Content Chaos: Why SharePoint and Office 365 Aren't the (only) Answer

Editor's Notes

• #2: We do 2 things really, really well. Control Chaos – SharePoint, Shared Drives, Legacy ECM, Dropbox, etc… Automate Processes – Mortgage Loans, Insurance Claims, University Applications – People + Paper
• #3: CIOs must move past cost cutting and optimization and process improvement They need to be the Company’s visionary, change agent, innovator, capability builder, efficiency expert & cost-cutter
• #4: 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
• #6: Only 19% say they prevent it
• #7: Need to create this diagram this week
• #10: Our History / Our Focus We do content – not just any content, but critical. With a focus on process-intensive content Take our skills and build repeatable solutions on open platforms To again help you control your chaos and automate your manual/paper-centric processes
• #11: Adhere & Accelerate
• #12: Do stuff
• #13: If we are just presenting, not uploading to slideshare: Do we want to put bigger name logos on here? ADP? Iron Mountain? Google?
• #15: Simplified & Streamlined – users don’t know (Easy) – automatically route, transform, publish – can even include tools like embedded Capture to classify docs w/in business processs Today about SharePoint but can be Shared Drive, Email, Legacy ECMs – wherever your content is stored
• #16: Allow employees to use SharePoint for all interactions with content Use Alfresco as backend content repository for records management and IG Access Alfresco documents from within SharePoint Automatically synchronize, publish, or archive documents from SharePoint to Alfresco
• #17: We help you find, automation, secure, store While always keeping a focus on adoption
• #24: Only 11% of respondents see their SharePoint deployment as a success Most organizations use SharePoint primarily for collaboration – with only 30% using widely for Document Management and only 11% using widely for Records Management Only 13% say SharePoint aligns with their Information Governance policies Only 6% have true “Federated Search” – the ability to search across both SharePoint and other document repositories and silos
• #25: Only 11% of respondents see their SharePoint deployment as a success Most organizations use SharePoint primarily for collaboration – with only 30% using widely for Document Management and only 11% using widely for Records Management Only 13% say SharePoint aligns with their Information Governance policies Only 6% have true “Federated Search” – the ability to search across both SharePoint and other document repositories and silos
• #26: Only 11% of respondents see their SharePoint deployment as a success Most organizations use SharePoint primarily for collaboration – with only 30% using widely for Document Management and only 11% using widely for Records Management Only 13% say SharePoint aligns with their Information Governance policies Only 6% have true “Federated Search” – the ability to search across both SharePoint and other document repositories and silos
• #27: Can we change this slide to a neutral background and put in logos or icons for state & local, federal, banking and insurance? Phil, would you choose others?
• #28: Cloud is definitely part of the discussion - 34% plan to have at least some content in SharePoint cloud, but 26% do not (either private cloud / on-prem) and 36% are undecided. 41% say moving to "save costs" (but obviously we know that might not be real) and major concerns exist - around security, governance, and management: * Security (60% major concern, another 35% some concerns = 95% have concerns * Information Governance (50% major, 25% some = 95% have concerns) * Hybrid Model/Integration - also 90%+
• #29: Cloud is definitely part of the discussion - 34% plan to have at least some content in SharePoint cloud, but 26% do not (either private cloud / on-prem) and 36% are undecided. 41% say moving to "save costs" (but obviously we know that might not be real) and major concerns exist - around security, governance, and management: * Security (60% major concern, another 35% some concerns = 95% have concerns * Information Governance (50% major, 25% some = 95% have concerns) * Hybrid Model/Integration - also 90%+
• #30: You need to: Identify. Manage. Secure. Store. Automatically.
