Solving Content Chaos

CIO–Operational to Strategic Best Practices

Foundational

Stable, Secure, Efficient

Operational

Agile, Global, Growth

Transformational

Optimized, Big-Data Intelligence

StrategicCompetitive Advantage, Innovation

Business Value Delivered

25% of external

development spend and

50% of IT spend will

be on cloud, mobile,

social and analytics in

the next 4 years

IT Pressure Driven by Content Trends

By 2020 Digital

Universe increases by

10 times from 4.4ZB to 44ZB

43% of Digital

Universe needs

protection, but 52%doesn’t have it

Today > 50% of

knowledge workers use

an average of 3

Devices to create

content

• Content Chaos: IDC: The Digital Universe of Opportunities: Rich Data and the Increasing Value of the Internet of Things April 2014

• Apps: Predicts 2013: Business Impact of Technology Drives the Future Application Services Market – 2012

• Cloud & Apps: IDC THE DIGITAL UNIVERSE IN 2020: Big Data, Bigger Digital Shadows, and Biggest Growth in the Far East December 2012 By John Gantz and David Reinsel

• BYOD: Info Workers Will Erase The Boundary Between Enterprise And Consumer Technologies – A BT Futures Report 2012

The Unfortunate History of ECM

Cost & Complexity

Failure to achieve

timeline and budget

goals. They take

much longer and

cost more than

originally planned

Business Value

Projects don’t have

high visibility to

senior

management, don’t

drive ROI or

improve top-line

profit, and aren’t a

strategic driver for

the business

Legacy of Project Failures

User Adoption

Failure to garner

adoption more than

50% of the time

AIIM: 8 Reasons Why ECM Implementations Experience High Failure Rates, and What to Do About It May 25, 2010 by John F. Mancini

Cloud Sync & Share

Users Need Something that Works

Rampant3%

Increasing27%

Minor24%

Have "official" cloud-based

option 5%

We prevent them from doing so

19%

Quite likely, but I have no evidence

22%To what extent do you THINK

your users or managers are

bypassing on-premise content

management in an ad-hoc

way?

3/26/2015 Company Confidential, Do Not Distribute 10

Chaos Defined: Cloud & On-Prem Architecture

Case Study: Corporate Legal

Where We Started:

Millions of Documents in Email &

Shared Drives

Productivity & Security Concerns

Tried Buying & Building

Case Study: Corporate Legal

What We Delivered:

Role-Based Views (Matter Management)

Email & Office Integration +

Workflow Automation

Migration of Millions of Files

Who is Zia?

EST.

200

3Boulder,

CO

Critic

alNot

Casual

Controlling Chaos

+

Delivering Rapid ROI

Process &

Integratio

nOpenPlatforms

Content People

Experienced Partnerships A d h e r e & A c c e l e r a t e

Reduce the Risk

Thousands of Hours of IP

Pre-Existing Integrations

Vertical/Department Focused

Deliver Results

Zia Delivery

Methodology

Architecture & Project Management

User AND Executive Involvement

Quick Wins Initial Consulting

Engagements

(ICE)

Where We Work

Solving SharePoint: Adhere for Alfresco

Adhere: Consolidated Content Management

Integration &

Synchronizati

on

Automated

Workflow

Embedded

Classification

Universal

Content

Security

Federated

Search

Records

Management

OUR TOOLBOX

Identification

Our Pillars of Success

Automation

Control

Forensic Discovery

Intelligent Classification

Simple + Smart ECM

Identification

Case Management

Business Process

Management

Application Integration

Document Assembly

Automation

Control

Hybrid Platform

Enterprise-Class

Universal Content Security

Records Management

Solving SharePoint: Adhere for Alfresco

Content Chaos

Our employees demandSharePoint…

but we need an ECM system for

governance, security, and

business process

Solving SharePoint

AIIM 2015 SharePoint Survey

93%of organizations

use SharePoint

And…

Over

75%still have a

“strong commitment” to

SharePoint

However….

Only

11%of respondents

see their deployment as a

success

The Facts

Only

30%use SharePoint for Document Management

Only

11%use SharePoint

for Records Management

Only

6%have true

“Federated Search”

+

Managing Content Online in Office, Exchange, and Lync + SharePoint

A Cloudy Future

Government Mortgage Legal Insurance

Plan to have at

least some

content in

SharePoint Cloud

34%

Don’t

(either on-prem or

private cloud)

26%

Are Undecided

36%

SharePoint Online

Security

Concerns:

95%

Governance

Concerns:

95%

Integration

Concerns:

90+%

But Major Concerns Exist…

Why Not SharePoint as Your Enterprise CMS?

