getting information in and out of sharepoint

1© Copyright 2011 EMC Corporation. All rights reserved.

GETTING NEW INFORMATION IN AND OLD INFORMATION OUT OF SHAREPOINTRaul Gabriel, Product Marketing ManagerEMC Captiva


What We Will Discuss…

INFORMATIONINTELLIGENCE

SOLUTIONS

Extend &Enhance

SharePoint

Storage Optimization for SharePoint

Getting Information into SharePoint

Capture for SharePoint – Key Considerations

Information Governance for SharePoint

Summary


LOCATION INDEPENDENCE

MORE CONTENT TYPES

SERVICES

PROCESS

GOVERNANCE

LIBRARY SERVICES

ANALYTICS

PRIVATE CLOUD

PUBLIC CLOUD

ON-PREMISE

MOBILE

APPSCASE

MANAGEMENT

WEB EXPERIENCE MANAGEMENT

CONTENTMANAGEMENT

CUSTOMERCOMMUNICATIONS

E-DISCOVERY

RETENTION/POLICYMANAGEMENT

INFORMATION

Transformation of ECM

http://images.google.com/imgres?imgurl=www.planetpdf.com/planetpdf/images/f1040a2.gif&imgrefurl=http://www.planetpdf.com/mainpage.asp?webpageid=2128&h=582&w=450&prev=/images?q=tax+form&svnum=10&hl=en&lr=&ie=UTF-8&oe=UTF-8



Business Reality

Source: IDC 2009

71%Organizations

are committed or will consider SharePoint for

their business

67%Respondents needed to either customize or buy third-party

products to allow SharePoint to meet their needs

Source: AIIM Market Intelligence Report on SharePoint 2010


SharePoint Use in ECM

90%Respondents using

SharePoint as collaboration/

workspaces/team sites

37%Respondents planning to

implement scanning and image management in the next 12 – 18 months

Source: AIIM Industry Watch: “SharePoint Strategies and Experiences,” July 2010


“SUSPICIOUS” FIRE DESTROYS THOUSANDS OF CRIMINAL RECORDS AT VALLEJO COURTHOUSE

Why?Confidential information about customers was found left on open shelves or in unlocked cabinets


Justifying Technology Investments Today

10%

23%

30%

33%

36%

42%

54%

0% 10% 20% 30% 40% 50% 60%

Reduced time to market for our products or services

Improved regulatory compliance

Reduction in capital costs

Return on investment / speed of payback

Improved security / risk management

Business process improvement

Reduction in operational costs

© 2010 Enterprise Strategy Group

Which of the following considerations do you believe will be most important in justifying IT investments to your organization’s business management team over the next 12-18

months?(Percent of respondents, three responses accepted)


Justifying Technology Investments Today

10%

23%

30%

33%

36%

42%

54%

0% 10% 20% 30% 40% 50% 60%

Reduced time to market for our products or services

Improved regulatory compliance

Reduction in capital costs

Return on investment / speed of payback

Improved security / risk management

Business process improvement

Reduction in operational costs

© 2010 Enterprise Strategy Group

Shipping CostsLabor Costs

Shipping DelaysManual

ProcessingData Inaccuracies

Security Holes

Shipping CostsLabor Costs

Shipping DelaysManual

ProcessingData Inaccuracies

Security HolesLack of IT Support

Customization


“Advanced capture applications offer an excellent ROI opportunity...

Users are typically seeing payback in 12 months or less, and often less than 6 months.”

