How does the Office 365 Revolution Impact Governance and ......66% of organizations are still...

Delivering the priorities and opinions of AIIM’s 155,000 community

Industry Watch

In Partnership with

How does the Office 365

Revolution Impact Governance and

Process Automation?

© AIIM 2018 www.aiim.org 2pageAIIM Industry Watch

ABOUT THE RESEARCH

As the non-profit association dedicated to nurturing, growing and supporting the information management community, AIIM is proud to provide this research at no charge to our members. In this way, the entire community can leverage the education, thought leadership and direction provided by our work. We would like these research findings to be as widely distributed as possible. Feel free to use individual elements of this research in presentations and publications with the attribution — “© AIIM 2018, www.aiim.org”. Permission is not given for other aggregators to host this report on their own website. Rather than redistribute a copy of this report to your colleagues or clients, we would prefer that you direct them to www.aiim.org/research for a download of their own. Our ability to deliver such high-quality research is partially made possible by underwriters, without whom we would have to use a paid subscription model. For that, we hope you will join us in thanking our underwriters:

KnowledgeLake6 CityPlace Drive, Suite 500, St. Louis, MO 63141g +1 314 898 0500g +1 314 898 0523 (Sales)f [email protected] www.knowledgelake.com

© AIIM 2018 www.aiim.org 3 page AIIM Industry Watch

Delivering the priorities and opinions of AIIM’s 155,000 community

Industry Watch

CONTENTSTABLE OF

ABOUT THE RESEARCH ...............................................................................................................2PROCESS USED AND SURVEY DEMOGRAPHICS ....................................................................................................4ABOUT AIIM .........................................................................................................................................................4ABOUT THE AUTHOR .............................................................................................................................................4

ABOUT THIS SURVEY ...................................................................................................................5

INTRODUCTION .........................................................................................................................6

1. HOW FAR IS ADOPTION OF THE OFFICE 365 STACK EXTENDING BEYOND EMAIL, AND WHAT ISSUES ARE ORGANIZATIONS CONSIDERING IN THIS DECISION? .................................................. 7KEY FINDINGS .....................................................................................................................................................7

2. WHAT FACTORS ARE INFLUENCING THE DECISION TO MIGRATE TO SHAREPOINT ONLINE — AND WHEN NOT TO? WHAT ISSUES ARE ORGANIZATIONS ENCOUNTERING IN THEIR MIGRATIONS? ..............................................................................................................9KEY FINDINGS ......................................................................................................................................................9

3. HOW ARE ORGANIZATIONS ADDRESSING GOVERNANCE QUESTIONS IN OFFICE 365 AND IN HYBRID ON-PREMISES/CLOUD ENVIRONMENTS? .......................................................11KEY FINDINGS ......................................................................................................................................................11

4. HOW ARE ORGANIZATIONS MAKING THE DECISION WHEN TO LEVERAGE MICROSOFT PROCESS AND GOVERNANCE CAPABILITIES VS BUYING 3RD PARTY SOLUTIONS? ......12KEY FINDINGS ......................................................................................................................................................12

DEVELOPED IN PARTNERSHIP WITH: .............................................................................................13K2 ........................................................................................................................................................................13

LOOKING FOR YOUR NEXT STEP? ...............................................................................................15

WHAT’S NEXT? ...........................................................................................................................16Certified Information Professional (CIP) ..............................................................................................................16


Here at AIIM, we believe that information is your most important asset and we want to teach you the skills to manage it. We’ve felt this way since 1943, back when this community was founded.

Sure, the technology has come a long way since then and the variety of information we’re managing has changed a lot, but one tenet has remained constant — we’ve always focused on the intersection of people, processes, and information. We help organizations put information to work.

AIIM is a non-profit organization that provides independent research, training, and certification for information professionals. Visit us at www.aiim.org.

