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The popularity of Microsoft® SharePoint® across organizations in every industry has grown at a furious rate. Business users love the simplicity of it. IT enjoys the hands-off, self-service approach it enables for staff. Moreover, CIOs and CTOs like the fact that Microsoft SharePoint fits with the organization’s overall infrastructure. But the widespread attractiveness and adoption of SharePoint for collaboration comes with some challenges.

Organizations are beginning to realize that the very same reasons they like SharePoint – easy and self-serve site creation, straightforward content creation, improved collaborative work processes, productivity gains and the like – also contribute to the challenge of sound information governance, storage growth and cost, and encumbered site deployment and management.

Information governance, the unification of multiple disciplines such as records management, archiving, and eDiscovery, as well as the policies, procedures, processes, and controls for managing the lifecycle of business information, is a growing challenge for organizations and a consideration for many when deploying Microsoft SharePoint. The ability to ensure that Microsoft SharePoint falls within the organization’s information governance strategy is rapidly becoming a key driver of successful deployments.

Progressive organizations are seeking ways to include Microsoft SharePoint in their holistic Enterprise Content Management (ECM) strategy. Additionally, they are exploring solutions to execute a comprehensive information governance strategy for Microsoft SharePoint that enables them to balance the familiarity, intuitiveness, and “speed-to-collaboration” aspects of SharePoint with those of ensuring consistent corporate policies are observed and that IT and legal departments are able to minimize cost and mitigate risks while maximizing the value to the business.

In this way, they can capitalize on the advantages and opportunities presented by SharePoint while ensuring sound site deployment and management, that information governance policies are applied across all business content, and that existing investments in infrastructure are fully leveraged.

Enabling a holistic Enterprise Content Management strategyAs Microsoft SharePoint environments continue to expand – and the amount of business content the sites contain rapidly grows – the need to bring it under the umbrella of ECM becomes a priority. But making it possible for knowledge workers to access

OpenText Application Governance & Archiving for Microsoft® SharePoint®

Solution oVERViE WtoGE tHER, WE ARE tHE ContEnt E XPERtSECMSUITE2010

and leverage relevant content housed in other repositories, email inboxes, physical record stores, and even enterprise systems, such as SAP®, without leaving the Microsoft SharePoint interface is an escalating priority.

Not only does SharePoint content need to be brought under the control of various disciplines, including records management, archiving, and eDiscovery, but the need to take a holistic view of business content is critical for quicker decision making, improving efficiency, and driving productivity.

Organizations are seeking out ways to enhance the value and usage of Microsoft SharePoint by providing access to all enterprise content from within the interface. Moreover, being able to access content in the context of business processes is a driver for business today. Provisioning business applications that draw on existing ECM systems, enterprise applications, including SAP, email, file shares, physical records, and more, is seen as a competitive advantage. With it, organizations look to capitalize on the popularity of SharePoint while driving maximum value to the business by delivering on the promise of a truly holistic ECM strategy.

Ensuring compliance and sound information governance Microsoft SharePoint is used by departments throughout organizations to streamline collaborative processes and document-driven projects. This generates enormous volumes of content that must be managed in accordance with policies and regulations.

Operational costs, database growth, and storage matters aside, the unfettered propagation of SharePoint sites and content presents significant challenges for legal departments, CIOs, and IT professionals charged with delivering on sound information governance strategies and organizational compliance programs.

With mounting litigation across virtually every industry, an ever- changing regulatory landscape, and increased demands on IT resources and budgets, allowing SharePoint site growth to go unchecked is no longer a sustainable strategy.

Enterprises are investigating complementary solutions to Microsoft SharePoint that enable them to control storage and operational costs while ensuring that sound records management, archiving, eDiscovery, and other aspects of sound information governance are enforced. The ability to ensure that industry regulations and internal policies are complied with in full is also a key aspect of information governance and organizations are looking to avoid “standalone” solutions for compliance reporting to avoid increased cost and additional third-party solutions.

Content growth and infrastructure costsThe reputation of Microsoft SharePoint sites being ultra-easy to set up, and simple to use by teams for collaborative document management is well earned. The issue that many organizations are dealing with, however, is that this has led to the creation of thousands and even tens of thousands of sites that are often outside of IT control and left “abandoned” once they have run their course.

The ensuing database growth, additional server costs to keep up with the pace of site expansion, and overall impact on IT operations is of mounting concern to CIOs and IT administrators alike.

The proliferation of SharePoint sites not only represents hidden business and legal risk and costs from an information governance standpoint, but also compounds the issues of SharePoint archiving, storage costs, and infrastructure control.

To address the challenges, organizations are seeking out solutions that achieve the goal of maximizing their investments in Microsoft by taking full advantage of the popularity among knowledge workers and value delivered by SharePoint with that of satisfying the business requirement of lowering IT operational and infrastructure costs. Additionally, archiving capabilities that stem beyond simple “time stamping” are highly desirable. The ability to deliver “archiving in context” – with full auditability, “chain of custody,” and a metadata-driven approach is ideal for organizations looking to avoid challenges during eDiscovery or for regulatory compliance.

