Recent ecm market developments from a share point of view q3

Recent ECM Market Developments from a
SharePoint of View
Presented by: Mike Alsup, Gimmal SVP and Founder
November 18, 2015

Information Management for Everyone
About Gimmal
Gimmal’s mission is to
consistently govern and
manage information, wherever it
exists across the enterprise
Gimmal helps organizations
maximize productivity and
business process efficiency and
minimize exposure to risk
Gimmal delivers products
and expertise for SharePoint,
Office 365, and SAP
Gimmal products are easy to
deploy, cost effective, and are
supported by a team of experts

About Gimmal

• Gimmal Founder and Sr. Vice President
• Co-Founder of two integrators previously, BSG and Align Solutions
• Accenture and Booz, Allen mgmt. roles
• AIIM International Board Member – 2 terms
• Executive Committee – DLM Forum (MoReq)
• Rice University Baseball fan
Mike Alsup

Summary
• Events & Developments in Q3 2015  impact on ECM markets
• Developments in SharePoint, Office 365, and ECM ecosystems
Trying to provide context for ECM and Records professionals
• How to think about ECM and RM holistically
• Not a deep dive into technology
What do you need to Believe to achieve Information Governance?
• ECM Vendors
• Cloud Vendors
Agenda

• ARMA 2015 at the Gaylord Hotel in National Harbor
• ARMA 2015 narrowly focused on records management
• Fewer legal and IT-focused attendees than in years past
• Community event for world’s records managers  left satisfied
• Exhibit Hall floor had most of the usual vendors
• Office 365 sessions were packed
• Large organizations moving to Office 365 & Azure
 we got our best leads ever from an ARMA conference
ARMA Conference – National Harbor (October)

• Information Governance Initiative (IGI)
• High level of corporate interest in Governance
• Barclay Blair, Bennett Borden and Jason Baron have made IGI highly visible
• IGI is wrestling with best locus in organizations for Governance, broadly defined
• Is it IT, Finance, Legal, the business or the C Suite?
• Attracts participants for peers, discussions  very senior group at InfoGovCon
• InfoGovCon merged with IGI. They had their conference in Hartford, CT
• IGI built on foundation laid by Nick Inglis and Jim Merrifield in 2014
• High interest at InfoGovCon in Office 365 and migration from ECM platforms
• Largest companies in world indicate that they’re migrating to Office 365 / Azure
IGI and InfoGovCon – Hartford, CN (September)

• Annual event for law firm technologies
• Attended by law firms, corporate legal, and vendors in these markets
• Microsoft Matter Center solution launched at ILTA 2015
• Matter Center is Office 365 Add-In enabling lawyers to work in Outlook and Word
• Built for the Microsoft Legal Dept., Legal and Corporate Affairs (LCA)
• Enables them to work productively and collaborate with their outside law firms
• Matter Center exposes governance and controls inside Outlook and Word
• Matter Center performs most of these functions transparently.
• Law firms beta users indicated in Conference session that they would upgrade their legacy
document mgmt. products when Matter Center is proven in their firm
• ILTA vendors were searching for a way to get in on this wave of activity
• Providers of legal add-in products, such as Workshare, Litera, Epona, and LawToolbox
• Law firm integrators, such as Perficient, Duff & Phelps, Kraft Kennedy and Olenick
International Legal Technology Association (ILTA) – (September)

• Net Documents had the most confusing announcement at ILTA
• They were included in the Matter Center press release
• Net Documents competes with SharePoint, but they are moving their platform to Azure and Office 365
tools, Outlook and Word, like Box does
• The Net Documents people asked me, “Why would you store documents in Office 365 when you could
use Net Documents?”
• I responded, “Because my customers are moving to Office 365”
• IManage relaunch
• 14 years in Autonomy/HP, IManage product emerged with VC backing
• Dan Carmel, & IManage co-founders, Neil Araujo and Rafiq Mohammadi, are re-invigorating IManage
International Legal Technology Association (ILTA) – (September)

• Dominant cloud providers, AWS, Microsoft & Google, pulling away in scale
• Microsoft has 25 times more cloud servers than SAP
• HPE giving up on Helion as competing platform
• Rackspace announcing that it is a cloud broker for AWS, Azure and Google
• Additional possibles – Cisco, IBM, Dell/EMC
• Amazon Web Services (AWS)
• AWS is most dominant – Netflix example
• Aurora - Alfresco Press Release was interesting
• Alfresco announced support for AWS Aurora MySQL-like database
• Alfresco solutions can be hosted entirely in AWS
• Net Documents announcement  All about Azure, not Matter Center
Theme: Cloud Scale