• #31: I said co-exist, but first let me tell you why you must co-exist! SCALE – This is from microsoft for SP 2013 Source:http://technet.microsoft.com/en-us/library/cc262787.aspx#BoundariesUPGRADE Finally, for IT leaders considering migration to 2013, Microsoft doesn't support upgrades that skip generations, adding to the burden for users currently still on 2007, who might otherwise consider a migration to 2013 if they did not have added challenge of having to migrate through 2010 first. Inplace migration to SharePoint 2013 is also not possible. Developers must use the database attach method, which involves creating a copy of the existing 2010 database and attaching it to a fresh 2013 environment, a more involved (but safer) process than the in-place method that was available for earlier upgrades
• #32: I said co-exist, but first let me tell you why you must co-exist! SCALE – This is from microsoft for SP 2013 Source:http://technet.microsoft.com/en-us/library/cc262787.aspx#BoundariesUPGRADE Finally, for IT leaders considering migration to 2013, Microsoft doesn't support upgrades that skip generations, adding to the burden for users currently still on 2007, who might otherwise consider a migration to 2013 if they did not have added challenge of having to migrate through 2010 first. Inplace migration to SharePoint 2013 is also not possible. Developers must use the database attach method, which involves creating a copy of the existing 2010 database and attaching it to a fresh 2013 environment, a more involved (but safer) process than the in-place method that was available for earlier upgrades
• #33: There is little to no information governance Productivity is down Organizations do not know what they have, how to store it or what they can delete Information is not protected or secured These cost estimate are from Microsoft’s recommended Office 365 architecture for the federal government
• #36: Allow employees to use SharePoint for all interactions with content Use Alfresco as backend content repository for records management and IG Access Alfresco documents from within SharePoint Automatically synchronize, publish, or archive documents from SharePoint to Alfresco
• #37: Simplified & Streamlined – users don’t know (Easy) – automatically route, transform, publish – can even include tools like embedded Capture to classify docs w/in business process Today about SharePoint but can be Shared Drive, Email, Legacy ECMs – wherever your content is stored
• #38: Simplified & Streamlined – users don’t know (Easy) – automatically route, transform, publish – can even include tools like embedded Capture to classify docs w/in business processs Today about SharePoint but can be Shared Drive, Email, Legacy ECMs – wherever your content is stored
• #39: Configure connections and determine sync timeframes Technically out of gas, Blah, blah blah, can I show you a demo?
• #41: Automated
• #42: Can’t Find AKA the swivel chair
• #43: Can’t Identify IPC = Embedded within your document process Mobile Capture = everyday value for everyday people
• #44: Automated
• #45: Automated
• #47: Automated
• #48: Automated
• #49: Automated
• #56: OPM hack – linked to China – The forms authorities believe to have been accessed, known as Standard Form 86, require applicants to fill out deeply personal information about mental illnesses, drug and alcohol use, past arrests and bankruptcies. They also require the listing of contacts and relatives, potentially exposing any foreign relatives of US intelligence employees to coercion. Both the applicants Social Security number and that of his or her cohabitant is required.
• #59: Plain storage: Files will remain encrypted within SharePoint and when checked out Smart Storage: Files will get encrypted upon check out and automatically decrypted when checked in
• #61: Classify and segment client content Initial review/discovery of sensitive unstructured information Shift from “open” internal assets Secure information, not systems Access rights travel with document Access rights governed by policies Extend internal risk model outside firm Policy-based encryption (metadata) Extension of DLP outside firm Monitor for anomalies on info assets Identify business risks Clock deviations from standard behavior
• #68: · Repository first and foremost: the heritage of the engineers who designed and architected Alfresco is in Enterprise products such as Documentum, etc. Hence Alfresco is a highly scalable content platform able to manage all unstructured content in any file format in a single repository which makes for easier search and assures the integrity of the content by providing a single point of truth. Alfresco makes lesser use of the database than other technologies as files are stored on the file system in their original format. Content encryption is available and database use is required for meta-data, users etc. so there is potential for a considerably lower demand on the database. · Open Standards: Fundamental to the design of Alfresco is the use of Open Standards (such as CMIS and REST) along with open APIs to enable clear visibility on how to extend the out-of-the-box functionality of Alfresco (if required). Unlike proprietary software this openness allows your own teams or a system integrator to see exactly how to create extensions to the Alfresco functionality. · Meta data: The design foundation in Alfresco of managing content means there is significant depth to the way in which meta-data works to define the context of an item of content. The value of which is apparent in how capabilities such permissions, business rules and workflow can operate. · BPM / Workflow: Alfresco has a BPM/Workflow engine embedded (Activiti). Activiti is an Alfresco designed/engineered product which provides the scope for back-office efficiencies in content-centric processes. · Hybrid Infrastructure: Alfresco was designed to operate through a web-browser with no footprint on the desktop. In addition Alfresco is platform agnostic which allows customers a choice on what combination they can use in the platform stack. These elements along with Alfresco’s Cloud Sync combine to provide Alfresco customers with a solution to the challenges of collaborating with external parties. “….. to provide true team collaboration, both inside and outside the firewall.” – Ovum, “…….. a cloud element that is very fast to deploy and can be self-provisioned by employees.” 451 Research, “Alfresco is an innovator with its mobile and cloud strategy, offering hybrid options for customers that require both on premises and cloud repository support” – Forrester. · Governance / Records Management: Unlike other ECM products, the Records Management module is designed and written by Alfresco and is integral to the Alfresco product. Attached is a short white paper from IFC (independent information management consultancy) and I am picking out the following comments which I feel convey the “Records Management under the covers” principle and highlights the way in which your users don’t need to necessarily change their regular way of working. · Conceptually, many Records Management Systems were based on a single centralised repository model where an organisation’s standalone records system would capture records into its own data store from a variety of external sources, including users and other business systems. But these solutions were never designed to meet the needs of today’s workforce, making it difficult to collaborate, create and review content to get work done. They require that end users change their working practices and understand complex file plans. These solutions are seen as a pain, rather than tools that users want to use, all of which has resulted in poor system adoption and a lack of compliance. · Records Management from Alfresco is different. Alfresco Records Management is integrated into a single Enterprise Content Management (ECM) platform—Alfresco One. Alfresco makes it easy for end users to share and collaborate with colleagues, customers and business partners. Designed as a simple to use, simple to deploy Open Source solution, the Alfresco Records Management solution removes many of the hurdles associated with traditional solutions whilst still providing all the features identified above that are needed to ensure compliance.