Melissa Webster, IDC’s November 2008 Document Processes QuickPoll Survey


SharePoint: Extend & Enhance

EMC SOURCEONEFOR MICROSOFT SHAREPOINT

EMC DOCUMENTUM REPOSITORY SERVICES

FOR MICROSOFT SHAREPOINT

EMC MY DOCUMENTUMFOR MICROSOFT SHAREPOINT

EMC SOURCEONE eDISCOVERY –

KAZEONEMC CAPTIVA




PHYSICAL DELIVERY

Traditional Document Capture


MANUAL SORTING



SCANNING



DOCUMENT STORAGE



MANUAL DATA ENTRY



BUSINESS SYSTEMS



Going Beyond Traditional Document CaptureExtending the Value of Capture

Front-Office Capture

Distributed Capture

Automated Classification

Automated Data Entry

Beyond Departments

Standardized Processing


Introducing…

Intelligent Enterprise Capture

from EMC Captiva


Intelligent EnterpriseIntelligent EnterpriseCapture


Capture Anything,from Anywhere


AD HOCCAPTURE

• knowledge workers• desktop scanners

CENTRALIZED

CAPTURE• mailroom• dedicated scanning

DISTRIBUTEDCAPTURE

• branch or regional offices• field offices, customers• web-based scanning• scanners and mfp

Capture Anything, from Anywhere


centralized batch capture

fax server integration

ad-hoc desktop capture ad-hoc browser-based capture

networked mfp capture

e-mail integration

Capture Anything, from Anywhere


EnterpriseCaptureIntelligent EnterpriseCapture


Intelligently Connect Document Information to

Business Systems


SCANNING

Intelligently Transforming DocumentsIntelligently Connect Document Information to Business Systems

Automated Document Classification

• Graphic Identification• Intelligent Text-based

Identification• Eliminates manual sorting


EXCEPTIONS ONLY


Intelligent Data Extraction• Forms and Freeform Data

Extraction• Automatic Data Validation• Significant reduces data entry

and validation time, errors, and expense


Intelligent Document RecognitionEliminating Manual Document Preparation

AUTOMATED SORTING

FULL-PAGEIMAGE

TEXT-BASED

ANALYSIS

PRECISION ANCHORS

HAND-WRITING

FULL-PAGEIMAGE

TEXT-BASED

ANALYSIS

PRECISION ANCHORS

HAND-WRITING


Intelligent Data Extraction

SSN

Patient #

Date

555-44-3333

369-6123

04/08/08

SSN

Patient #

Date

555-44-3333

369-6123

04/08/08

Extracts data from all document types using zonal or freeform data

extraction

Identifies regular patterns

and data formats to increase accuracy


Intelligent Data Extraction andAutomated Data Validation

SSN

Patient #

Date

555-44-3333

369-6123

04/08/08

Compares extracted data against data sources,

business rules, or inspect manually



Connecting Business Information• Enterprise Content

Management• Business Applications• Service-Oriented Architectures

BUSINESS SYSTEMS


Intelligently Connect Business Information

Intelligent Capture

Other Systems

Electronic ImagesDocument MetadataExtracted DataTrigger Processes


Intelligent CaptureIntelligent EnterpriseCapture


Mission-critical Enterprise Scalability & Availability


Mission-critical Enterprise Scalability

Scalability

Performance

Administration

Deployment

• Address future needs• Deploy throughout enterprise

• Streamline business processes• Eliminates bottlenecks• Administer across enterprise• Monitor productivity; ensure SLAs• Drag-and-drop process development• Simple deployment options


mailroom

invoice capture

new accounts

Enterprise Capture AvailabilityLeverage Single Platform Throughout Enterprise

• Very High Document Volumes• Central and Distributed

Capture• Automatic Document Sorting

• Ad Hoc and Distributed Capture

• Intelligent Data Extraction• Integration with Business

Systems

• Branch Office Distributed Capture

• Automated Forms Processing• Integration with Business

Systems


Where Should You Start?• Start getting rid of your paper!• Attack paper that slows down your

business• Pick high-value applications and

departments• Take an enterprise view to maximize

cost efficiencies and leverage• Capture paper documents and

deliver business-ready content into SharePoint


Now that it’s all in SharePoint…


Where they end up

• Picture, of MESS (Garbage?)Is This Your SharePoint Environment?


What is “Information Governance”?

Source: “The Rise of Information Governance: From Reactive e-Discovery to Proactive Information Management,” The 451 Group, August 2009

Archiving

Search & eDiscover

yComplianc

e

InformationGovernance


The Two Sides of Governance…

People

Content


Organizational Pain Points

RegulatoryCompliance

eDiscovery

Risk Mitigation

Retention & Control

Single Pointof Access

Litigation Readiness

ComplianceOperational efficiencies

Shorten back-upwindows

Information Growth

Content Security

End-user Access

Content Control

Paperless Requirements

ITInformationGovernance

Reduced Costs

End-userTransparency

OperationalEfficiencies


Thinking about Information Governance for SharePoint?

