BSPUG_RecordsManagement_June_2012

Report
OpenText Application
Governance & Archiving for
SharePoint
Senior Solutions Consultant
June 21, 2012
Copyright © OpenText Corporation. All rights reserved.
Agenda

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
About OpenText
Product Portfolio Overview
OpenText, Microsoft Partnership
Information Governance for SharePoint
 What you should be asking…
 The Ideal
 Solution Overview
 Discussion
Who is Open Text?



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
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
Founded 1991
Largest Independent ECM Vendor
More than 3,500 staff globally
The safe choice for your ECM strategy and investments
Publicly Traded: NASDAQ, TSX
FY2011: Revenue > $1 billion
23% Global Market Share
 46000+ Customers
 Consistent ECM market visionary
Copyright © Open Text Corporation. All rights reserved.
Slide 3
History of Innovation
&First: SGML-aware search engine
&First: search-engine provider to Yahoo and Netscape
&First: to OEM Netscape’s Web Server for dynamically assembled HTML
&First: to develop archiving for SAP transactional content
&First: to deliver “integrated document management” that seamlessly integrated
document management and workflow into collaborative spaces
&First: WYSIWYG web content management
&First: to treat real-time meetings as persistent
collaborative content
&First: ECM vendor to develop SharePoint-
based applications (i.e., not just Web parts)
&First: ECM vendor on SAP’s reseller price list
&First: ECM vendor to receive highest
partnering honors from both SAP and
Microsoft
Copyright © Open Text Corporation. All rights reserved.
Slide 4
Portfolio: Enterprise Content Governance Cloud
Content Sources
Mobility
Departmental Content
Repositories
Shared and Local
Drives
Digital Media
Premises or Cloud Based
ECM Cloud
OT
Collaboration
OCR/ICR
Forms
SharePoint
Services
SAP Business
Suite Apps
BPM
Automated
Classifications
Exchange
Services
SAP ECC
OT Media
Management
WEB Content
Management
Search
SharePoint
Server
Integration Services
Records Management
Metadata
Archive & Storage Management
Exchange
Server
SAP
NetWeaver
Archiving and RM Services for the Enterprise
Massively
Scalable
 Archiving Server provides certified and
endorsed content and data archiving for
 SharePoint
 Exchange
 Lotus
 File System
 SAP
Enterprise Library
Single Instance
Compression
Copyright © Open Text Corporation 2009 - 2010. All rights reserved.
Encryption
Search
Slide 6
Open Text and Microsoft… Better Together!
Long term, close partnership
70,000+ Microsoft ISV’s
150 Microsoft
Global ISV’s
Selected by Microsoft
as 1 of 30 Strategic ISV’s
Microsoft Executive Sponsor:
Jeff Teper, Corporate Vice
President SharePoint
Dedicated Microsoft Business
Unit, Executive Sponsor James
Latham, CMO
Support across multiple products
and Industries
Joint sales, product development
& marketing
Joint Product
Activities
www.bettertogethercentral.com
8
SharePoint is here…
Sources: “State of the ECM Industry 2011,” AIIM, March 2011; “Microsoft TechNet,” Microsoft, February 9, 2011
CONTENT
So what are we using SharePoint for?
Source: “SharePoint Industry Watch,” AIIM, July 2010
Information Governance
ECM/
Records
Management
Search/
eDiscovery
Information
Governance
Archival/
Storage
Management
Source: “The Rise of Information Governance,” The451 Group, August 2009
Considering Information Governance for 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?
Considering Information Governance for SharePoint?
 How much content do you have?
20 Exabytes
5 Exabytes
IDC research shows that enterprises are
2015
increasing the size and scope of their
2011
collaboration environments, with SharePoint
emerging as a major driver of information
growth.
Source: “The Digital Universe Decade – Are You Ready?,” IDC, May 2010
Considering Information Governance for SharePoint?
 How much content do you have?
Considering Information Governance for SharePoint?
What types of content do you have?
Considering Information Governance for SharePoint?
Whatcontent
types ofdo
content
do you
have?
What
you want
to access?
Considering Information Governance for SharePoint?
 Can you maintain the experience?
Considering Information Governance for SharePoint?
 What are your compliance requirements?
Considering Information Governance for SharePoint?
 Who will be using SharePoint, and how?
Considering Information Governance for SharePoint?
 How long do you plan on keeping your content?
Active
Inactive
of SharePoint sites
within an organization
are orphaned or inactive
You need to ask yourself:
Is SharePoint the most cost effective place to store inactive content long term?
Source: “Gathering MOSS? Revealing SharePoint Opportunities and Cost,” InfoTrends, August 2009
WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP
Enterprise Content Management Drivers
• Growth of unstructured content
• Inability to find and re-use relevant content
• Content fragmented across application and
content silos
• Excessive time is spent on searching for
information
• Need for long-term preservation and legal
compliance
WARFIGHTER SUPPORT ENHANCEMENT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
23
WARFIGHTER-FOCUSED,
WARFIGHTER-FOCUSED,GLOBALLY
GLOBALLYRESPONSIVE,
RESPONSIVE,FISCALLY
FISCALLYRESPONSIBLE
RESPONSIBLESUPPLY
SUPPLYCHAIN
CHAINLEADERSHIP
LEADERSHIP
ECM benefits - save time/improve business efficiencies
• Certified solution adhering to U.S. DoD 5015.2
• Supports FIAR objectives, eDiscovery, research and business
activities.
• Easier access to all records types (existing SAP archive,
SharePoint documents, and MS Exchange)
• Architecture rationalization – simplified management & operations
• Migrating from highly customized application
COTS architecture and scalability – OpenText
tightly integrated with SAP and Microsoft
• Storage optimization through de-duplication
and compression
WARFIGHTER SUPPORT ENHANCEMENT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
24
What’s the Ideal?
 Centralized 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
 Optimization/Performance:
 Redirecting active SharePoint content to optimize
SharePoint performance and meet back-up
windows
 Long Term Preservation
 Archiving old and inactive SharePoint content to offset storage costs and ensure compliance
 End-user Transparency
 Making sure end-users have access to all content
through SharePoint
 Ensuring the “experience” is never affected
Lifecycle applications address
, and rising
costs in accordance with your
practices.
File System Archiving
Legal Content
Management
Correspondence
Tracking
Email Archiving/Mgmt.
Email Monitoring
Application Governance
& Archiving
Storage Services
26
Agenda




