How to Make Your Content, Document and Records Management “Easy” Are you struggling to keep your head above the tide of information being created? Is your file share “sprawl” making stuff difficult to find? How’s your intranet? And how is your operational effectiveness being compromised? How do you reach “nirvana” of having well organised information that is easy to find and compliant? This presentation provided attendees with an understanding of the information “black hole” and the holistic solutions that enable information assets to work for them, and achieve compliance as a by-product of people’s normal business activities. SharePoint 2010 is the underlying technology platform for content and document management, extended with RecordPoint for compliant records management and OnePlaceMail for easy capture of email records. To complete the picture, this seminar discussed how to implement the solutions including integration, migration, governance, deployment and rollout considerations. This presentation is highly recommended for people responsible for managing enterprise information assets who want to improve the effectiveness of all staff, or who are key stakeholders vitally reliant on complete, relevant and reliable information for their work.

1. SharePoint Extended
Steve Lapwood
30 August 2011

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500,000,000 emails sent, and 25,000,000 searches in 10 minutes!
Source: Worldmeters.info

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Source: AIIM Industry Watch - State of the ECM Industry 2011

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Source: AIIM Industry Watch - State of the ECM Industry 2011

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Source: AIIM Industry Watch - State of the ECM Industry 2011

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CONTENT CHAOS
“Lack of confidence in the accuracy, accessibility and
trustworthiness of electronic information has remained at 40%.
However, there is a three-times improvement in confidence from
those who have implemented a full ECM system”
Source: AIIM Industry Watch - State of the ECM Industry 2011

7. The Black Hole of Information

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TOO MUCH CONTENT AND NOT ENOUGH USEFUL INFORMATION
TOO MUCH CONTENT MORE USEFUL INFORMATION
 Information “stewardship” vs  “Information” is content with context
“ownership”  Related content stored together
• Private stores  Content classified with metadata
• Non-searchable stores  Easier to locate, greater value
• “Hidden” content  “Better search tools”?
• Duplicates  Better metadata
 Files shares = content in context
= better search results
• Burgeoning volumes
= greater value
• Nested directories = improved performance
• Naming conventions  Auto-metadata “nirvana”
• Finding stuff
 “Single” content store that everyone uses
 Single place to out and find stuff
 Single place to do stuff
 Single version of the truth

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CONTENT GROWTH VS INFORMATION VALUE
Volume
Growth
Information
Management
&
Search Tools
Value
Time

10. What Can We Do About It?

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TYPICAL NEEDS
Direction and Business
Solution Approach
Strategy Initiatives
Information Information
Benefits Realisation
Existing Stores
Required Policies
Records Management Emails as Records
Technology
Content
LoB Systems Comms Email
Lifecycle
Content Management
Document Management
Enterprise Search

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A SOLUTION STACK
Vision and Analysis and Implementation
Roadmap Design and Deployment
Programme Management
Classification Governance Migration Strategy
Scheme Framework and Tools
RecordPoint 3.x OnePlaceMail 5.x
Infrastructure
Outlook
Office 2010 CRM 2011 Lync 2010
2010
SharePoint 2010

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SharePoint 2010 – 6 SYSTEMS IN ONE
A single place to go:
Integrate other Intranet, Extranet,
systems Portal, Website
End users
Business intelligence contribute the
to support decision content and share
making information with
each other
Find your information Manage your
when you need it information better

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MANAGE YOUR CONTENT – IT’S CREATED TO BE USED
Forms Classification Security Searchable
Documents
Digital Assets Versioning Workflow Findable
Usable
Web Content
Data
2. Manage and
1. Capture Store
3. Deliver
Business
Information
Apps Data Stores

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WHAT DOES “good” LOOK LIKE?
Create/Capture Store – Share – Collaborate – Review Find - Consume
Office
Intranet
CRM
Outlook
Content Store - Knowledgebase
Mobile

16. RecordPoint
www.recordpoint.com.au

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RecordPoint delivers a
comprehensive PRA compliant
records management solution built
into SharePoint with a seamless end
user experience

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COMPLIANCE REQUIREMENTS - WHAT NEEDS TO BE MANAGED?
PHYSICAL OBJECTS... ELECTRONIC FILES
 Printed documents  Office documents
 Letters  Email
 Film  Images
 Certificates  Website content
 Fax  Databases
 Forms  Audio / Video files
 Wiki entries
 Blog posts
21

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Lift the Burden from your End-Users

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A MORE PRACTICAL APPROACH
Use rules to map business (information) processes to
Records Management system
Business
Processes
Records
System

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Collaboration sites
Rules Engine
Permanent Destroy in 7 yrs
Review 10 yrs
• Content Type Rule
• Location/ Site Rule
• Controlled Vocabulary Rule
RecordPoint