What are your most immediate needs? How much content are you planning to hold in

SharePoint? What type of content are you trying to capture?

What are your compliance requirements? Are you going to break the “user experience”? Do you have other content outside of SharePoint

that needs to be managed?



What are your most immediate needs?

Immediate operational challenges with active SharePoint content?

Or …

Site/content retirement and compliance requirements? Or …

Enabling litigation readiness

Or …

ALL OF THE ABOVE!!!



How much content are you planning to hold in SharePoint?

12 Terabytes5 Terabytes

40 Terabytes + 400 Million Documents


Putting Information Governance on the Map

INFORMATION

What type of content are you trying to capture?

Information Governance



You need to ask yourself:What information is being stored in these sites and are

they being managed long-term?

ActiveSites

InactiveSites25%

75%

InfoTrends Report: “Gathering MOSS?”; August 2009

What type of content are you trying to capture?



What are your compliance requirements?Sarbanes-Oxley Act (SOX) ~ PCAOB ~ SAS 94 ~ AICPA/CICA Privacy Framework ~ AICPA Suitable Trust Services Criteria ~ SEC Retention of Records, 17 CFR 210.2-06 ~ SEC Controls and Procedures, 17 CFR 240.15d-15 ~ SEC Reporting Transactions and Holdings, 17 CFR 240.16a-3 ~ Basel II ~ BIS Sound Practices for the Management and Supervision of Operational Risk ~ Gramm-Leach-Bliley Act (GLB) ~ Standards for Safeguarding Customer Information, FTC 16 CFR 314 ~ Privacy of Consumer Financial Information Rule ~ Safety and Soundness Standards, Appendix of 12 CFR 30 ~ FFIEC Information Security ~ FFIEC Development Acquisition ~ FFIEC Business Continuity Planning ~ FFIEC Audit ~ FFIEC Management ~ FFIEC Operations ~ NASD ~ NYSE ~ Recordkeeping rule for securities exchanges, SEC 17 CFR 240.17a-1 ~ Records to be made by exchange members, SEC 17 CFR 240.17a-3 ~ Records to be preserved by exchange members, SEC 17 CFR 240.17a-4 ~ Recordkeeping, SEC 17 CFR 240.17Ad-6 ~ Record retention, SEC 17 CFR 240.17Ad-7 ~ HIPAA (Health Insurance Portability and Accountability Act) ~ HIPAA HCFA Internet Security Policy ~ NIST Introductory Resource Guide for [HIPAA] (800-66) ~ CMS Core Security Requirements (CSR) ~ CMS Information Security Acceptable Risk Safeguards (ARS) ~ CMS Information Security Certification & Accreditation (C&A) ~ FDA Electronic Records; Electronic Signatures 21 CFR Part 11+D1 ~ Federal Energy Regulatory Commission (FERC) ~ North American Electric Reliability Council (NERC) ~ VISA CISP (Cardholder Information Security Program) ~ Mastercard SDP (Site Data Protection) Program ~ American Express DSS (Data Security Standard) ~ PCI DSS (Payment Card Industry Data Security Standard) ~ FTC ESIGN (Electronic Signatures in Global and National Commerce Act) ~ Uniform Electronic Transactions Act (UETA) ~ FISMA (Federal Information Security Management Act) ~ FISCAM (Federal Information System Controls Audit Manual) ~ FIPS Security Requirements for Cryptographic Modules 140-2 ~ FIPS Guideline for the Analysis of LAN Security 191 ~ FIPS Application Profile for GILS 192 ~ Clinger-Cohen Act (Information Technology Management Reform Act) ~ National Strategy to Secure Cyberspace ~ GAO Financial Audit Manual ~ DOD ...Standard for Electronic Records Management Software...5015-2 ~ CISWG Report on the Best Practices Subgroup ~ CISWG Information Security Program Elements ~ NCUA Guidelines for Safeguarding Member Information 12 CFR 748 ~ IRS Revenue Procedure: Retention of books and records 97-22 ~ IRS Revenue Procedure: Record retention: automatic data processing… 98-25 ~ IRS Internal Revenue Code Section 501(c)(3) ~ Federal Rules of Civil Procedure ~ Uniform Rules of Civil Procedure ~ ISO 15489-1 Information and Documentation: Records management: General ~ ISO 15489-2 Information and Documentation: Records management: Guidelines ~ DIRKS: A Strategic Approach to Managing Business Information ~ Sedona Principles Addressing Electronic Document Production ~ NIST ...Principles and Practices for Securing IT Systems 800-14 ~ NIST ...Developing Security Plans for Federal Information Systems 800-18 ~ NIST Security Self-Assessment Guide... 800-26 ~ NIST Risk Management Guide... 800-30 ~ NIST Contingency Planning Guide... 