recordpoint overview - brisbane
DESCRIPTION
Presentation at Microsoft Brisbane - on RecordPoint and SharePoint 2013.TRANSCRIPT
©2012 RecordPoint Software. All rights reserved.
Agenda
Product Overview SharePoint Platform RecordPoint Solution
Case Study – ACMA SharePoint 2013
To the Cloud RecordPoint Roadmap Discussion
©2012 RecordPoint Software. All rights reserved.
Introductions
Anthony WoodwardChief Technology Officer
RecordPoint
• Technology professional with fifteen years of experience in information technology focusing on Records management and collaboration.
• Member of the Microsoft Partner Council and a Microsoft Virtual Technical Specialist.
• Broad range of corporate and government business problems including technical publishing, product data management, and records management.
Anthony & RecordPoint
Paula & Intergen
Elon AizenstrosManaging Director
RecordPoint
• Microsoft strategy and business development professional for fifteen years.
• Investor and executive director in SharePoint consulting and Software businesses.
• Worked extensively with large corporate and government customers on information management strategies.
+
©2012 RecordPoint Software. All rights reserved.
Our CustomersManaging Million of Records
©2012 RecordPoint Software. All rights reserved.
SharePoint is here…
200,000,000+ 17,000+
70%Sources: “State of the ECM Industry 2011,” AIIM, March 2011; “Microsoft TechNet,” Microsoft, February 9, 2011
©2012 RecordPoint Software. All rights reserved.
So what are we using SharePoint for?
Source: “SharePoint Industry Watch,” AIIM, July 2010
CO
NTEN
T
©2012 RecordPoint Software. All rights reserved.
The Platform
Collaboration
WCM
ECM Search
Social
Business Intelligence
Mobile
Development & Customization
SecurityThe SharePoint Platform
ECM
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SharePoint Key Features
Version Control
Secured Repository
Check In/Out
Metadata
Search
Requirement:Need to securelyStore documents
and content
Requirement
Need to easily
maintain a detailed
chronology of
document changes with an
audit trail
Requirement
Ability to define
meaningful info
about the document
Requirement
Lock others from
working on document
Requirement
Easily find the
documents thru
different techniques
©2012 RecordPoint Software. All rights reserved.
Records Manageme
nt
Requirement:
Provide automated archiving
and destruction
Requirement:
Standardized
document templates associate
d with content types
Requirement:
Ability to work
offline and synchroniz
e files later
Requirement:
Group related
documents
together
SharePoint Key Features
Approvals &
Workflow
Document Sets
SharePoint
Workspace
Term Store
Templates
Requirement:
Automatically route document
s for approvalRequirem
ent:Centralize
d and hierarchic
al metadata taxonomy
©2012 RecordPoint Software. All rights reserved.
but.....
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Considering Compliance for SharePoint? What are your compliance requirements?
ISO 16175
IS4021 CFR Part 11
Sarbanes-Oxley
NAA FRCP
UETAISO 15489
QLD State Archives
VERS MoReq
ANSI
©2012 RecordPoint Software. All rights reserved.
Microsoft’s Research
• 88% of Records functionality as defined by the ICA standard (ISO 16175) is now available “out of the box” using Sharepoint 2010
• Additional configuration and Third party applications are required to provide specific records compliance functionality
A considerable amount of the requirements of ICA standard is delivered SharePoint 2010.
©2012 RecordPoint Software. All rights reserved.
Our Software Vision: Archiving and RM Services in SharePoint for the Enterprise
In Place Records Management and Archiving Services provides certified and endorsed content governance and data archiving for SharePoint Exchange File System LOB systems
Massively Scalable
Single Instance Control Compliance Context
©2012 RecordPoint Software. All rights reserved.
RecordPoint
Designed by and for Records Managers and End usersIntuitive Design
Benefits IT, Records Managers and End UsersBenefits all Users
Built to meet Australian and New Zealand Standards
Built for local standards
Keep users in familiar SharePoint user experience SharePoint Usability
Adheres to technical best practices for SharePointTechnical Best Practices
©2012 RecordPoint Software. All rights reserved.
©2012 RecordPoint Software. All rights reserved.
Considering Records in SharePoint? How much content do you have?
What types of content do you have?
Can you maintain the experience?
What are your compliance requirements?
Who will be using SharePoint, and how?
How long do you plan on keeping your content? In SharePoint… In your company…
What version of SharePoint do you have?