• Biggest theme of quarter was the huge wave of Office 365 activity
• Several Fortune 20 companies moving ECM to Office 365 and Azure ASAP
• Box, Dropbox, iOS, HP Helion, Rackspace capitulation to Office 365/Azure
• Accelerating interest in migrating from Legacy ECM Suites to Office 365
• Based on security, cost, identity management, scalability, BYOD support, etc.
• A variety of impacts on the ECM and RM markets
• Renewed interest in ECM planning, strategy, and hybrid architecture in move to the cloud
• Organizations working to figure out how to:
• protect identities
• manage global localization issues
• ensure that they are able to scale to the demands of their customers
 A significant investment and commitment and organizations are not taking it lightly
• Is Office 365 is ready with capacity and operational stability?
Theme: Office 365 is Winning

• Microsoft phones will run full Windows 10
• With keyboard and wireless monitor  PC to access Office 365 and OneDrive
• I have had a laptop in my briefcase for 25 years to work on the road
• A Microsoft phone can replace laptops if hotels and conferences have monitors = TV’s
• What does this mean for traveling, hotels and ECM?
Theme: Future of Smartphones

• Office 365 continues to win over Google Apps in business
• SharePoint is on-premises for the foreseeable future
o Code lines are merged (identical) to SharePoint Online  Just different rules
• Workflow and customization moved “off-server” to enable Multi-tenancy
o Cost of migration to SharePoint Online  re-architect solutions
o Alternative is moving on-premises solutions to Azure as VM’s
• Office 365 is getting bigger with SharePoint 2016 in the cloud and on-premises
• Files, Sites, Portals, and ECM are 4 key SharePoint 2016 focus areas
SharePoint/Office 365 News

• Portals & Intranets enable capabilities of ECM to be presented in Office 365
o Blurs feature and function distinctions between SharePoint on-premises and in Office 365
• Office 365 or on-premises SharePoint sites = Hybrid UX
o SharePoint Server and Office 365 sites and services are exposed through same Portals
o Protects legacy on-premises SharePoint investments
• Microsoft emphasizing “Ready to Go” portals for common site models
o Entry level portal  minimal customization and start using
• Is this Portal/Intranet Model better than one-off sites?
o Yes, consistent presentation and governance is better
o Yes, faster provisioning and easier site maintenance is better
Portals & Intranets

• Sites provisioning streamlined  users chose from pre-defined templates
o Leverage site models that best address user requirements
o 3rd Parties provide flexibility to customers and integrators to extend portals and intranets
o 3rd Parties prescriptively define site types and deployment models
• Site templates and web services are provided by Microsoft ecosystem partners:
o Microsoft provides:
• Libraries, lists, master pages, default configurations by template type
• Same UX approach as SharePoint 2013
o Third parties provide useful content governance add-in, such as :
• Site provisioning to enable sites to be easily provisioned by users
• Metadata inheritance
• Information lifecycle
Sites & Site Templates

• Market for Office 365/Intranet Site Provisioning tools is expanding rapidly
• Vendor products rapidly provision consistent and attractive sites
• Blue Rooster, Brightstarr, ShareGate, Gimmal, and RightPoint
• Governance and records mgmt. is often a transparent component of provisioning
• Matter Center complex to configure via scripting
 automated provisioning is critical
Office 365/Intranet Site Provisioning

Information Lifecycle
• Physical & Electronic RM
• File Plan
• Retention Schedule
• Information Policy
EnforcementRecord
Center
File Plan /
Retention Schedule
(Information Policies)
Site Provisioning
(Consistency - Initial)
• Content Types
• Information Policy
• Site Templates
• Document Templates
(Consistency)
• Lifecycle
• Taxonomy
• SP Features
• XML Configuration
• Navigation
• Search
• Security
Term Store/
Content Hub
Top Level Portal/
Intranet Home
What Would Governance and Office 365 Look Like?
Office 365 Sites
OneDrive for Business Sites
Governance Hub
(Consistency - Operations)

User Adoption
• Establishment of a online brand
• Consistent information
• Easily accessible to all employees
• Enhanced enterprise search
• Personal sidebar
• Standard navigation
• Widgets, like stock heat map
Governance
• Branding
• Transparent Content and Records
Management
Speed of Development
• Best practice design and IA
• Branding Manager
• Mega Menu
• Display Templates
• Personal Side Bar
Gimmal Portal Highlights
Add-ins