800-34 ~ NIST ...Patch and Vulnerability Management Program 800-40 ~ NIST Guidelines on Firewalls and Firewall Policy 800-41 ~ NIST Security Controls for Federal Information Systems 800-53 ~ NIST ...Mapping...Information and...Systems to Security Categories 800-60 ~ NIST Computer Security Incident Handling Guide 800-61 ~ NIST Security Considerations in...Information System Development 800-64 ~ ISO 73:2002 Risk management -- Vocabulary ~ ISO 1335 Information technology – Guidelines for management of IT Security ~ ISO 17799:2000 Code of Practice for Information Security Management ~ ISO 27001:2005 ...Information Security Management Systems -- Requirements ~ IT Information Library (ITIL) Planning to Implement Service Management ~ IT Information Library (ITIL) ICT Infrastructure Management ~ IT Information Library (ITIL) Service Delivery ~ IT Information Library (ITIL) Service Support ~ IT Information Library (ITIL) Application Management ~ IT Information Library (ITIL) Security Management ~ COSO Enterprise Risk Management (ERM) Framework ~ CobiT 3rd Edition ~ CobiT 4th Edition ~ ISACA IS Standards, Guidelines, and Procedures for Auditing and Control... ~ NFPA 1600 ...Disaster/Emergency Management and Business Continuity... ~ Information Security Forum (ISF) Standard of Good Practice ~ Information Security Forum (ISF) Security Audit of Networks ~ A Risk Management Standard, jointly issued by AIRMIC, ALARM, and IRM ~ Business Continuity Institute (BCI) Good Practice Guidelines ~ IIA Global Technology Audit Guide - Information Technology Controls ~ ISSA Generally Accepted Information Security Principles (GAISP) ~ CERT Operationally Critical Threat, Asset & Vulnerability Evaluation (OCTAVE) ~ Cable Communications Privacy Act Title 47 § 551 ~ Telemarketing Sales Rule (TSR) amendment 16 CFR 310.4(b)(3)(iv) ~ CAN SPAM Act ~ Children's Online Privacy Protection Act (COPPA) 16 CFR 312 ~ Children's Online Privacy Protection Act (COPPA) 16 CFR 312 ~ Driver's Privacy Protection Act (DPPA) 18 USC 2721 ~ Family Education Rights Privacy Act (FERPA) 20 USC 1232 ~ Privacy Act of 1974 5 USC 552a ~ Telemarketing Sales Rule (TSR) 16 CFR 310 ~ Video Privacy Protection Act (VPPA) 18 USC 2710 ~ Specter-Leahy Personal Data Privacy and Security Act ~ AR Personal Information Protection Act SB 1167 ~ AZ Amendment to Arizona Revised Statutes 13-2001 HB 2116 ~ CA Information Practice Act SB 1386 ~ CA General Security Standard for Businesses AB 1950 ~ CA Public Records Military Veteran Discharge Documents AB 1798 ~ CA OPP Recommended Practices on Notification of Security Breach ~ CO Prohibition against Using Identity Information for Unlawful Purpose HB 1134 ~ CO Consumer Credit Solicitation Protection HB 1274 ~ CO Prohibiting Inclusion of Social Security Number HB 1311 ~ CT Requiring Consumer Credit Bureaus to Offer Security Freezes SB 650 ~ CT Concerning Nondisclosure of Private Tenant Information HB 5184 ~ DE Computer Security Breaches HB 116 ~ FL Personal Identification Information/Unlawful Use HB 481 ~ GA Consumer Reporting Agencies SB 230 ~ GA Public employees; Fraud, Waste, and Abuse HB 656 ~ HI Exempting disclosure of Social Security numbers HB 2674 ~ IL Personal Information Protection Act HB 1633 ~ IN Release of Social Security Number, Notice of Security Breach SB 503 ~ LA Database Security Breach Notification Law SB 205 Act 499 ~ ME To Protect Maine Citizens from Identity Theft LD 1671 ~ MN Data Warehouses; Notice Required for Certain Disclosures HF 2121 ~ MO HB 957 ~ MT To Implement Individual Privacy and to Prevent Identity Theft HB 732 ~ NJ Identity Theft Prevention Act A4001/S1914 ~ NY A4254, A3492 [no title] ~ NV SB 347 [no title] ~ NC Security Breach Notification Law (Identity Theft Protection Act) SB 1048 ~ ND Personal information protection act SB 2251 ~ OH Personal information -- contact if unauthorized access HB 104 ~ RI Security Breach Notification Law H 6191 ~ TN Security Breach Notification SB 2220 ~ TX Identity Theft Enforcement and Protection Act SB 122 ~ VT Relating to Identity Theft HB 327 ~ VA Identity theft; penalty; restitution; victim assistance HB 872 ~ WA Notice of a breach of the security SB 6043 ~ EU Directive on Privacy and Electronic Communications 2002/58/EC ~ EU Directive on Data Protection 95/46/EC ~ US Department of Commerce EU Safe Harbor Privacy Principles ~ ...Consumer Interests in the Telecommunications Market Act No. 661 ~ Directive On Privacy And Electronic Communications 2002.58.EC ~ OECD Technology Risk Checklist ~ OECD Guidelines on...Privacy and Transborder Flows of Personal Data ~ UN Guidelines for the Regulation of Computerized



