solving content chaos with adhere for alfresco
TRANSCRIPT
Solving Content Chaos
CIO–Operational to Strategic Best Practices
Foundational
Stable, Secure, Efficient
Operational
Agile, Global, Growth
Transformational
Optimized, Big-Data Intelligence
StrategicCompetitive Advantage, Innovation
Business Value Delivered
25% of external
development spend and
50% of IT spend will
be on cloud, mobile,
social and analytics in
the next 4 years
IT Pressure Driven by Content Trends
By 2020 Digital
Universe increases by
10 times from 4.4ZB to 44ZB
43% of Digital
Universe needs
protection, but 52%doesn’t have it
Today > 50% of
knowledge workers use
an average of 3
Devices to create
content
• Content Chaos: IDC: The Digital Universe of Opportunities: Rich Data and the Increasing Value of the Internet of Things April 2014
• Apps: Predicts 2013: Business Impact of Technology Drives the Future Application Services Market – 2012
• Cloud & Apps: IDC THE DIGITAL UNIVERSE IN 2020: Big Data, Bigger Digital Shadows, and Biggest Growth in the Far East December 2012 By John Gantz and David Reinsel
• BYOD: Info Workers Will Erase The Boundary Between Enterprise And Consumer Technologies – A BT Futures Report 2012
The Unfortunate History of ECM
Cost & Complexity
Failure to achieve
timeline and budget
goals. They take
much longer and
cost more than
originally planned
Business Value
Projects don’t have
high visibility to
senior
management, don’t
drive ROI or
improve top-line
profit, and aren’t a
strategic driver for
the business
Legacy of Project Failures
User Adoption
Failure to garner
adoption more than
50% of the time
AIIM: 8 Reasons Why ECM Implementations Experience High Failure Rates, and What to Do About It May 25, 2010 by John F. Mancini
Cloud Sync & Share
Users Need Something that Works
Rampant3%
Increasing27%
Minor24%
Have "official" cloud-based
option 5%
We prevent them from doing so
19%
Quite likely, but I have no evidence
22%To what extent do you THINK
your users or managers are
bypassing on-premise content
management in an ad-hoc
way?
3/26/2015 Company Confidential, Do Not Distribute 10
Chaos Defined: Cloud & On-Prem Architecture
Case Study: Corporate Legal
Where We Started:
Millions of Documents in Email &
Shared Drives
Productivity & Security Concerns
Tried Buying & Building
Case Study: Corporate Legal
What We Delivered:
Role-Based Views (Matter Management)
Email & Office Integration +
Workflow Automation
Migration of Millions of Files
Who is Zia?
EST.
200
3Boulder,
CO
Critic
alNot
Casual
Controlling Chaos
+
Delivering Rapid ROI
Process &
Integratio
nOpenPlatforms
Content People
Experienced Partnerships A d h e r e & A c c e l e r a t e
Reduce the Risk
Thousands of Hours of IP
Pre-Existing Integrations
Vertical/Department Focused
Deliver Results
Zia Delivery
Methodology
Architecture & Project Management
User AND Executive Involvement
Quick Wins Initial Consulting
Engagements
(ICE)
Where We Work
Solving SharePoint: Adhere for Alfresco
Adhere: Consolidated Content Management
Integration &
Synchronizati
on
Automated
Workflow
Embedded
Classification
Universal
Content
Security
Federated
Search
Records
Management
OUR TOOLBOX
Identification
Our Pillars of Success
Automation
Control
Forensic Discovery
Intelligent Classification
Simple + Smart ECM
Identification
Case Management
Business Process
Management
Application Integration
Document Assembly
Automation
Control
Hybrid Platform
Enterprise-Class
Universal Content Security
Records Management
Solving SharePoint: Adhere for Alfresco
Content Chaos
Our employees demandSharePoint…
but we need an ECM system for
governance, security, and
business process
Solving SharePoint
AIIM 2015 SharePoint Survey
93%of organizations
use SharePoint
And…
Over
75%still have a
“strong commitment” to
SharePoint
However….
Only
11%of respondents
see their deployment as a
success
The Facts
Only
30%use SharePoint for Document Management
Only
11%use SharePoint
for Records Management
Only
6%have true
“Federated Search”
+
Managing Content Online in Office, Exchange, and Lync + SharePoint
A Cloudy Future
Government Mortgage Legal Insurance
Plan to have at
least some
content in
SharePoint Cloud
34%
Don’t
(either on-prem or
private cloud)
26%
Are Undecided
36%
SharePoint Online
Security
Concerns:
95%
Governance
Concerns:
95%
Integration
Concerns:
90+%
But Major Concerns Exist…
Why Not SharePoint as Your Enterprise CMS?