©2012 RecordPoint Software. All rights reserved.
Considering Records for SharePoint? Can you maintain the experience?
©2012 RecordPoint Software. All rights reserved.
Considering Records in SharePoint? Who will be using SharePoint, and how?
©2012 RecordPoint Software. All rights reserved.
What’s the ideal approach to Records in SharePoint? Centralised Governance:
Ensuring that all of your organizations content, including SharePoint is managed centrally under a unified set of policies
Taking measures to ensure that SharePoint site creation is being managed and aligned to policy
Optimisation/Performance: Redirecting active SharePoint content to optimize
SharePoint performance and meet back-up windows Long Term Preservation
Archiving old and inactive SharePoint content to long term preservation formats and ensure compliance
End-user Transparency Making sure end-users have access to all content
through SharePoint Ensuring the “experience” is never affected Let Automation do as much as possible
©2012 RecordPoint Software. All rights reserved.
Managing records in SharePoint with a robust governace model
Records
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Business Issue
Managing Enterprise Records with one set of policies and schedules Ensure capture, preservation, and defensible disposition of
enterprise content stored in SharePoint One central Records Management program is needed for all
enterprise content Adhering to legislation and regulations and internal
policies Intuitive and flexible classificiation of content Comply with QLD‘s standards and legislation
FOI Inquiry or Litigation Readiness Managing FOI processes Being prepared for eDiscovery
©2012 RecordPoint Software. All rights reserved.
Solution
Business content (records and non records) created in SharePoint is classified into the RecordPoint
Interactive and automatic classification supported
Web Parts/SharePoint pages allow users to browse/search for business content (electronic and physical)
RecordPoint
SharePoint
Classification of business content
©2012 RecordPoint Software. All rights reserved.
Records Manager Dashboard – Centralised View
All content stored “in-place” in SharePoint database
Easy access to both documents and records from SharePoint or RecordPoint screens
Unified Records Disposal Authorities managed in RecordPoint
All Records can be viewed/ Reported on in one place
©2012 RecordPoint Software. All rights reserved.
Flexible Classification and Aggregation setup
Classification Scheme Designed for Functional
business classification scheme (BCS)
Establishes a portal through which you can access and navigate via Records Metadata for Reporting and inquiries
Definable Aggregation Files can be configured to be
managed at a sites/ lists/ folders level
File Creation is seamless to the end user and can be overridden by the Records Team: Project closure and
expiration can trigger the creation of a retention policy on the file
Classification Scheme -driven navigation in
RecordPoint for Records team Ability to set
aggregation in SharePoint (or PowerShell)
©2012 RecordPoint Software. All rights reserved.
RecordPoint Rules Engine
Use rules to map business (information) processes to Records Management system
BusinessProcesse
s
Records System
©2012 RecordPoint Software. All rights reserved.
Benefits for SharePoint Users
Documents, folders, and sites can be classifiedFlexible classification, e.g., browsing classifications
or pick list of recently used classificationsManage classified content in placeClassified content is automatically updated with
business specific metadata (Rules Engine)New SharePoint sites have already built-in Retention
& Records Management functionality via rules engine
Disposition process - Automatic deletion of orphaned links
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Demo
FOI & Records Demo
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Managing business relevant email‘s in SharePoint
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Business Issue
Standard Outlook®/Exchange/SharePoint does not provide Email Management capabilities like: Options to classify content Drag & drop from Outlook to SharePoint Email management assistant Tamper-proof and cost-effective long-term
storage Automatic PST Ingestion
©2012 RecordPoint Software. All rights reserved.
Solution
RecordPoint SharePoint
Capture emails
Deploy SP Sites withContent Types0For e-mail
Email Records Management
Email Archiving
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Solution - Accessing managed emails in SharePoint
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Benefits for SharePoint Users
Users see managed emails in SharePoint together with other SharePoint content. E.g., in a SharePoint site used for project
management you can access all managed emails related to the project.
Email-specific properties, e.g., “From”, “Subject”, and “Received” are displayed.
Managed personal emails can be accessed from SharePoint “MySites”.
Managed emails can be copied into SharePoint document libraries or links can be created.
©2012 RecordPoint Software. All rights reserved.