OpenText Application Governance & Archiving for Microsoft SharePointWorking in collaboration with Microsoft to jointly build advanced Enterprise Content Management solutions, OpenText offers a solution for organizations looking to make the most of their investment in Microsoft SharePoint and capitalize on the opportunities presented by: incorporating SharePoint into the organization’s information governance strategy, facilitating access to all content in the context of business applications and processes from within SharePoint, and having rich capabilities that deliver rapid site deployment, advanced site management, and a framework for provisioning tailored business applications.

OpenText Application Governance & Archiving for Microsoft SharePoint is the only solution that combines all content sources for a sound information governance strategy, sophisticated site deployment and management tools, a framework for provisioning native SharePoint business applications with built-in compliance, and the ability to integrate enterprise systems and other content sources in a single solution.

Site archiving and information governanceApplication Governance & Archiving for Microsoft SharePoint offers enhanced capabilities that stem far beyond the “lockbox” approach of applying a timestamp or “stub” in order to deliver archiving in context.

By enriching content and sites with full metadata, the archive has a complete “chain of custody” applied to it, enabling archived site searching and audits to support eDiscovery and compliance as well as facilitate sound information governance.

The solution provides organizations with the ability to satisfy departmental and knowledge worker demands for SharePoint while achieving goals of storage cost reduction, simplification of administration, streamlining operational expenditures – all while ensuring that requisite information governance policies are applied.

Solution oVERViE WtoGE tHER, WE ARE tHE ContEnt E XPERtSECMSUITE2010Visit online.opentext.com for more information about OpenText solutions. Corporation is a publicly traded company on both NASDAQ (OTEX) and the TSX (OTC). Copyright © 2011 by Corporation. OpenText, , and The Content Experts are trademarks or registered trademarks of Corporation. This list is not exhaustive. All other trademarks or registered trademarks are the property of their respective owners. All rights reserved. 11PROD0208EN

The information governance capabilities of Application Governance & Archiving for Microsoft SharePoint provide a complete approach for organizations without them having to seek out point solutions for each aspect. With records management certification across numerous international standards, including DoD 5015.02 STD, VERS, and MoReq, metadata and business rules-driven archiving capabilities, sophisticated tools for eDiscovery, and much more, the solution stands unmatched in its completeness.

Interoperability with existing infrastructureWith Application Governance & Archiving for Microsoft SharePoint, organizations can draw on existing investments in OpenText ECM Suite by leveraging it from within the SharePoint interface. Moreover, integration with SAP and other enterprise systems beyond “widgets” or extenders, and the ability to manage physical content and records within SharePoint, enables organizations to capitalize on revenue and productivity opportunities.

In sum, the solution provides a single solution for providing contextualized access to all business content for knowledge workers directly from SharePoint. In doing so, organizations eliminate training costs, drive efficiency, improve productivity, and lower operational costs associated with sophisticated content-driven processes and collaborative projects.

Simplified site deployment and management Application Governance & Archiving for Microsoft SharePoint provides a full set of capabilities to make rapid deployment of sites, administration, and SharePoint-based business applications extremely straightforward.

With advanced site templates for easy deployment, user-driven site configuration for self-service customization, delegated permissions to enable central management by IT with delegated control to local site administrators to minimize IT support requirements, and a host of other capabilities, the solution takes the burden of SharePoint environment control off of IT without sacrificing security, compliance, or overall goals for information governance and ECM strategy.

Finally, OpenText not only offers a framework for easy configuration of business applications but a range of tailored, ready-to-deploy applications, including Legal Content Management and Suspense Tracking.

Cost control featuresAs with any content-centric technology, storage and operational costs are going to be incurred as the solution expands. Microsoft SharePoint is no different. Database growth, upgrades, storage and hardware, operating systems, and other aspects of IT infrastructure are going to be impacted.

Application Governance & Archiving for Microsoft SharePoint helps organizations minimize these costs via an advanced set of capabilities and features to drive down the hardware and storage costs, database and operating system expense, and other elements impacted by the expansion of SharePoint environments. In fact, based on TCO studies, associated storage and database costs can be lowered by as much as 50 percent when Application Governance & Archiving for Microsoft SharePoint is deployed in tandem with Microsoft SharePoint.

A complete Enterprise Content Management solutionNo other solution offers the comprehensiveness of capabilities for establishing a holistic approach to ECM than Application Governance & Archiving for Microsoft SharePoint. OpenText draws on 20 years of experience and an exclusive focus on content management to offer a truly holistic ECM solution, grounded in the concept of delivering sound information governance while making the most of organizational investments in Microsoft SharePoint.

With the solution, organizations dramatically reduce infrastructure and operational costs associated with Microsoft SharePoint, can rapidly deploy SharePoint sites, control and manage the environment more easily, dramatically reduce storage and operational costs, and ensure the application of sound information governance.

With Application Governance & Archiving for Microsoft SharePoint, all business content from every source and system is accessible and leveraged from within SharePoint. Its ability to draw on content from any enterprise repository or system enables it to deliver on the promise of truly holistic Enterprise Content Management.