senior solutions consultant june 21, 2012 opentext application governance & archiving for...

Senior Solutions Consultant

June 21, 2012

OpenText Application Governance & Archiving

for SharePoint

Stan Wood

Copyright © OpenText Corporation. All rights reserved.

Agenda

About OpenText Product Portfolio Overview OpenText, Microsoft Partnership Information Governance for SharePoint

What you should be asking… The Ideal

Solution Overview Discussion

Who is Open Text?

Founded 1991 Largest Independent ECM Vendor More than 3,500 staff globally The safe choice for your ECM strategy and investments Publicly Traded: NASDAQ, TSX FY2011: Revenue > $1 billion 23% Global Market Share

46000+ Customers

Consistent ECM market visionary

Copyright © Open Text Corporation. All rights reserved. Slide 3

History of Innovation

&First: ECM vendor to receive highest partnering honors from both SAP and Microsoft

Copyright © Open Text Corporation. All rights reserved. Slide 4

&First: SGML-aware search engine

&First: search-engine provider to Yahoo and Netscape

&First: to OEM Netscape’s Web Server for dynamically assembled HTML

&First: to develop archiving for SAP transactional content

&First: to deliver “integrated document management” that seamlessly integrated document management and workflow into collaborative spaces

&First: WYSIWYG web content management

&First: to treat real-time meetings as persistent collaborative content

&First: ECM vendor to develop SharePoint-based applications (i.e., not just Web parts)

&First: ECM vendor on SAP’s reseller price list

Content Sources

Shared and Local Drives

Digital Media

Mobility

Departmental Content Repositories

Premises or Cloud Based

SAP ECC

SAP Business Suite Apps

SAP NetWeaver

SharePoint Services

Exchange Services

SharePoint Server

Exchange Server

BPM

OT Collaboration

OCR/ICRForms

Automated Classifications

Records Management

Search

Metadata

Archive & Storage Management

OT MediaManagement

Integration Services

WEB ContentManagement

Portfolio: Enterprise Content Governance Cloud

ECM Cloud

http://www.kofax.com/





Archiving and RM Services for the Enterprise

Slide 6

Archiving Server provides certified and endorsed content and data archiving for SharePoint Exchange Lotus File System SAP

Massively Scalable

Enterprise Library

Copyright © Open Text Corporation 2009 - 2010. All rights reserved.

Single Instance Compression Encryption Search

Long term, close partnership

Microsoft Executive Sponsor:Jeff Teper, Corporate Vice President SharePoint

Dedicated Microsoft Business Unit, Executive Sponsor James Latham, CMO

Support across multiple products and Industries

Joint sales, product development & marketing

Open Text and Microsoft… Better Together!

70,000+ Microsoft ISV’s

150 Microsoft Global ISV’s

Selected by Microsoft as 1 of 30 Strategic ISV’s

Joint Product Activities

8

www.bettertogethercentral.com

SharePoint is here…

110,000,000+ 17,000+

70%Sources: “State of the ECM Industry 2011,” AIIM, March 2011; “Microsoft TechNet,” Microsoft, February 9, 2011

So what are we using SharePoint for?

Source: “SharePoint Industry Watch,” AIIM, July 2010

CO

NT

EN

T

Information Governance

ECM/Records

Management

Search/eDiscovery

Archival/Storage

Management

Source: “The Rise of Information Governance,” The451 Group, August 2009

InformationGovernance

Considering Information Governance for SharePoint?

How much content do you have?

What types of content do you have?

Can you maintain the experience?

What are your compliance requirements?

Who will be using SharePoint, and how?

How long do you plan on keeping your content? In SharePoint… In your company…

What version of SharePoint do you have?



Source: “The Digital Universe Decade – Are You Ready?,” IDC, May 2010

5 Exabytes

20 Exabytes

20112015

IDC research shows that enterprises are increasing the size and scope of their collaboration environments, with SharePoint emerging as a major driver of information growth.



1 Year… 63,000 Users… 6000 sites

2 Years Later 25,000+


@

What types of content do you have?


@

What types of content do you have?What content do you want to access?


Can you maintain the experience?


What are your compliance requirements?

HIPAASEC 17a

21 CFR Part 11

Sarbanes-Oxley

NARAFRCP

UETA

ISO 15489

UCC DoD 5015.2

VERS

MoReq

ANSI


Who will be using SharePoint, and how?

of SharePoint siteswithin an organization

are orphaned or inactive

25%


How long do you plan on keeping your content?

Source: “Gathering MOSS? Revealing SharePoint Opportunities and Cost,” InfoTrends, August 2009

Active Inactive

You need to ask yourself:Is SharePoint the most cost effective place to store inactive content long term?

