ecm & records management made easy with sharepoint

August 2010

ECM & Records Management made easy with SharePoint


Good information management underpins

excellent operational performance


What’s New with SharePoint Jonathan Stuckey, Microsoft

SharePoint for Records Management? Michele Marsburg, RIM

Record 2.0 – Meeting RPA & ISO15489 with SharePoint HomeStart Finance – Case Study Anthony Woodward, RecordPoint

From Concept to Reality – Intergen’s EDRMS solutions and service offerings Steve Lapwood, Intergen

Programme

Enterprise Content Management

Jonathan Stuckey Solution Specialist, Business Productivity

SP2010

[Enterprise]

SharePoint

Server 2010

[Standard]

SharePoint Foundation

Services

[Windows]

Microsoft SharePoint 2010 Business Collaboration Platform

• Easy for IW: Supreme user acceptance & adoptability

• Easy for IT: Great OOB, fast to deploy & easy to

manage Easy to Use

• Everyone in the organization has access to and benefits

from features

• Capabilities can be adjusted – everyone sees as much

as they need

Everyone

Participates

• Scalability: More items, richer filtering, metadata

navigation, FAST integration

• Breadth: Cross repositories, enterprise content types,

greater extensibility

Enterprise

Ready

0

5

10

15

20

25

30

35

40

45

1 2 3 4 5 6 7 8 9 10

Sto

rag

e R

eq

uir

em

en

ts (

TB

)

Year

Keep Everything 90% Retention 80% Retention 70% Retention

Collaboration

Documents

Records

Discovery

Search

Michele Marsburg RIM Ltd 16th and 17th August 2010

Sharepoint and Compliant Records Management

Fact or Fiction

Sharepoint and Records Management

Sharepoint 2010 assessed against the ICA standard


How much compliance out of the box?

•88% of Records functionality as defined by the ICA standard is now available “out of the box” using SharePoint 2010 •Additional configuration and Third party applications are required to provide specific records compliance functionality

Compared with MOSS 2007 there are significant improvements


High level requirements of ICA Module 2


Let’s see how Sharepoint 2010 stacks up • Electronic business information has to be actively managed and reliably

maintained as authentic evidence of business activity

• Business information has to be linked to its business context through the use of metadata.

• Business information has to be kept and must remain accessible to authorised users for as long as required.

• Business information has to be able to be disposed of in a managed, systematic and auditable way.

• Systems should support good business information management as an organic part of the business process.

• Systems for capturing and managing business information have to rely on standardised metadata as an active, dynamic and integral part of the recordkeeping process.


Stacking up cont.…….. • Systems have to ensure interoperability across platforms and domains and over

time

• Systems should rely as far as possible on open standards and technological neutrality.

• Systems should have the capacity for bulk import and export using open formats.

• Systems must maintain business information in a secure environment

• As much metadata as possible should be system generated.

• It should be as easy as possible for users to create/capture records of business activity.


Meeting the requirements of ICA Module 2


Main areas of partial or non compliance Native Security Classification

Physical and Hybrid Records Management

Metadata Export and transfer

Email management and automated capture of related metadata

Complex Classification configuration

Complex disposal and transfer actions

Automated capture of non Microsoft content


SharePoint 2010 and the PRA


Support for PRA requirements

Metadata capture requirements are supported

Supports the principle that all records of business activity must be captured routinely into an organisation-wide recordkeeping framework

Supports the principle that records must be usable, accessible and retrievable for the entire period of their retention

Document management requirements are supported

Support s the principle that records must be comprehensive and provide authoritative evidence of all business activities

Provides for management of business rules i.e. retention and disposal, classification structure, use and access


What could be improved ? •Improved Classification Hierarchy Management and visibility for RM

•Increased visibility of Records Rules builder

•Improved single point governance

•RM Management of records not classified correctly

•Bulk updates and imports/exports of metadata

•Item level back up and Recovery notification

•Bulk conversion of electronic items to approved format

•Metadata creation and management for complex vocabularies

•Records sentencing and disposal management


Conclusions


Significant progress has been made since the introduction of MOSS 2007 and 2010 is now a viable EDRMS alternative Third party applications built in Sharepoint still required for

specific functionality especially email and fully compliant Records Management Ease of use and collaboration features means this tool is likely to

become an accepted solution in most business situations Good governance, Structure, Business rules, Training and Change