Demo
E-mail Records Demo
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Decomissioning file shares while accessing and working with legacy content through SharePoint
File Shares
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Business Issue
Microsoft recommends:Users should to stop working with File Shares and start working with SharePoint
Huge amounts of data on File Servers Large percentage of content is duplicates Even if you migrate only a part of the documents to
SharePoint, this would be still a lot of data In standard SharePoint it is cumbersome to store
all this data: Potential need for many content databases Expensive SQL Server storage needed
©2012 RecordPoint Software. All rights reserved.
Solution
File Server
RecordPoint Archive API SharePoint
Archive(Move)
Deploy SP Sites withaccess to archivedFile System content via RecordPoint
©2012 RecordPoint Software. All rights reserved.
Benefits for SharePoint Users
Users can still access their old file system content when they start working with SharePoint
New SharePoint sites already have access to the old file system content (no manual configurations needed)
Migrated file system content: Permissions still in place Original folder structures still in place
Users can copy needed documents/folders selectively into SharePoint document libraries or create links there
©2012 RecordPoint Software. All rights reserved.
Storing SharePoint content on less expensive storage media
Cheaper Storage
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Business Issue
Standard SharePoint stores all document content inside the SharePoint SQL databases
Document I/O consumes a lot of SQL Server CPU and memory More expensive SQL Server hardware needed IT operations time & expense
A lot of expensive SQL Storage (SAN) required Database administration costs are higher
©2012 RecordPoint Software. All rights reserved.
SQL Server Database
Solution
SQL Server Database
SharePoint
Enterprise Disk Systems
Open Text Storage ServicesRecordPoint
©2012 RecordPoint Software. All rights reserved.
Benefits for SharePoint Administrators
Easier SharePoint Database Management Less Content Databases needed Shorter backup/restore times
Easier Site Collection Management The content of a single site collection can be any size No need to split up existing site collections
©2012 RecordPoint Software. All rights reserved.
Customer Case Studies
Australian Communication and Media Authority
Who are we?
> The Australian Communications and Media Authority (ACMA) is responsible for the regulation of:> broadcasting> radiocommunications> telecommunications, and the> internet
> Around 700 staff and contractors> 3 main sites in Canberra, Sydney, and Melbourne> Plus a number of small regional locations
Technology landscape
> We try to be a “leading edge” (not bleeding edge) adopter of technology
> We were one of the first agencies to roll out Windows 7 as our Standard Operating Environment (SOE)
> Corporate rollout of SharePoint 2010 for team collaboration completed in July 2010
> Business Program Committee has approved an extensive program of system upgrades ($20m+) to replace and modernize all of our legacy ICT systems
Records landscape
> Serious push to convert agency to electronic recordkeeping (~12 paper files / month since Oct 09)
> Uptake of TRIM for corporate recordkeeping patchy across sections
> TRIM does not have a good reputation, partly due to SOE upgrade problems
> Legacy information stores and other silos (e.g. shared drives) still a problem
> Lots of corporate records in legacy applications
Enterprise Architecture
> Coordinating the program of ICT projects a mammoth task
> Using lightweight, just-in-time Enterprise Architecture methods to manage complexity and plan for required capabilities
AIMS Replacement Project Overview Diagram
syst
ems
soft
war
e ca
pabi
litie
s Core Customer Management Platform
Customer management
Licence management
Case management
Reporting Data storage
Business Intelligence
Extract, transform and load tools
Digital records management
Content management
Application hosting
eBusiness Portal
appl
icat
ions Compliance monitoring
Detection of non-compliance events
Electronic data import (via file)
Data capture screens
Compliance reporting
Ad-hoc ReportingManagement
ReportingOperational Reporting
Customer care & service
Standard case management
interface
Standard licence management
interface
Standard customer management
interface
Online data lodgement (complaints/compliance)
External web services
Web formsSpecialised Internet
Applications
busi
ness
pr
oces
ses
Recording and monitoring of complaints / investigations
Allocation and renewal of licences
Clients Handling
Transaction-based processes Report-based processes
Recording mandatory information provided by broadcasters for
compliance & reporting purposes
Compliance data such as Australian Content , HDTV content, Regional Radio compliance,
Childrens Television Quota information, RCMG, Broadcasting Financial Results, Anti-Siphoning, Anti-Hoarding, and Digital Implementation Plans.