23WARFIGHTER SUPPORT ENHANCEMENT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT

WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP

• Growth of unstructured content

• Inability to find and re-use relevant content

• Content fragmented across application and content silos

• Excessive time is spent on searching for information

• Need for long-term preservation and legal compliance

Enterprise Content Management Drivers

24WARFIGHTER SUPPORT ENHANCEMENT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT

WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIPWARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP

24

ECM benefits - save time/improve business efficiencies

• Certified solution adhering to U.S. DoD 5015.2

• Supports FIAR objectives, eDiscovery, research and business activities.

• Easier access to all records types (existing SAP archive, SharePoint documents, and MS Exchange)

• Architecture rationalization – simplified management & operations

• Migrating from highly customized application COTS architecture and scalability – OpenText tightly integrated with SAP and Microsoft

• Storage optimization through de-duplication and compression

What’s the Ideal?

Centralized Governance: Ensuring that all of your organizations content,

including SharePoint is managed centrally under a unified set of policies

Taking measures to ensure that SharePoint site creation is being managed and aligned to policy

Optimization/Performance: Redirecting active SharePoint content to optimize

SharePoint performance and meet back-up windows

Long Term Preservation Archiving old and inactive SharePoint content to off-

set storage costs and ensure compliance

End-user Transparency Making sure end-users have access to all content

through SharePoint Ensuring the “experience” is never affected

Lifecycle applications address compliance, litigation readiness, eDiscovery, and rising storage costs in accordance with your

information governance practices.

26

File System ArchivingLegal Content Management

Correspondence Tracking

Email Archiving/Mgmt.Email Monitoring

Application Governance & Archiving

Storage Services

Agenda

About OpenText Product Portfolio Overview OpenText, Microsoft Partnership Information Governance for SharePoint

What you should be asking… The Ideal

Solution Overview Discussion

AG&A for SharePoint – 3 functional areas

Web Parts and content specific SharePoint pages that allow users to search and work with Content Server items, including ERP, email, FSA.

Interactive and/or manual site retirement Deploy sites with predefined policies which utilize

OpenText Content Management features – RM, permissions, storage etc.

Architecture

Site Deployment Support for SharePoint

SharePoint Administrator Tools

Retention Policy

Metadata Mapping

Search

Auditing

Archiving

Project SitesScanning

Transparency

SharePoint Site Deployment Site Types/ Site Groups Deployment Console Execution Engine

Property Inheritance Automatic Document/Site

numbering CLM Integration

preconfigured in Site Profiles

Governance &

Compliance

Content Lifecycle Management for SharePoint

Slide 31

Document management

Content security

Records management

eDiscovery

Auditing

Archiving

Digital asset management

Scanning

Lifecycle

End User Tools

Copyright © Open Text Corporation 2009 - 2010. All rights reserved.

Lifecycle SharePoint Content Interactive/Automatic

Document Archiving Site Archiving Records and Information

Management

Content Server User Interface Browsing the Content Server Work in SharePoint with

Content Server items Search Content Server items

OpenText Site Deployment

What SharePoint offers out of the box Site Templates List Templates Content Types

What OpenText customers are requesting Automated/Simplified site creation process Automatically created sites should already have all needed

functionality, e.g. SharePoint Features, Document Libraries, folder strutures, security settings to support governance.

Collect and store metadata with SharePoint site Central place to keep track of all SharePoint sites in a farm

OpenText Site Deployment Provides

Site Metadata Define metadata structure for a new site Leveraging standard SharePoint Content Types

Site Types Generalized „Site Templates“ SharePoint Template + Feature Activation + Metadata Structure

+ Folder Structure + Lifecycle Workflows + Site Archive Profiles

Site Groups Site Types assigned; customizing Site Types Create/Manage sites per departement or business solution

Execution Engine Dynamic script actions for site creation

Solution

Define Site Metadata

Define Site TypesCreate Deployment

ScriptsCreate Site Groups

Site Deployment Console

Create Sites Manage Site

Lifecycle

Site Group

.

.

.