SCALE

Per Microsoft:

• Synchronization Limit - 1800 Documents

• Max 5000 Users• Max 10 Concurrent

Editors

UPGRADE

Per Gartner:

“SharePoint upgradedoesn't seems tohave got any easierwith 2013, and in factthings seemed tohave gotten muchworse.”

-Gartner Report "SharePoint 2013"

AUTOMATION

Per Microsoft Technet:

• Complex Workflow Requires Third-Party Tools

• Max 15 Workflows Run Concurrently Against Content DB

Why Not SharePoint as Your Enterprise CMS?

PROVISIONING

Lacks:

• Advanced Site Creation

• Configuration• Rule-Based

Provisioning

ARCHIVINGLacks:

• Site Archival• Decommissioning

Functionality• Advanced Storage

Optimization Capabilities

COMPLIANCE &

SECURITYLacks:

• Automation (Users won’t do it)

• Governance Controls

• Security Controls

REALIT

Y

Legal Costs & Risk

Records Management

Doubles Cost

Maintenance Costs Double

Storage Costs Double

Adoption Decreases

Hidden Cost & Risk with SharePoint OnlyCut Additional ECM Costs & Move Forward with SharePoint Only Initiative

Failed Functional & Operational Strategy:

As it relates to cloud, mobile, information

governance, user adoption, higher TCO, and

lower ROI

SharePoint as Standalone Enterprise

CMS

What Keeps You Up At Night?

Real Use Case:

Leading Pharma Manufacturer

70,000 SharePoint Sites

54 x $1 Billion Problem

Adhere: Consolidated Content Management

Integration &

Synchronizati

on

Automated

Workflow

Embedded

Classification

Universal

Content

Security

Federated

Search

Records

Management

OUR TOOLBOX

The Too l s You Use

T o d a y

All About Adoption

+

Adhere Solution Architecture

Modular software is

highly adaptable

Easily configure one or

many connectors

Simple integration of

additional solutions to

work with connectors

SharePoint + Workflow

SharePoint + Alfresco Activiti

Activiti Enterprise

40%struggle with

SharePoint

Workflow

#1 Response

54%use workflow/BPM

enhancements with SharePoint

Lack of BPM Functionaliti

esis still a major

issue

Auto Classification & Validation

Modern,

Open,

Intelligent

Document

Capture

In-Process

Capture(Ephesoft Web Services)

Mobile

Capture

Automatic Content Security

Casual Content

Confidential (PII/PMI)

Secret

Top Secret

Turn SharePoint

Into a Powerful

SEARCH

TOOL

Search Across

MULTIPLE

REPOSITORI

ESFrom One

Location

Federated results

lists allow

DIRECT

INTERACTIO

Nwith content

using native

repository

functions

Federated Search for SharePoint

Solving Content Security

Everyone’s a Records Manager…

And Nobody Knows It!

SharePoint + Records Management

Only

13%Say SharePoint

Aligns With Their Information Governance

Policies

Only

11%Use SharePoint

for Records Management

The Two Worlds of ECM

Get Work Done Governance

Content Creators Records Managers

DispositionAudit

SecurityArchive

Destruction

Put Another Way: The RM Continuum

CreateEditFind

VersionWorkflow

Collaborate

Everyone’s a Records Manager and

Nobody Knows It

SharePoint + Alfresco RM

Simple Collaboration Meets Enterprise Governance

Automated Archiving From SharePoint

Business Process/“Event-Driven” RM

Enterprise Integration – ERP, CRM, HCM

Easy RM: Alfresco Records Management

Alfresco RM In-Place Records Management

Intelligent File Plan

Automated Declaration

DoD 5015.2 Certification

Advanced Workflow

Retention, Disposal, Legal Holds…

In-Place Records Declarations

Easy RM

Intelligent File Plan

Dynamic Creation &

Filing

Rules for Filing

Records

Auto-Create Records

Folders

Automated Filing &

Declaration

Location Change

Attribute Change

Content Chaos

Automated Document Processing With Accelerate

People + Paper

Loans, Claims, Benefits, Applications

COSTCONFIDENTIALI

TY COMPLIANCE

CUSTOMER/CONSTITUENT

SATISFACTION

4 Cs

Accelerate: Document Processing For Your Process

Application

Integration

Advanced

Workflow/BP

M

Capture

Anywhere

Universal

Content

Security

Case

Management

Actionable

Analytics

OUR TOOLBOX

What’s Next?

Assessment/Health Check

SharePoint + Alfresco Modeling

Intelligent Migration

Learn More – ziaconsulting.com/resources

Webinars & Videos

Data Sheets & Brochures

Case Studies

Questions?