About AIIM

PROCESS USED AND SURVEY DEMOGRAPHICS

John ManciniChief Evangelist and Past President of AIIM

About the author

John Mancini is the Chief Evangelist and Past President of AIIM. He is a well-known author and speaker on information management and digital transformation. As a frequent keynote speaker, John offers his expertise on Digital Transformation and the struggle to overcome Information Chaos. He blogs under the title Digital Landfill (http://info.aiim.org/digital-landfill), has more than 11,000 Twitter followers, 6,000 Linkedin followers, and can be found on most social media as @jmancini77. He has published more than 25 e-books, the most recent being:

n 2017: A Digitally “Transformative” Yearn The State of Intelligent Information Management: Getting

Ahead of the Digital Transformation Curven Information Privacy and Security: GDPR is Just the Tip of the

Icebergn From ECM to Intelligent Information Managementn 10 Strategies to Navigate the Shift from ECM to Content

Services

https://www.aiim.org/Resources/Research/Industry-Watches/2018/2018_May_2018-State-of-Intelligent-Information-Management

https://www.aiim.org/Resources/Research/Industry-Watches/2018/2018_May_2018-State-of-Intelligent-Information-Management


We value our objectivity and independence as a non-profit industry association. The results of the survey and the market commentary made in this report are independent of any bias from the vendor community.The survey was taken using a web-based tool in early October 2018. 57% of the survey participants were NOT associated with AIIM prior to taking the survey. A total of 254 individuals participated in the survey who met the initial screening criteria of having some organizational experience with SharePoint.

Key data points:

ABOUT THE SURVEY

n 41% of the participants are from Information technology/IT, 26% line of business and linked functions, and 25% from DM, CM, RM backgrounds.

n 71% of participants are from organizations with > 100 employees and 36% are from organizations with > 1000 employees. Respondents with <10 employees are not included in the results.

n 51% are from outside North America.n Largest segments are: high-tech (17%), following by government, energy, oil/

gas & mining; and manufacturing, aerospace & food

14%11% 11%

41%

6%3%

6%8%

Recordsmanagement

Document orcontent

management

Line ofbusiness

Informa�ontechnology/IT

Compliance Security Legal Other

Which is the best descrip�on of thedepartment in which you work?

How many employees work at your organiza�on?

Where is your organiza�on headquartered?

9%6%6%

17%6%

4%8%

9%3%

7%6%

7%5%

1%2%2%

4%

Government & Public Services - Local/StateFinance, Banking, Insurance

Government & Public Services – Na�onal/Interna�onalIT & High Tech

Educa�onNon-Profit, Charity

Manufacturing, Aerospace, Food, ProcessEnergy, Oil & Gas, Mining

ConsultantsEngineering & Construc�on

HealthcareRetail, Transport, Real Estate

Telecoms, Water, U�li�esMedia, Entertainment, Publishing

Document Services ProviderLegal and Professional Services

Other

Which of the following best describes the primarybusiness of your organiza�on?

US/Canada49%

UK/EMEA22%

Asia/Pacific/AuS/NZ24%

Central/SouthAmerica

5%

100 - 100035%

Over 100036%

10 - 10029%

14%11% 11%

41%

6%3%

6%8%

Recordsmanagement

Document orcontent

management

Line ofbusiness






9%6%6%

17%6%

4%8%

9%3%

7%6%

7%5%

1%2%2%

4%









Other


US/Canada49%

UK/EMEA22%



5%

100 - 100035%

Over 100036%

10 - 10029%

14%11% 11%

41%

6%3%

6%8%

Recordsmanagement

Document orcontent

management

Line ofbusiness






9%6%6%

17%6%

4%8%

9%3%

7%6%

7%5%

1%2%2%

4%









Other


US/Canada49%

UK/EMEA22%



5%

100 - 100035%

Over 100036%

10 - 10029%

14%11% 11%

41%

6%3%

6%8%

Recordsmanagement

Document orcontent

management

Line ofbusiness






9%6%6%

17%6%

4%8%

9%3%

7%6%

7%5%

1%2%2%

4%









Other


US/Canada49%

UK/EMEA22%



5%

100 - 100035%

Over 100036%

10 - 10029%


Introduction

There is something significant going on with Office 365:

n There are over 120 million Office 365 commercial monthly active users (ComputerWorld).

n The percentage of organizations running SharePoint Online rose from 22% in 2016 to 56% in 2017. At the same time, 66% of organizations are still running SharePoint Server 2013 and 40% are still running SharePoint Server 2010. 50% of organizations still use manual processes to enforce SharePoint governance (Survey of 450 organizations by Hyperfish, Sharegate, and Nintex).

n 58% of sensitive data in the cloud is stored in Microsoft Office documents (McAfee, Office 365 Adoption and Risk Report).

n More than half of all commercial (business) Office users are using Office 365 rather than standalone/perpetual Office. At some point in the company’s fiscal 2019, Microsoft is expecting two-thirds of its business Office customers will be using Office 365. (ZDNet).

