Content Whack-a-Mole: Trying to Keep Up With

Compliance Across Multiple Repositories

Michyle LaPedis and Jordan Jones

Cisco Systems

Remember Whack-a-Mole?

• New ways of working – nimble, remote, and collaborative

• Explosion in digital content • Technology disruption &

decentralization of data • Extended Enterprise Collaboration

Tool Proliferation Drivers

Content Management at Cisco

The “Next Great Thing”

Shared drive

Cisco’s Records and Information Management Program

• Compliance at Cisco – Ethisphere’s World’s Most Ethical Companies®: 2008–2015 – Industry Speakers: ARMA, AIIM, EMC World

• Winner: 2011 ARMA Cobalt award • Focused on integrating policy into IT environment

– Featured in Gartner Case Study on Information Governance

– Partnering with IT to automate the information lifecycle

Content Management IT at Cisco • Focus on architecture: Open source, open standards • Component Content Management

– 1 major system; 400 monthly active users driving 70% of Cisco.com post-sales – Publishing to web content management, source code control, and social

• On-Premise Document Management – 3 major systems (1 with RM), heavily customized; 70,000 monthly users – Migrating to 1 system as RM system of record; purge for non-records – Publishing to web content management, xRM, mobile apps, and social

• Cloud Document Management & Cloud Social Collaboration Platform – 2 major systems; 800,000 monthly users – Integrating with RM system of record; implementing purge for non-records

Cisco Search Problem Statement “Cisco field and partner teams spend 15-25% of their time searching for … content [in order] to have valuable conversations with customers and partners. “We need to get rid of the brown sweaters in our closet…” — Cisco Sales Executive

Cisco Search Problem Statement Sales Engineers (SEs) average 18.8 hours/week searching for answers, creating these business problems: • Cost—With 6,000 SEs, the cost of

search is $375M per year • Content Duplication—When SEs

cannot find content, they replicate it, adding to content growth and degrading search results

18.8

38.2

SE Hours Spent / Week

Searching Other Tasks

Cisco Content Size in TB

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On Premise NextGen Document Mgmt

Cloud Document Mgmt

On Premise Document Mgmt

On Premise Document Mgmt (Legacy)

Filers

Content Management Compliance Framework

Form Partnerships Records

Management

Legal

Security Customer

Data Protection

Quality (ISO)

Compliance

Form Partnerships

IT Compliance

Put in Structure Content Management Program Management Office (PMO) • Meets twice a month • Compliance review for new tools • Consistent policy and governance

approach

Put in Structure, cont’d

Overarching records management strategy/framework • One repository identified to store records • All other repositories are for non-records;

content will be purged after 3 years • All new tools go into this framework

Cisco Content Lifecycle Management

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700 Without Lifecycle Management With Lifecycle Management

Track Your Progress

Information Lifecycle Management Stages

Stage 1: Engage with Stakeholders

Stage 2: Define ILM Strategy

Stage 3: Build/Configure ILM Capabilities

Stage 4: Monitor & Measure ILM Outcomes

Alfresco Spark Jive JiveX Box Email VBrick Sharepoint

Complete Complete Complete Complete Complete Complete In Progress Not Started

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Understand new repositories and their stage in Information Lifecycle Management

Address Ongoing Challenges • Cloud offerings mean less

control • New platforms mean new

issues • Changing personnel means

sometimes starting over • You need a back-up plan

for non-compliance

Winning the Game of Whack-a-Mole

• Michyle LaPedis: mlapedis@cisco.com • Jordan Jones: jorjones@cisco.com