SCALE
Per Microsoft:
• Synchronization Limit - 1800 Documents
• Max 5000 Users• Max 10 Concurrent
Editors
UPGRADE
Per Gartner:
“SharePoint upgradedoesn't seems tohave got any easierwith 2013, and in factthings seemed tohave gotten muchworse.”
-Gartner Report "SharePoint 2013"
AUTOMATION
Per Microsoft Technet:
• Complex Workflow Requires Third-Party Tools
• Max 15 Workflows Run Concurrently Against Content DB
Why Not SharePoint as Your Enterprise CMS?
PROVISIONING
Lacks:
• Advanced Site Creation
• Configuration• Rule-Based
Provisioning
ARCHIVINGLacks:
• Site Archival• Decommissioning
Functionality• Advanced Storage
Optimization Capabilities
COMPLIANCE &
SECURITYLacks:
• Automation (Users won’t do it)
• Governance Controls
• Security Controls
REALIT
Y
Legal Costs & Risk
Records Management
Doubles Cost
Maintenance Costs Double
Storage Costs Double
Adoption Decreases
Hidden Cost & Risk with SharePoint OnlyCut Additional ECM Costs & Move Forward with SharePoint Only Initiative
Failed Functional & Operational Strategy:
As it relates to cloud, mobile, information
governance, user adoption, higher TCO, and
lower ROI
SharePoint as Standalone Enterprise
CMS
What Keeps You Up At Night?
Real Use Case:
Leading Pharma Manufacturer
70,000 SharePoint Sites
54 x $1 Billion Problem
Adhere: Consolidated Content Management
Integration &
Synchronizati
on
Automated
Workflow
Embedded
Classification
Universal
Content
Security
Federated
Search
Records
Management
OUR TOOLBOX
The Too l s You Use
T o d a y
All About Adoption
+
Adhere Solution Architecture
Modular software is
highly adaptable
Easily configure one or
many connectors
Simple integration of
additional solutions to
work with connectors
SharePoint + Workflow
SharePoint + Alfresco Activiti
Activiti Enterprise
40%struggle with
SharePoint
Workflow
#1 Response
54%use workflow/BPM
enhancements with SharePoint
Lack of BPM Functionaliti
esis still a major
issue
Auto Classification & Validation
Modern,
Open,
Intelligent
Document
Capture
In-Process
Capture(Ephesoft Web Services)
Mobile
Capture
Automatic Content Security
Casual Content
Confidential (PII/PMI)
Secret
Top Secret
Turn SharePoint
Into a Powerful
SEARCH
TOOL
Search Across
MULTIPLE
REPOSITORI
ESFrom One
Location
Federated results
lists allow
DIRECT
INTERACTIO
Nwith content
using native
repository
functions
Federated Search for SharePoint
Solving Content Security
Everyone’s a Records Manager…
And Nobody Knows It!
SharePoint + Records Management
Only
13%Say SharePoint
Aligns With Their Information Governance
Policies
Only
11%Use SharePoint
for Records Management
The Two Worlds of ECM
Get Work Done Governance
Content Creators Records Managers
DispositionAudit
SecurityArchive
Destruction
Put Another Way: The RM Continuum
CreateEditFind
VersionWorkflow
Collaborate
Everyone’s a Records Manager and
Nobody Knows It
SharePoint + Alfresco RM
Simple Collaboration Meets Enterprise Governance
Automated Archiving From SharePoint
Business Process/“Event-Driven” RM
Enterprise Integration – ERP, CRM, HCM
Easy RM: Alfresco Records Management
Alfresco RM In-Place Records Management
Intelligent File Plan
Automated Declaration
DoD 5015.2 Certification
Advanced Workflow
Retention, Disposal, Legal Holds…
In-Place Records Declarations
Easy RM
Intelligent File Plan
Dynamic Creation &
Filing
Rules for Filing
Records
Auto-Create Records
Folders
Automated Filing &
Declaration
Location Change
Attribute Change
Content Chaos
Automated Document Processing With Accelerate
People + Paper
Loans, Claims, Benefits, Applications
COSTCONFIDENTIALI
TY COMPLIANCE
CUSTOMER/CONSTITUENT
SATISFACTION
4 Cs
Accelerate: Document Processing For Your Process
Application
Integration
Advanced
Workflow/BP
M
Capture
Anywhere
Universal
Content
Security
Case
Management
Actionable
Analytics
OUR TOOLBOX
What’s Next?
Assessment/Health Check
SharePoint + Alfresco Modeling
Intelligent Migration
Learn More – ziaconsulting.com/resources
Webinars & Videos
Data Sheets & Brochures
Case Studies
Questions?