All of which raises some interesting questions for information professionals that will be explored in this eBook:

1. How far is adoption of the Office 365 stack extending beyond email, and what issues are organizations considering in this decision?

2. What factors are influencing the decision to migrate to SharePoint Online — and when not to? What issues are organizations encountering in their migrations?

3. How are organizations addressing governance questions in Office 365 and in hybrid on-premises/cloud environments?

4. How are organizations making the decision when to leverage Microsoft process and governance capabilities vs buying 3rd party solutions?

During the course of this eBook, we have quoted excerpts from AIIM’s Implementing Information Management on SharePoint and Office 365 course. We strongly recommend that those who are new to Office 365 and SharePoint concepts take this course; it provides a solid grounding in core concepts.

THE OFFICE 365 REVOLUTION



1. How far is adoption of the Office 365 stack extending beyond email, and what issues are organizations considering in this decision?

Office 365 is a hosted, online, subscription version of the traditional installed version of Microsoft Office software. Office 365 commercial now has more than 135 million active users.

According to TechTarget, the core elements of Office 365 are:

n Office Suite (Word, Excel, PowerPoint, Outlook, OneNote, Publisher, Skype for Business, Access)

n Exchange Online (email, calendar, tasks)

n SharePoint Online (web portal for collaboration)

n Yammer (enterprise social networking)

n OneDrive for Business (cloud file storage)

n Planner (project management)

n Power BI (business intelligence)

n Delve (social document discovery)

n Video (a private video library)

n Sway (a tool for creating reports, presentations, and newsletters)

The desire for a hosted email solution has obviously been a huge driver for Office 365 adoption. But as the above list suggests, Office 365 is far more than just an email solution.

Of particular interest to the AIIM community is adoption of the cloud version of SharePoint. Delivering information management solutions on SharePoint can be challenging; there are so many options in SharePoint, and these options have increased with the explosive growth of the cloud version.

The data suggests that despite 120 million active commercial users, the adoption of the full set of Office 365 capabilities is just in the early stages.

Key Data Pointsn There is a dramatic shift occurring in the direction of SharePoint

Online and SharePoint 2019, but also a long tail of maintaining multiple versions.

n 1 in 3 organizations is maintaining at least 2 versions of SharePoint.

n 50% of respondents are on either the online version of SharePoint or the latest on-premises version of SharePoint.

n In the past 5 years, there has been a major change in receptivity to SharePoint in the cloud, and a corresponding decline in those resisting the cloud.

n Organizations continue to build upon rather than totally replace existing SharePoint versions.

n SharePoint continues to be viewed as a complement rather than as a total replacement for other ECM/DM systems.

n There is still much room for expansion of Office 365 capabilities; over 50% of organizations have very limited use of Flow, Stream, Planner, Yammer, and Teams.

n Almost 40% of organizations say their average user has little awareness of Office 365 capabilities.

72%

23%28%

13%8%

5%

SharePointOnline (Office

365)

SharePoint2019

SharePoint2016

SharePoint2013

SharePoint2010

SharePoint2007

Is your organiza�on using or planning to use any of these versionsof SharePoint? (please check as many as apply)

Is your organiza�on using or planning to use any of these versions ofSharePoint? (please check as many as apply)—yellow box = yes

SharePoint Online (Office 365) SharePoint 2019 SharePoint 2016 SharePoint 2013 SharePoint 2010 SharePoint 2007 Frequency

39% 11% 8% 7% 7% 5% 4% 3% 2% 2% 2% 2% 2% 1% 1% 1% 1% 1% 1%

17%

10%

22%

9%

20%

10% 11%

3%

10%

4% 5%

11%

24%

44%

Move everything to Microso�’s Office 365

Some contentstored on 365,majority on-

prem

Majority storedon 365, someretained on-

prem

Privatecloud/hybrid,

all provided bythird party (not

Microso�)