Statutory reporting
Reporting to the Chairman and other key
stakeholdersen
terp
rise Stakeholders ACMA
Cognos BI 8SQL Server
(+ SSIS)SharePoint Dynamics CRM LS telcom
TBDCase Mgt Tool
Legend
Deliverable for this project
Existing item leveraged by this project
New item delivered by other projects
Existing item enhanced by this project
Note: A number of Enterprise Architecture principles are assumed to be common to all projects and are not explicitly represented in these diagrams. These include:
Integration with Active Directory for user authentication and authorisation Use of the Enterprise Integration Platform for systems workflow coordination and information flows Use of Microsoft Exchange for email receipt and delivery
For a full list of Enterprise Architecture assumptions , please refer to document XXX.
Citizen/Consumer ISP Licencee ACMA Management Office of the ChairACMA Operators
Channels
Fax
Phone
In Person
Online
Customer Management (Dynamics CRM)
Digital Records Management/Data Storage (SharePoint)
Licence Management (LS telcom)
Licence
Case Management (TBD)
Case
Enterprise Integration Platform (EIP)
Data Warehouse (SQL Server)
Fact
Dimension
Documentrecord
Compliance item
Customer Contact
Resource*External
Reference*
Customer care & service
Standard case management interface
Standard licence management interface
Standard customer management interface
Online data lodgement (complaints/compliance)
Specialised Internet Applications
Complianceitem
CustomerContactLicence
Web forms
CaseCompliance itemDocument record
External web services
Complianceitem
Compliance reporting
Cognos 8 BI Reporting
Ext
ract
, Tra
nsfo
rm a
nd L
oad
(SS
IS)
AIMS Replacement Project Information Model
Custom
Compliance monitoring
Custom SharePoint UI
Notes
* “Resource” is a general term covering licensable or ownable items such as broadcast or spectrum licenses, newspaper ownership, domain names, etc.
* “External Reference” allows capture of transactions about a customer and/or contact, eg opening a case, issuing an invoice etc.
LegendDeliverable for this project
Existing item leveraged by this project
New item delivered by other projects
Existing item enhanced by this project
Issues
> How do we:… provide a consistent, easy to use interface to staff for their
daily recordkeeping and document management?
… make recordkeeping an integral part of all our new/upgraded applications?
… minimise the risk of incompatibility as we continue to be “leading edge” adopters of technology?
… centralise recordkeeping governance and management?
… minimise customization requirements and ensure we have an supported and manageable upgrade path into the future?
Why RecordPoint?
Options examined
> TRIM standalone> TRIM integration with SharePoint> Out of the box SharePoint records management> OBS i5> RecordPoint
Key advantages of RecordPoint
> Recordkeeping with ISO 15489 compliance> 100% SharePoint solution> Turnkey COTS solution > Upgrade and maintenance path> Apply solution to our existing SharePoint 2010
deployment without architecture
Significant functionality
> Mixed modeSharePoint sites can have non-managed documents only, managed documents only, or a mix of both
> Flexible recordkeeping rulesCan start simple, e.g. all records in a site will belong to one class, then go as granular as we like behind the scenes
> Not just documentsCan also capture lists and other structured data (e.g. calendars) as records
Significant functionality
> Built in archive Move documents out of SharePoint to improve performance
> Permanent referencesNo matter where documents move, RP can link to them and find them
Design and build choices
What TRIM shows to end users
File
Folders
Title + ClassificationOwner
Documents
Disposal
File Number
What RecordPoint shows to end users
FoldersFiles
Icon changes depending on record status
Virtually transparent recordkeeping!
?where’s the recordkeeping
metadata?
Virtually transparent recordkeeping!
Recordkeeping metadata sits
behind the scenes
Virtually transparent recordkeeping!
Finalised records transferred to RP
archive for safekeeping
Making it happen
> NAP – Documents remain regular SharePoint documents, users can edit and delete as normal
> Archive – Documents that aren’t modified in a certain time period (e.g. 18 months) will be sent to the RecordPoint archive
> Files – We set up a new SharePoint Library template that uses a new “Record” content type, this tells RP to manage the documents as records (can also be done on Lists)
> Patterns – We can match on SharePoint URL patterns, Site Name, List Name or other metadata to set file classification and associate disposal classes
> Class rollup – Users never have to set a function/activity when creating document library, this is a behind-the-scenes function of the Records team to ensure proper retention
©2012 RecordPoint Software. All rights reserved.
SharePoint 2013 & the Cloud
©2012 RecordPoint Software. All rights reserved.