Management still vital Possibility to reduce cost, decrease technology breadth and

mitigate risk of an EDRMS project by leveraging existing platform

Conclusions


Options for Deployment


OPTION

Choices

Out of the box – no customisation Out of the box - with customisation

and development

Out of the box – With additional Third

party applications for RM and email management

WHERE APPLICABLE

Solution for small and simple business environments with little or no compliance requirements

Medium and Large corporate environments

with big $$ budget, significant In-house SharePoint expertise and extended deployment time frames

All organisations with compliance

requirements or increased document and records management needs

Questions

RecordPoint 2.0

RecordPoint

Records Management Made Easy

Taking the pain away from compliance

• Only fully certified add-on for SharePoint

• 5 Delivery Partners

• Microsoft Gold Certified in 8 competencies

• 1 of 30 partners worldwide on Global Partner Advisory

Council for SharePoint

• Developing Records Management software since 2003

• Microsoft Partner of the Year 2009

About RecordPoint

RecordPoint 2.0 Overview

RecordPoint delivers a

comprehensive PRA compliant

records management solution

built into SharePoint with a

seamless end user experience

Lift the Burden from your End-Users

A More Practical Approach

Use rules to map business (information) processes to

Records Management system

Business Processes

Records System

• 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 back 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

Why RecordPoint is different

Access Control

Audit

Version Mgmt

Search

Workflow

SharePoint

Content Mgmt

RecordPoint

Classification

Rules Engine

Security

Disposal

Compliance

RecordPoint

Permanent Review 10 yrs

Destroy in 7 yrs

Co

llab

ora

tio

n s

ites

Ru

les

Engi

ne

• Content Type Rule • Location/ Site Rule • Controlled Vocabulary Rule

http://sharepointpilot/groupareas/servicetransormation/cio/OSP/Project Documents/Sharepoint Checklist Guide.pdf

Demonstration Scenario: End User

Electronic and Physical Files

• Add a document to SharePoint

• RP automatically will process the file

• A user can see the summary

• Add an e-mail to SharePoint

• See centralised Records Control/ Rules

• Create a physical record

Download Now: www.oneplacemail.com

1. Microsoft Outlook to SharePoint (2003 & 2007, 2010)

2. Windows File Explorer (Right Click – Sent To)

3. Microsoft Office (Word, Excel, PowerPoint 2003 & 2007, 2010)

4. 3rd Party Application Integration /API

OnePlaceMail provides Seamless Integration between

desktop applications and Microsoft SharePoint:

What is Scinaptic OnePlaceMail®

RecordPoint 3.0 (scheduled for release December 2010)

RecordPoint 3.0 Features • Taxonomy Manager

• Advanced Rules engine

• Rules Builder

• Long term preservation

functions - ICA

• Classification scheme

Management

• Centrally managed Retention

and Disposition

• Automated Hybrid Electronic/

Paper Records

• Space Management Box

Management

• VERS Certification

SharePoint 2010 + RecordPoint 2010

Low High

High

Low

Cost Savings

Productivity

Accuracy

Manual

Classification

Authoring

Templates

Rules Based

Classification

Single Disposal

process

State Records

Compliant

Complex

Rules

Consistent Participation & Enforcement

Simple

Rules

Simple

Rules

Statutory Authority of the South Australian Government

Vision

Leading the nation in affordable housing finance solutions.

Purpose

Making home ownership possible.

Over 56,000 success stories and

counting

Currently over 15,000 loans

with value over 1.5bn

Records Management Journey

“MY” Records culture which provided

“Security by Obscurity”

Physical records have been handled well...

Traditional file server environment

Electronic records not so much!!!

No supported enterprise search tool

Records Management Journey

Slowly senior management began to see the carrot AND the stick

Windows SharePoint Services (WSS) demonstrated business context

Worked with specialist RM consultants to:

Finally received the green light to do it right!

•Develop Information Management Framework, strategy and later policies

Previous attempts focused on compliance and.......FAILED!