Hybrid ofprivate cloudand on-prem,

all administeredby us

Retaineverything on-prem for theforeseeable

future

Undecided/Noplans

What are your plans for SharePoint in the cloud?2018 2013

4%

37%

25%

12%

4%

19%

10%

48%

26%

8%

2%

7%

None One Two Three Four Don’t know

How many live versions of SharePoint are you suppor�ng?2018 2013

6%

15%19% 17%

22%

10% 11%8%

21% 20%

7%

29%

9%5%

It is our onlyECM system

It is our mainECM system

We useSharePoint forECM/DM but itis not our main

system

We have anumber of

unconnectedSharePoint

ECM/DMsystems

We useSharePoint forcollaborationsites and/or

intranet but notECM/DM

We have othersystems for

ECM/DM anddo not useSharePoint

We have noECM/DMsystems

How would you describe the use of SharePoint as an ECM/DM systemacross your organiza�on? Please choose the ONE answer that best fits.

2018 2013

64%

32%

25%

43%

22%

20%

25%

19%

19%

15%

21%

33%

29%

31%

23%

20%

19%

26%

20%

23%

5%

20%

34%

18%

31%

21%

14%

23%

18%

22%

10%

15%

12%

8%

24%

38%

42%

32%

43%

40%

Outlook/Exchange

OneDrive

OneNote

SharePoint

Teams

Yammer

Dynamics 365 integra�on

Planner

Stream

Flow

Which Office 365 capabili�es does your organiza�on currentlyuse, and how extensive is that use?

widespread use significant use pockets of use we don't use this

29%

34%

26%

11%

Completelyknowledgeable

Somewhatknowledgeable knowledgeable

Not very Not knowledgeableat all

How knowledgeable would you say the average user in yourorganiza�on is about the current capabili�es of Office 365?



72%

23%28%

13%8%

5%


365)

SharePoint2019

SharePoint2016

SharePoint2013

SharePoint2010

SharePoint2007




39% 11% 8% 7% 7% 5% 4% 3% 2% 2% 2% 2% 2% 1% 1% 1% 1% 1% 1%

17%

10%

22%

9%

20%

10% 11%

3%

10%

4% 5%

11%

24%

44%



prem


prem



Microso�)




future

Undecided/Noplans


4%

37%

25%

12%

4%

19%

10%

48%

26%

8%

2%

7%



6%

15%19% 17%

22%

10% 11%8%

21% 20%

7%

29%

9%5%




system

We have anumber of


ECM/DMsystems







2018 2013

64%

32%

25%

43%

22%

20%

25%

19%

19%

15%

21%

33%

29%

31%

23%

20%

19%

26%

20%

23%

5%

20%

34%

18%

31%

21%

14%

23%

18%

22%

10%

15%

12%

8%

24%

38%

42%

32%

43%

40%

Outlook/Exchange

OneDrive

OneNote

SharePoint

Teams

Yammer


Planner

Stream

Flow



29%

34%

26%

11%





72%

23%28%

13%8%

5%


365)

SharePoint2019

SharePoint2016

SharePoint2013

SharePoint2010

SharePoint2007




39% 11% 8% 7% 7% 5% 4% 3% 2% 2% 2% 2% 2% 1% 1% 1% 1% 1% 1%

17%

10%

22%

9%

20%

10% 11%

3%

10%

4% 5%

11%

24%

44%



prem


prem



Microso�)




future

Undecided/Noplans


4%

37%

25%

12%

4%

19%

10%

48%

26%

8%

2%

7%



6%

15%19% 17%

22%

10% 11%8%

21% 20%

7%

29%

9%5%




system

We have anumber of


ECM/DMsystems







2018 2013

64%

32%

25%

43%

22%

20%

25%

19%

19%

15%

21%

33%

29%

31%

23%

20%

19%

26%

20%

23%

5%

20%

34%

18%

31%

21%

14%

23%

18%

22%

10%

15%

12%

8%

24%

38%

42%

32%

43%

40%

Outlook/Exchange

OneDrive

OneNote

SharePoint

Teams

Yammer


Planner

Stream

Flow



29%

34%

26%

11%





72%

23%28%

13%8%

5%


365)