Are you going to break the “user experience”?



Do you have other content outside of SharePoint that needs to be managed?


The Ideal

Provide retention and control of archived business-relevant SharePoint contentHelp manage the growing number of outdated/orphaned SharePoint sites and contentShorten our backup windows and maintain performanceEnable centralized management & access for content from SharePoint






EMC CAPTIVA FOR MICROSOFT

SHAREPOINT



KAZEON



For Microsoft SharePoint

Operational Efficiencies

Information Governance

End-User Transparency

EMC SourceOne for Microsoft SharePoint


The Operational Value• To scale to 100s of millions of documents

customers need to distribute the data across several databases and sites – or “move” the

data


Enhanced scalability

Improved performance

Shorter backup


BLO

B H

andl

er

SourceOne

SharePoint

Metadata

Object

SharePointEnd-User

Metadata

BLOB

Reduce load on SQLReduce costs via tiered

storage

Leverage Microsoft’s preferred method for externalization

Maintain end-user experienceEnsure performance &

scalability

Big savings through Externalization


The Information Governance Value• To manage the 100s of sites and millions of documents

that are orphaned or inactive customers must ensure policies are in place for governing the content once it

has left SharePoint


Maintain retention & control

Litigation readiness

Content accessibility


Leverage the Power of SourceOneCentralized Information GovernanceSourceOne supports multiple content types for archival including Email & SharePoint

Centrally manage and administrate all archived content


Migrating to SharePoint 2010:A story of good housekeepingEMC SourceOne + Microsoft SharePoint 2010


Understand what you have using File Intelligence

What type of content do you

have?

When was the last time it was

accessed?


Create 3 Simple Buckets…

Active

Inactive

Delete

…Maintain Good Information Governance






EMC CAPTIVA FOR MICROSOFT

SHAREPOINT



KAZEON



SourceOneCity.com

EMC.com/Captiva

Summary


THANK YOU