• #69: · Repository first and foremost: the heritage of the engineers who designed and architected Alfresco is in Enterprise products such as Documentum, etc. Hence Alfresco is a highly scalable content platform able to manage all unstructured content in any file format in a single repository which makes for easier search and assures the integrity of the content by providing a single point of truth. Alfresco makes lesser use of the database than other technologies as files are stored on the file system in their original format. Content encryption is available and database use is required for meta-data, users etc. so there is potential for a considerably lower demand on the database. · Open Standards: Fundamental to the design of Alfresco is the use of Open Standards (such as CMIS and REST) along with open APIs to enable clear visibility on how to extend the out-of-the-box functionality of Alfresco (if required). Unlike proprietary software this openness allows your own teams or a system integrator to see exactly how to create extensions to the Alfresco functionality. · Meta data: The design foundation in Alfresco of managing content means there is significant depth to the way in which meta-data works to define the context of an item of content. The value of which is apparent in how capabilities such permissions, business rules and workflow can operate. · BPM / Workflow: Alfresco has a BPM/Workflow engine embedded (Activiti). Activiti is an Alfresco designed/engineered product which provides the scope for back-office efficiencies in content-centric processes. · Hybrid Infrastructure: Alfresco was designed to operate through a web-browser with no footprint on the desktop. In addition Alfresco is platform agnostic which allows customers a choice on what combination they can use in the platform stack. These elements along with Alfresco’s Cloud Sync combine to provide Alfresco customers with a solution to the challenges of collaborating with external parties. “….. to provide true team collaboration, both inside and outside the firewall.” – Ovum, “…….. a cloud element that is very fast to deploy and can be self-provisioned by employees.” 451 Research, “Alfresco is an innovator with its mobile and cloud strategy, offering hybrid options for customers that require both on premises and cloud repository support” – Forrester. · Governance / Records Management: Unlike other ECM products, the Records Management module is designed and written by Alfresco and is integral to the Alfresco product. Attached is a short white paper from IFC (independent information management consultancy) and I am picking out the following comments which I feel convey the “Records Management under the covers” principle and highlights the way in which your users don’t need to necessarily change their regular way of working. · Conceptually, many Records Management Systems were based on a single centralised repository model where an organisation’s standalone records system would capture records into its own data store from a variety of external sources, including users and other business systems. But these solutions were never designed to meet the needs of today’s workforce, making it difficult to collaborate, create and review content to get work done. They require that end users change their working practices and understand complex file plans. These solutions are seen as a pain, rather than tools that users want to use, all of which has resulted in poor system adoption and a lack of compliance. · Records Management from Alfresco is different. Alfresco Records Management is integrated into a single Enterprise Content Management (ECM) platform—Alfresco One. Alfresco makes it easy for end users to share and collaborate with colleagues, customers and business partners. Designed as a simple to use, simple to deploy Open Source solution, the Alfresco Records Management solution removes many of the hurdles associated with traditional solutions whilst still providing all the features identified above that are needed to ensure compliance.
• #71: Dynamic File PlanSet rules for filling recordsAuto-create record folders The System can automatically file and declare based on triggers: Attribute changeLocation change
• #72: Only 11% of respondents see their SharePoint deployment as a success Most organizations use SharePoint primarily for collaboration – with only 30% using widely for Document Management and only 11% using widely for Records Management Only 13% say SharePoint aligns with their Information Governance policies Only 6% have true “Federated Search” – the ability to search across both SharePoint and other document repositories and silos
• #74: Allow employees to use SharePoint for all interactions with content Use Alfresco as backend content repository for records management and IG Access Alfresco documents from within SharePoint Automatically synchronize, publish, or archive documents from SharePoint to Alfresco
• #77: Simplified & Streamlined – users don’t know (Easy) – automatically route, transform, publish – can even include tools like embedded Capture to classify docs w/in business process Today about SharePoint but can be Shared Drive, Email, Legacy ECMs – wherever your content is stored
• #79: We do 2 things really, really well. Control Chaos – SharePoint, Shared Drives, Legacy ECM, Dropbox, etc… Automate Processes – Mortgage Loans, Insurance Claims, University Applications – People + Paper