About OpenText
Product Portfolio Overview
OpenText, Microsoft Partnership
Information Governance for SharePoint
 What you should be asking…
 The Ideal
 Solution Overview
 Discussion
AG&A for SharePoint – 3 functional areas
 Web Parts and content specific SharePoint pages that
allow users to search and work with Content Server
items, including ERP, email, FSA.
 Interactive and/or manual site retirement
 Deploy sites with predefined policies which utilize
OpenText Content Management features – RM,
permissions, storage etc.
Architecture
Site Deployment Support for SharePoint
SharePoint
Administrator Tools
Transparency
Search
Retention
Policy
Governance
Archiving
&
Compliance
Project Sites
Scanning
Metadata
Mapping
Auditing
 SharePoint Site Deployment
 Site Types/ Site Groups
 Deployment Console
 Execution Engine
 Property Inheritance
 Automatic Document/Site
numbering
 CLM Integration
preconfigured in Site Profiles
Content Lifecycle Management for SharePoint
End User Tools
Lifecycle
eDiscovery
Content
security
Document
Archiving
management
Scanning
Digital asset
management
Auditing
Records
management
 Lifecycle SharePoint
Content
 Interactive/Automatic
Document Archiving
 Site Archiving
 Records and Information
Management
 Content Server User
Interface
 Browsing the Content Server
 Work in SharePoint with
Content Server items
 Search Content Server items
Copyright © Open Text Corporation 2009 - 2010. All rights reserved.
Slide 31
OpenText Site Deployment
 What SharePoint offers out of the box
 Site Templates
 List Templates
 Content Types
 What OpenText customers are requesting
 Automated/Simplified site creation process
 Automatically created sites should already have all needed
functionality, e.g. SharePoint Features, Document Libraries,
folder strutures, security settings to support governance.
 Collect and store metadata with SharePoint site
 Central place to keep track of all SharePoint sites in a farm
OpenText Site Deployment Provides
 Site Metadata
 Define metadata structure for a new site
 Leveraging standard SharePoint Content Types
 Site Types
 Generalized „Site Templates“
 SharePoint Template + Feature Activation + Metadata Structure
+ Folder Structure + Lifecycle Workflows + Site Archive Profiles
 Site Groups
 Site Types assigned; customizing Site Types
 Create/Manage sites per departement or business solution
 Execution Engine
 Dynamic script actions for site creation
Solution
Site Deployment
Console
Site Group
Define the behavior/lifecycle of
Self
Service
for
department-specific
site
Important
content
of outdated sites
Create
Sites
SharePoint sites in the
creation
archived Manage
and sites(Site
deleted
automatically
SiteGroups)
Site Deployment
console
Lifecycle
Define Site
Metadata
Define Site Types
Create Deployment
Scripts
Create Site Groups
.
.
.
Deployed Sites
Site Deployment Console
Sites with Metadata
Sites with Metadata
Site Types, beyond Metadata
 SharePoint
Template
 Metadata Schema
 Folder Plan
 Access Control
 Feature Activation
 Parent Site
 Archiving Profile
 Workflows for all
Lifecycle steps
Site Group Console
Benefits for SharePoint Administrators
 Site creation can be completely automated, including
approval workflows
 Created sites already include OpenText functionality, no
manual configuration after site creation
 Sites with built-in lifecycle can be created
 Predefined steps discerning when a site can be destroyed are
set in place when the site is created
 Important content archived before sites are
automatically deleted
 Deleted sites can be restored when needed
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 external regulations and internal policies