Office 365 Site Provisioning

RIM Storefront / Portal

Generic Dashboard

PMO Portal Home Page

PMO Portal Project Page

Information Management Strategy Across Platform
Consistent
Information
Architecture,
Navigation &
Branding
Data Integrity
through Standard
Metadata Rules
Rule-Driven
Transparent
Policy
Assignment
Standardized
Document
Template
Management

Provisioning
of Diverse
Sites
Create Client
Sites without
IT intervention
Create all sites
consistently
with no IT
Support
Update sites
with new
options
Consistent
Look & Feel
Consistent
Branding on all
sites
Deploy
optional
content
display options
Standard
dynamic
navigation
options
Data
Integrity
Metadata
Rules applied
automatically
Default or
Force values
Hierarchy of
Rules
Multiple
Content
Creation
Features
Ease content
import with
Drop Zones
Ensure
classification is
assigned
Document
Center Tiles
Document
Template
Management
Different
templates for
each type of
content
Increase
productivity
through
diversity
General to
Specific
Automated
Policy
Assignment
Policy applied
through rules
No user
interaction
Can apply to
all types of
content
How does this approach increase the Value of Office 365?

• Rapid deployment
• Consistency of User Experience
• Ease of maintenance via inheritance
• Tight integration to OneDrive, Email, Calendar
• Pre-built, standard Site Templates
• Vertical-specific, e.g. Law Firms, LNG Companies
• Function-specific, e.g. Corporate Legal, Finance Department
• Transparent Lifecycle, Information Governance baked in?
Common Elements of This Approach

Demo’s by Matter Center illustrate Microsoft LCA’s path to ECM solutions
• Lawyers / legal assistants collaborate on documents inside Word and Outlook only
• Matter Center exposes SharePoint, Office 365 and OneDrive through Add-ins
• Content governance is transparent function inside these Add-ins and Office 365
• Using “Save” puts the document where you want it based on rules
• Microsoft LCA (1100 lawyers and legal assistants) is the reference implementation
Microsoft partnering with add-in vendors to add vertical capabilities required in Legal
Microsoft driving implementation of Matter Center through selected partners  PS and ISV
This is the Microsoft ECM solution model:
• Portals to present and organize sites, both on-premises and in Office 365
• Massively powerful and scalable cloud platform
• Partners with vertical expertise, software and solutions
Microsoft Matter Center

What’s the Microsoft Productivity Vision for Legal?
Best experience across devices
Email & Messaging
File Sync & Share
Content Management
Enterprise Social
Reporting & Analytics
Access Anywhere
Cloud on your terms
On Premises OnlineHybrid
Mostcompleteproductivitysuite

Matter Center Deployment
Consistent Structure within a Client Site Collection
Client 1
Matter
1A
Matter
1B
Matter
1C
Tasks
Calendar
Documents/Email
OneNote
Targeted access to Matter Assets through Search, Pinning & Ownership

Microsoft Matter Center

Matter Center Deployment
without Information Governance Strategy
Client 1
Matter
1A
Matter
1B
Matter
1C
Client 2
Matter
2A
Matter
2B
Matter
2C
Client 3
Matter
3A
Matter
3B
Matter
3C
Client N
Matter
Matter
Matter

Matter Center Incorporated into Information Management Strategy
Intranet Home
HR
Corporate HR
Departmental
HR
Operations IT
Departmental IT Corporate IT
Legal
Storefront
Departmental Portal
Collaboration Team Site
Matter Center Application

Portal / Intranet
Information
Governance
Records
Center
Drop Zones
Content
Organizer
Rules
Metadata
Inheritance
& Rules
Site
Provisioning
Site
Templates
Information Lifecycle Governance
SharePoint/O365 Technical Infrastructure
SharePoint/O365 Content Governance Infrastructure
Matter
Center
Sites
SAP
Oracle,
Dynamics,
Other LOB
Scan
Email
Portal
Smart
Phone
EDI
Contracts
Site
Finance,
Accounts
Payable
Sites
Expense
Site
Sales
Order
Site
Purchasing
Document
Site
ICR
SharePoint
Library
Router
Capture
File
Shares
The First Mile
Smart Process App’s
Kofax (LES),
Fujitsu,
Ephesoft,
EMC Captiva,
KnowledgeLake,
Kodak, ABBYY,
Gradient,
Etc.