SharePoint2019

SharePoint2016

SharePoint2013

SharePoint2010

SharePoint2007




39% 11% 8% 7% 7% 5% 4% 3% 2% 2% 2% 2% 2% 1% 1% 1% 1% 1% 1%

17%

10%

22%

9%

20%

10% 11%

3%

10%

4% 5%

11%

24%

44%



prem


prem



Microso�)




future

Undecided/Noplans


4%

37%

25%

12%

4%

19%

10%

48%

26%

8%

2%

7%



6%

15%19% 17%

22%

10% 11%8%

21% 20%

7%

29%

9%5%




system

We have anumber of


ECM/DMsystems







2018 2013

64%

32%

25%

43%

22%

20%

25%

19%

19%

15%

21%

33%

29%

31%

23%

20%

19%

26%

20%

23%

5%

20%

34%

18%

31%

21%

14%

23%

18%

22%

10%

15%

12%

8%

24%

38%

42%

32%

43%

40%

Outlook/Exchange

OneDrive

OneNote

SharePoint

Teams

Yammer


Planner

Stream

Flow



29%

34%

26%

11%





72%

23%28%

13%8%

5%


365)

SharePoint2019

SharePoint2016

SharePoint2013

SharePoint2010

SharePoint2007




39% 11% 8% 7% 7% 5% 4% 3% 2% 2% 2% 2% 2% 1% 1% 1% 1% 1% 1%

17%

10%

22%

9%

20%

10% 11%

3%

10%

4% 5%

11%

24%

44%



prem


prem



Microso�)




future

Undecided/Noplans


4%

37%

25%

12%

4%

19%

10%

48%

26%

8%

2%

7%



6%

15%19% 17%

22%

10% 11%8%

21% 20%

7%

29%

9%5%




system

We have anumber of


ECM/DMsystems







2018 2013

64%

32%

25%

43%

22%

20%

25%

19%

19%

15%

21%

33%

29%

31%

23%

20%

19%

26%

20%

23%

5%

20%

34%

18%

31%

21%

14%

23%

18%

22%

10%

15%

12%

8%

24%

38%

42%

32%

43%

40%

Outlook/Exchange

OneDrive

OneNote

SharePoint

Teams

Yammer


Planner

Stream

Flow



29%

34%

26%

11%





72%

23%28%

13%8%

5%


365)

SharePoint2019

SharePoint2016

SharePoint2013

SharePoint2010

SharePoint2007




39% 11% 8% 7% 7% 5% 4% 3% 2% 2% 2% 2% 2% 1% 1% 1% 1% 1% 1%

17%

10%

22%

9%

20%

10% 11%

3%

10%

4% 5%

11%

24%

44%



prem


prem



Microso�)




future

Undecided/Noplans


4%

37%

25%

12%

4%

19%

10%

48%

26%

8%

2%

7%



6%

15%19% 17%

22%

10% 11%8%

21% 20%

7%

29%

9%5%




system

We have anumber of


ECM/DMsystems







2018 2013

64%

32%

25%

43%

22%

20%

25%

19%

19%

15%

21%

33%

29%

31%

23%

20%

19%

26%

20%

23%

5%

20%

34%

18%

31%

21%

14%

23%

18%

22%

10%

15%

12%

8%

24%

38%

42%

32%

43%

40%

Outlook/Exchange

OneDrive

OneNote

SharePoint

Teams

Yammer


Planner

Stream

Flow



29%

34%

26%

11%





72%

23%28%

13%8%

5%


365)

SharePoint2019

SharePoint2016

SharePoint2013

SharePoint2010

SharePoint2007




39% 11% 8% 7% 7% 5% 4% 3% 2% 2% 2% 2% 2% 1% 1% 1% 1% 1% 1%

17%

10%

22%

9%

20%

10% 11%

3%

10%

4% 5%

11%

24%

44%



prem


prem



Microso�)




future

Undecided/Noplans


4%

37%

25%

12%

4%

19%

10%

48%

26%

8%

2%

7%



6%

15%19% 17%

22%

10% 11%8%

21% 20%

7%

29%

9%5%




system

We have anumber of


ECM/DMsystems







2018 2013

64%

32%

25%

43%

22%

20%

25%

19%

19%

15%

21%

33%

29%

31%

23%

20%

19%

26%

20%

23%

5%

20%

34%

18%

31%

21%

14%

23%

18%

22%

10%

15%

12%

8%

24%

38%

42%

32%

43%

40%

Outlook/Exchange

OneDrive

OneNote

SharePoint

Teams

Yammer


Planner

Stream

Flow



29%

34%

26%

11%







2. What factors are influencing the decision to migrate to SharePoint Online — and when not to? What issues are organizations encountering in their migrations?