•Undertake a self assessment which identified the gaps

•Mapped organisations functions which informed BCS & RDS creation

•Talked to users to gather requirements for a technology solution

Change management and communication committee responsible for:

•Updates at staff meetings

•Newsletters

•Monthly emails

•Responsible for staff training plans

Composition of project team was important

Management team as steering committee

Project sponsor at GM or C level

Departmental champions to assist teams with the transition

Getting the Support Structure Right

Give the project a brand

Timely Access to Records, Documents, Information & Systems

Project TARDIS

Identifying Technology

Users had experienced Document Management (DM) through WSS and they

liked it. Suddenly they had:

Check-in, check out, single instance storage, version control, consistent look and

feel with existing intranet, tight integration with office, alerts on changes

PROBLEM: SharePoint is not a records management

system by Australian Standards

Microsoft announced that regional based compliance issues would be handled by

their partners

Identifying Technology

Enabled HomeStart to start small and scale over time

Support skills are easier to come by and users can

pick it up quicker

Making users aware of RM responsibilities while creating

a DM culture

Users focus on managing docs while RM just happens

Dedicated RM resources ensure compliance

Gives users the features they were exposed to and

liked with WSS

Enabled HomeStart to introduce a DM Culture

Consume Information Create and Collaborate on information

Bubble up and present

relevant information from

document libraries and

other content sources

Create and collaborate on documents

within departmental and team document

libraries or within a meeting or project

context

Enterprise Search

Timely Access to Records Documents & Information Systems

SharePoint Document Library View

RecordPoint – Record Managers “Disposal” View

Search for Information

Most important aspect of the project from a users perspective. Users need

confidence that they will find their documents again.

Tardis

People

Network Shares

Record Point

Security trimming only displays authorised documents

All SharePoint content including documents and pages

HomeStart employee search

Assists with the transition of documents over time

Documents that have been submitted to the records centre

Faceted search adds granularity to search results

Benefits

To instil a DM culture within HomeStart and by default get RM

By using SharePoint:

Check-in / check-out, version control, search, workflow, single

instance, rich meta data, alerts, audiences, approval

A robust, content managed intranet that leverages existing investments

in Office, SQL, Exchange and other Microsoft products

Security through existing Active Directory groups

Customisation through common coding tools (ASP.Net and visual studio)

By adding Record Point:

To get tight integration with the corporate intranet allowing users to

create and consume information through the one portal

Achieve adequacy at our next audit!

Success Stories

Discussion & Questions?

THANK YOU

Contact Details:

Anthony Woodward

RecordPoint Product Manager

[email protected]

+61 2 8001 7707

[email protected]

www.recordpoint.com.au

From Concept to Realisation Intergen’s Solutions and Services


Governance Framework

Business Transformation

Information Management

Content Management

Integration

Migration Tools

ECMS Solution

Our Approach - Holistic Solution Delivery to Achieve Outcomes

Operational

Outcomes


Solution and Services

Roadmap and IM

Roadmap

Governance

Classification

Records Management

Integrated Technology Solutions

ERMS

Office

Outlook

SharePoint

RecordPoint

Search

SharePoint Search

FAST ESP

Scanning

Fuji Xerox Apeos/

SMARTConnect

Implementation and Deployment Services

Solutions delivery

Plan

Develop

Stabilise

Deploy


Records Management Standards &

Practices


Change Management

Process

Improvement

a combination of people, policies, procedures, resources, methods, technology, institutional culture, data and knowledge


Solution Delivery Framework

Roadmap

Governance Classification Records Mgt




Solution Delivery Stages

Envisioning • Scope • Roadmap

Planning • Records inventory • PRA requirements

mapping • Records policies • Metadata design • Governance design • Solution Architecture • Review

Develop • Configuration • Migration strategy • Process design • UAT & Release • Knowledge transfer • Review

Deployment Plan

Change Management Plan

Deploy • Release • Processes • Training • Review

Project Management Plan & execution

Our Experience with ECM


Client Project

Solid Energy SharePoint Intranet with Document & Records Management

Sports & Recreation New Zealand SharePoint intranet with Document and Knowledge Management

PSIS SharePoint intranet with Document Management

Spectrum Care Intranet & Document Management

New Zealand Automobile Association Intranet & Document Management

Plant & Food Research Intranet & Document Management

Sample Clients

Summary and Takeaways


Understood how to turn concept

into reality Analysed SharePoint for PRA compliance

Saw RecordPoint and examined the

case study

Looked at what’s New in SharePoint

SharePoint + RecordPoint is the ECM + RM solution

Intergen turns the solution into your business reality

You achieve benefits realisation and compliance

Thank you! Questions?