 Intuitive and flexible classificiation of content
 Comply with worldwide standards and certifications
 Litigation Readiness
 Being prepared for eDiscovery
Solution
 Business content (records
and non records) created in
SharePoint is classified into
the Enterprise Library
 Interactive/automatic
classification supported
 Web Parts/SharePoint pages
allow users to browse/search
for business content
(electronic and physical)
SharePoint
Classification of
business content
Enterprise Library
Benefits for SharePoint Users
New
SharePoint
sites have
already
built-in
Retention or
&
Flexible
classification,
e.g.,
browsing
classifications
Disposition
process
Automatic
deletion
of
orphaned
links
Classified
content
is
automatically
updated
with
business
Documents,
folders,
and
sites
can
be
classified
ManageManagement
classified content
in place
Records
functionality
pick list metadata
of recently
used classifications
specific
(content
type mapping)
Benefits for SharePoint Users
Requesting, borrowing
creating
flag
for pickup
on
Browsing/searching
for and
electronic
and
physical
Records
items.
fromphysical
within SharePoint
Using SharePoint as a portal to access
enterprise content
Business Issue
 Accessing enterprise content through a SharePoint
portal – e.g. intranet portal
 Content Server contains important enterprise content, is used as
corporate memory
 Browsing Content Server items
 Searching for Content Server items
 Avoid content duplication by exposing enterprise
content within SharePoint
Solution
 Expose Content Server
items with the Enterprise
Library Web Part
 Display other Content
Server information with
LiveReports (Generic
Web Part)
Benefits for SharePoint Users
Content
Server
exposed
in SharePoint
portals
in the
Content
Serveritems
functionality,
e.g.,
version
history,
audit
Uploading/creating
new
content
from
within
SharePoint
Full page view for
Content
Server
items
available
same waymetadata
as native
SharePoint Items
information,
information
available
supported
Exposing and managing business relevant
emails in SharePoint
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
Solution
Email Archiving
Email Management
Email Monitoring
Capture emails,
e.g. Enterprise Connect
Enterprise Library
Deploy SP Sites
with access to
managed emails
SharePoint
Solution - Accessing managed emails in SharePoint
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.
properties, e.g., “From”, “Subject”, and
“Received” are displayed.
 Email-specific
 Managed
personal emails can be accessed from
SharePoint “MySites”.
 Managed
emails can be copied into SharePoint
document libraries or links can be created.
Decomissioning file shares while accessing
and working with legacy content through
SharePoint
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
Solution
File Server
Archive
(Move)
Enterprise Library
Deploy SP Sites with
access to archived
File System content
SharePoint
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
Storing SharePoint content on less
expensive storage media
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
Solution
SQL Server
Database
SharePoint
SQL Server
Database
Open TextContent
Storage Services
OpenText
Services
Enterprise Disk Systems
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
bettertogethercentral.com

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Southeast Water
Marathon Oil
Biomedical Systems
Hydro One
Baker Donelson et al PC
Central Vermont Public
Service
 Georgia systems
Operations Company
 Forrester Report
Copyright © Open Text Corporation
Slide 62
Agenda
 Discussion

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