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SharePoint
RecordPoint
Access Control
Rules Engine
Audit
Classification
Version Mgmt
Disposal
Search
Security
Workflow
Compliance
Content Mgmt

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WHY RecordPoint IS DIFFERENT
• All about the end user
• Easy to use interface - Microsoft SharePoint
• Familiar Business Language not RM Language
• RP interprets User Inputs into RM Outputs
• Maps user activities to RM (not the other way around)
• No Client software needed – all web based
• Rich and extensive rules engine
• Leverages industry leading Microsoft SharePoint platform
• Single SharePoint platform – no need for 2 repositories.
• Fully VERS Certified (1 through to 5)
• Local team with local support

24. OnePlaceMail
www.scinaptic.com

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OnePlaceMail
Drag & drop
multiple emails
1 and/or
attachments
Automatic
capture of email
metadata
Optional display of Upload
Window
- Efficient filing into complex
folder structures
3 Realise the power of SharePoint
- Complete
addition Columns
2

26. Implementation Considerations

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SOLUTION DELIVERY FRAMEWORK
Pilot Sites
RecordPoint/OnePlaceMail
Implementation
Strategy Walkthroughs
Vision
Roadmap Implementation Plan
Governance Integration Strategy
Migration Strategy
Deployment Strategy
Business Requirements
Business Classification
Solution Architecture Training
Technical Architecture Go-live
Migration
Change Management
Post-Pilot Review

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BUSINESS CASE CONTENT - EXAMPLE
1. Reference • Project name/reference 5. Deliverables • Outcomes, deliverables and benefits
• Origins/background/current state planned (with metrics)
• Outcomes roadmap • Organisational areas impacted (internally
and externally)
• Business benefits (by •
•
Key stakeholders
Dependencies
outcome)Business objectives/ opportunities
2. Context • 6. Workload • Approach
• Business strategic alignment (priorities) • Phase/stage definitions
• Quantified benefits value • Outcomes, deliverables and
•
•
Project activities
Technical delivery activities
• Costs/ROI Financial • Workload estimate/ breakdown
benefits planned (with metrics)
• Project plan, schedule & critical
scenarios •
path
Execution plan
3. Value • Desired business outcomes 7. Resources • Project leadership team
• Outcomes roadmap • Project governance team
Proposition • Business benefits (by outcome) • Team resources
• Quantified benefits value • Funding
• Costs/ROI Financial scenarios
• Risks/costs of not proceeding
• Risks (project, benefits & business)
4. Focus • Problem/solution scope 8. Commitments • Project controls
• Assumptions/constraints • Reporting processes
• Options identified/evaluated
Required • Deliverables schedule
• Size, scale & complexity assessment • Financial budget/schedule
Source: Wikipedia

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HOW TO ACHIEVE BENEFITIAL BUSINESS OUTCOMES
Governance Framework
Information Management
Integration
ECMS Solution
Migration Tools
Content Management
Business Transformation
Operational
Outcomes

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INTEGRATION POINTS
 Office, Outlook, Visio  Scanning devices
• documents, metadata, email, • .pdf, OCR
notifications, calendar, offline,
 Reporting
workflow
• documents
 Active Directory
• dashboards
• access security
 LoB applications
• User profiles
• documents
 Intranet
• data aggregation
• document store, contacts, helpdesk
• launch application
log, staff directory, photos

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MIGRATION
 Source  Processes
• Physical documents • Cleansing, de-dup’ing, “spring clean”
• File shares • Re-classifying
• Controlled documents  Deployment
• Intranet • Big bang, long bang, phased
• LoB applications
 Tools
• Bulk scanning, OCR
 In-house, out-source
• Bulk migration (eg AvePoint)
 Content, metadata, access &
permissions

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INFORMATION MANAGEMENT
 Information architecture
 Intranet “home”
 Site collection/sites
 Navigation
 Taxonomy hierarchy
 Content types
 Metadata standards
 Keywords and Terms
 Security access and permissions
 Records management rules
 Classification scheme
 Retention and disposal

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GOVERNANCE FRAMEWORK
 Programme Governance
 Sponsorship
 Vision
 Programme Management
 Operational Governance
 Policies
 Roles and responsibilities
 Processes and procedures
 Functions
 Content
 Deployment
 Infrastructure

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BUSINESS TRANSFORMATION
 Functionality
 Function exposed to users
 Content
 Structure
 Source
 Migration
 Process
 BAU
 Project
 Governance for changes
 Change management
 Communications
 Training
 Support

35. Summary

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 Exponential information growth
 Information black holes
 SharePoint extended
 RecordPoint
 OnePlaceMail
 Implementation considerations
 Business case
 Solution delivery
 Outcomes delivery

37. Questions?

38. Thank You