Portal / Intranet
Information
Governance
Records
Center
File Plan
Builder
Drop Zones
Content
Organizer
Rules
Metadata
& Rules
Site
Provisioning
Site
Templates
Information Lifecycle Governance
SharePoint/O365 Technical Infrastructure
SharePoint/O365 Content Governance Infrastructure
Matter
Center
Sites
SAP
Oracle,
Dynamics,
Other LOB
Scan
Email
Portal
Smart
Phone
EDI
Contracts
Site
Finance,
Accounts
Payable
Sites
Expense
Site
Sales
Order
Site
Purchasing
Document
Site
ICR
SharePoint
Library
Router
Capture
File
Shares
The First Mile
Smart Process App’s
GIMMAL
CONTRIBUTION
SHAREPOINT
ON-PREMISE,
OFFICE 365
& HYBRID

Typical ECM Related Business Solutions
Financial Accounting
Purchasing
Legal
Land / Right of Way
GeoTechnical
Plant / Capital Projects
Human Resources
Geological
Authorization for
Expenditure (AFE)
Purchase Orders Contracts
Case Management eDiscovery / Hold Contracts
Leases Division Orders Contracts
Well Files Geophysical
Controlled Docs
Contractors /
Joint Venture
Engineering
Drawings
Procedures
Travel ManagementEmployee Records
Accounts ReceivableAccounts Payable
Records Management Records Policy and HoldPhysical and Electronic

• Organizations are looking for confidence to replace legacy ECM business solutions
• “How to build robust O365/SharePoint ECM solutions” to replace traditional ECM solutions?
• Microsoft answer  emphasize value of integrated components of Office 365:
• If content migrates seamlessly from Outlook and OneDrive to SharePoint/Office 365, with:
o Portals for navigation and consistency
o Add-Ins to accelerate to productive applications
o Full and transparent lifecycle-based content governance, Including full records mgmt.
o Business intelligence integrated to Office and ERP tools
o Archiving support
o Massive scalability
 Why archive content outside of this stack?
Is this what SharePoint ECM users want?

• Integration into each site to stub and link content through site provisioning
• Search & other Microsoft functions work less well with linked content
• Two ECM repositories with separate application development environments
• Outside Office 365/Azure
o Authentication / Identity / Security
o Synchronization of content  where to search for content
o Data Center / Bandwidth
 More complexity
• Against Microsoft direction to simplify sites with pre-built site templates
• NetDocuments, Alfresco/AWS Examples
Issues with archiving out of Office 365:

• Implemented 18K SharePoint Sites with Information Lifecycle Governance
• Site templates to auto-provision in high volume with inheritance
• Metadata and content types centrally managed and tied to Retention Schedule
• Split into two companies
• Enabled significant performance enhancement investments
• Upgraded to SharePoint 2010, 2013
• Moving SP 2010, 2013 to SharePoint 2016 – Cloud Ready
• SharePoint 2016
• Open Text – Repository of Record
• Gimmal Governance Suite for Information Lifecycle in SharePoint
Ten Years After – ECRM Program Case Study

• Solutions must be easy and intuitive for end users
• Drop Zones
• Metadata Inheritance
• Consistent site design for navigation and expectation setting
• Understand Business Value from perspective of Departments
• Compliance can launch project but not make it successful
• ILM enables business rules by content type
• Make lifecycle transparent, based on rules that Departments manage
• Major Version in Word is act of Record Declaration
• Change Management is Critical
• Not just communications and training  who to call, how to self-help
• Each new iteration of Microsoft stack was much better
• Information Governance is a long and winding road
Ten Years After – Lessons Learned

• Paper is still needed or it’s isn’t
• Microsoft productivity tools are foundational or they aren’t
• Cloud scale is required or it isn’t
• Inside the Microsoft stack makes it easier to govern or it doesn’t
• The Cloud is more secure or it isn’t
• Hybrid SharePoint is a requirement or it isn’t
• One source of information policy is required or it isn’t
• All information needs to be governed or it doesn’t
• In Place governance is needed or it isn’t
 SharePoint and Office 365 will win the largest market share
What do you need to Believe to Achieve Governance?

Microsoft has rediscovered customer demand for high-end ECM
• Microsoft listened to customers on difficulties in migrating to Office 365
Keys to Microsoft winning enterprise ECM market share:
• Cloud-scale of Azure
• Mobile Device Management, supporting all OS’s
• Security and Authentication, driven by increased market awareness
• Identity Management, including hybrid evolution of Active Directory
• Microsoft Office, especially Email, dominates
• Hybrid capabilities of Microsoft SharePoint
• These all come together in Office 365
What’s really needed are customer success stories in Office 365
But I believe the train has left the station
Microsoft Summary

Quick Poll

Questions

Contact
@GimmalGroup
www.facebook.com/Gimmalwww.linkedin.com/company/gimmal
www.google.com/+GimmalSolutions
www.gimmal.com
Mike Alsup malsup@gimmal.com

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