Deployed Sites

Define the behavior/lifecycle of SharePoint sites in the

Site Deployment console

Self Service for department-specific site creation (Site Groups)

Important content of outdated sites archived and sites deleted

automatically

Site Deployment Console

Sites with Metadata

Site Types, beyond Metadata

SharePoint Template

Metadata Schema Folder Plan Access Control Feature Activation Parent Site Archiving Profile Workflows for all

Lifecycle steps

Site Group Console

Benefits for SharePoint Administrators

Site creation can be completely automated, including approval workflows

Created sites already include OpenText functionality, no manual configuration after site creation

Sites with built-in lifecycle can be created Predefined steps discerning when a site can be destroyed are

set in place when the site is created

Important content archived before sites are automatically deleted

Deleted sites can be restored when needed

Business Issue

Managing Enterprise Records with one set of policies and schedules Ensure capture, preservation, and defensible disposition of

enterprise content stored in SharePoint One central Records Management program is needed for all

enterprise content

Adhering to external regulations and internal policies Intuitive and flexible classificiation of content Comply with worldwide standards and certifications

Litigation Readiness Being prepared for eDiscovery

Solution

Business content (records and non records) created in SharePoint is classified into the Enterprise Library

Interactive/automatic classification supported

Web Parts/SharePoint pages allow users to browse/search for business content (electronic and physical)

Enterprise Library

SharePoint

Classification of business content

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Benefits for SharePoint Users

Documents, folders, and sites can be classifiedFlexible classification, e.g., browsing classifications or pick list of recently used classificationsManage classified content in placeClassified content is automatically updated with

business specific metadata (content type mapping)

New SharePoint sites have already built-in Retention & Records Management functionality

Disposition process - Automatic deletion of orphaned links


Browsing/searching for electronic and physical Records from within SharePoint

Requesting, borrowing and creating flag for pickup on physical items.

Using SharePoint as a portal to access enterprise content

Business Issue

Accessing enterprise content through a SharePoint portal – e.g. intranet portal Content Server contains important enterprise content, is used as

corporate memory Browsing Content Server items Searching for Content Server items

Avoid content duplication by exposing enterprise content within SharePoint

Solution

Expose Content Server items with the Enterprise Library Web Part

Display other Content Server information with LiveReports (Generic Web Part)


Content Server items exposed in SharePoint portals in the same way as native SharePoint ItemsUploading/creating new content from within

SharePoint supportedFull page view for Content Server items availableContent Server functionality, e.g., version history, audit information, metadata information available

Exposing and managing business relevant emails in SharePoint

Business Issue

Standard Outlook®/Exchange/SharePoint does not provide Email Management capabilities like: Options to classify content Drag & drop from Outlook to SharePoint Email management assistant Tamper-proof and cost-effective long-term

storage Automatic PST Ingestion

Solution

Enterprise Library SharePoint

Capture emails, e.g. Enterprise Connect

Deploy SP Sites with access to managed emails

Email ArchivingEmail Management

Email Monitoring




Solution - Accessing managed emails in SharePoint


Users see managed emails in SharePoint together with other SharePoint content.

E.g., in a SharePoint site used for project management you can access all managed emails related to the project.

Email-specific properties, e.g., “From”, “Subject”, and “Received” are displayed.

Managed personal emails can be accessed from SharePoint “MySites”.

Managed emails can be copied into SharePoint document libraries or links can be created.

Decomissioning file shares while accessing and working with legacy content through

SharePoint

Business Issue

Microsoft recommends:Users should to stop working with File Shares and start

working with SharePoint Huge amounts of data on File Servers

Large percentage of content is duplicates Even if you migrate only a part of the documents to SharePoint,

this would be still a lot of data

In standard SharePoint it is cumbersome to store all this data: Potential need for many content databases Expensive SQL Server storage needed

Solution

File Server

Enterprise Library SharePoint

Archive(Move)

Deploy SP Sites withaccess to archivedFile System content





Users can still access their old file system content when they start working with SharePoint

New SharePoint sites already have access to the old file system content (no manual configurations needed)

Migrated file system content: Permissions still in place Original folder structures still in place

Users can copy needed documents/folders selectively into SharePoint document libraries or create links there

Storing SharePoint content on less expensive storage media

Business Issue

Standard SharePoint stores all document content inside the SharePoint SQL databases

Document I/O consumes a lot of SQL Server CPU and memory More expensive SQL Server hardware needed IT operations time & expense

A lot of expensive SQL Storage (SAN) required Database administration costs are higher

SQL Server Database

Solution

SQL Server Database

SharePoint

Enterprise Disk Systems

Open Text Storage ServicesOpenText Content Services

Benefits for SharePoint Administrators

Easier SharePoint Database Management Less Content Databases needed Shorter backup/restore times

Easier Site Collection Management The content of a single site collection can be any size No need to split up existing site collections

bettertogethercentral.com

Slide 62Copyright © Open Text Corporation 2009 - 2010. All rights reserved.

Southeast Water Marathon Oil Biomedical Systems Hydro One Baker Donelson et al PC Central Vermont Public

Service Georgia systems

Operations Company Forrester Report

Agenda

Discussion