SharePoint 2013 ECM – Microsoft’s Big Bets
eDiscovery
•In place preservation in SP & Exchange•Integrated, enterprise wide case management
Team Folders
•Work on mail and documents together•SharePoint, Outlook, OWA
•Retention/compliance across stores
©2012 RecordPoint Software. All rights reserved.
Unified Discovery across Exchange, SharePoint and Lync
Find it all in one place (unified console) Find more (in-place discovery returns the richest data) Find it without impacting the user (Give legal team discovery,
leave IWs alone)
Discovery Center in SharePoint Unified Preserve, Search and Export
Exchange Web Services Connect to Exchange to get mailbox data
Lync Archiving to Exchange Exchange is the compliance store for Lync
Search Infrastructure Exchange and SharePoint use the same search platform
©2012 RecordPoint Software. All rights reserved.
Discovery Center
Central Place to view all Cases
Activities Discovery Sets Queries Sources Exports
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Discovery Sets
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Add, manage and export discovery sets
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Site Based Compliance
Records Team create policies, which define: The retention policy for the entire site and the team mailbox, if one is associated with the site. What causes a project to be closed. When a project should expire Can set also site collection as read only
Policy also available optionally from self site creation Policies can be replicated from content type hub cross
enterprises
©2012 RecordPoint Software. All rights reserved.
New Site Policy
Site Closure Site Deletion
©2012 RecordPoint Software. All rights reserved.
Site Closure and Deletion
Apply a Site Policy Manual Closure
©2012 RecordPoint Software. All rights reserved.
Demo
RecordPoint + SharePoint 2013
©2012 RecordPoint Software. All rights reserved.
Deliver Best-in-Class Hybrid Cloud
Public
CommonTechnologies Identity ▪ Virtualization ▪ Management ▪ Development
Private
• Hybrid Support & the Commons
• RecordPoint Collects from Cloud
• Total Cost of Ownership• On Premise or Hosted
Solution
Private • Hybrid Support & the Commons
• Built in Azure• Higher-level Services
PublicThe RecordPoint Difference
Today
Coming Soon
©2012 RecordPoint Software. All rights reserved.
RecordPoint Roadmap - 2012
CustomerFeedbackand Research
RecordPoint 3.2
RecordPoint 3.3
RecordPoint Online
R3RecordPoint 4.1
Social media record collection to be added in RecordPoint V3.3 RecordPoint for Exchange to added in RecordPoint 4.0
CustomerFeedbackand Research
RecordPoint for Wave 15 (3.4)
RecordPoint for Exchange ServerRecordPoint 4.0
RecordPoint® Online Launch
RecordPointOnline R2
H22011
H1 2012
H2 2012
H12013
H2 2013
H1 2014
RecordPoint Online R4
RecordPoint 4.2
©2012 RecordPoint Software. All rights reserved.
Questions?
Discussion
©2012 RecordPoint Software. All rights reserved.
Thank You
Anthony WoodwardCTO
email: [email protected] twitter: @woodwa
More Information on RecordPoint at: http://www.recordpoint.com.au
Or Follow RecordPoint on twitter @recordpoint
©2012 RecordPoint Software. All rights reserved.
©2012 RecordPoint Software. All rights reserved.
RecordPoint
Delivers Compliance Built into SharePoint Seamless end user records
experience Records Manager tools:
Rules driven Definable aggregation Disposal Reports/ Workflows Export/ Import tools for Records Physical File/ Record Management in
SharePoint File Request Management Reporting Single view for Records team Enhances SharePoint Term Store for
BCS
©2012 RecordPoint Software. All rights reserved.
RecordPoint Manages your Records at Scale
SharePoint Farm
SharePoint Web Applications
RecordPoint Web Application
RecordPoint Configuration
(Site Collection)
/Con
tent
/Site
1
/Con
tent
/Site
2
/Con
tent
/Site
4
/Con
tent
/Site
4
RecordPoint Web Application
Storage Layer
Search
Index CAML
(Content Sites)
RecordPoint UI RecordPoint API
RecordPoint Search
©2012 RecordPoint Software. All rights reserved.
RecordPoint – High Level Architecture
©2012 RecordPoint Software. All rights reserved.
Thank You
Anthony WoodwardCTO
email: [email protected] twitter: @woodwa
More Information on RecordPoint at: http://www.recordpoint.com.au
Or Follow RecordPoint on twitter @recordpoint