: www.c3associates.comTwitter: @GregClarkC3

©2011 C3 Associates, Inc.

microsoft sharepoint and the future of ecm

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