Per AIIM’s Implementing Information Management on SharePoint and Office 365 course:

One of the big decisions that need to be made when working with SharePoint is where it will be hosted. Will it be hosted internal to your organization or available online via Office 365?...

Perhaps the most compelling reason to deploy SharePoint on-premises is to have access to every customization option available. On-premises servers allow for custom developed code on-server and solutions that aren’t available for the online version…

On the other side, online solutions mean no upfront costs to purchase a server and install the software and no need to perform maintenance functions. This is particularly true of patching, which happens automatically. Online also offers the ability for external third parties to share your information — when authorized. All of the integrations to third party identification providers means you don’t have to manage passwords for external users. Finally, SharePoint Online has functionality, due to the Office 365 integration, which will never be available in the on-premises product.

Key Data Pointsn 47% of organizations say that at least 60% of their organization’s

unstructured content is housed in SharePoint repositories.

n 46% are actively planning migration of their SharePoint content to the cloud.

n 57% have security or control concerns about SharePoint cloud migration.

n On average, there is no single clear reason for the SharePoint cloud migration decision.

n 57% of organizations planning a migration from other repositories into Office 365…and getting rid of file share chaos and shifting SharePoint repositories from on-premises to the cloud are core reasons for the Office 365 migration.

n The most likely strategy as on-premises versions of SharePoint go out of support is to move these repositories to Office 365.

n On average, 46% of an organization’s sensitive documents (that is, documents containing personally identifiable information/PII or documents needed for business, regulatory, legal, or intellectual property purposes) are contained in Office documents.

16%

29%

21%

14%

19%

81-100% 61-80% 41-60% 21-40% 1-20%

What is your best es�mate of the percentage of your organiza�on’sunstructured informa�on and content that is housed in SharePoint

or Office 365 repositories (vs. other content repositoriesor business applica�ons)?

25%

32%

25%

16%

21%19%

11%

We’re planning a migra�on

Securityconcerns

Controlconcerns

No budget We are in theprocess of amigra�on

No businessjus�fica�on

No �me

What is keeping you from moving your on-premises SharePointdeployments to the cloud? (check as many as apply)

17.916.8

11.4

18.8 18.6

16.5

Reduce contentfragmenta�on

Improvecompliance

Integrateinforma�on

from a mergeror acquisi�on

Reduce clu�erand confusionin the contentenvironment

Reduce cost Reduce totalnumber of

systems

Why is your organiza�on migra�ng into Office 365?

29%

25%

31%

25%

51%

25%

31%

37%

Legacy ECM system(s)

Legacy ERM system(s)

Line of business applica�ons

SaaS applica�ons

File shares

Web Content Management system

File sync and share solu�on

On-premises SharePoint repositories

From which repositories are you migra�ng content and documentsINTO Office 365/SharePoint Online? (check as many as apply)

45%

25%

28%

37%

27%

31%

12%

20%

25%

6%

28%

16%

We will migrate this on-premcontent into Office 365.

We will just leave this on-premcontent where it is.

We will migrate this on-premcontent into other repositories.

Microso� has announced end dates for on-premises SharePoint support. When this happens, you will need to do SOMETHING with this content.

How likely are you to do each of the following? Very likely Likely Somewhat likely Very unlikely



16%

29%

21%

14%

19%

81-100% 61-80% 41-60% 21-40% 1-20%



25%

32%

25%

16%

21%19%

11%


Securityconcerns

Controlconcerns



No �me


17.916.8

11.4

18.8 18.6

16.5


Improvecompliance





systems


29%

25%

31%

25%

51%

25%

31%

37%




SaaS applica�ons

File shares





45%

25%

28%

37%

27%

31%

12%

20%

25%

6%

28%

16%






16%

29%

21%

14%

19%

81-100% 61-80% 41-60% 21-40% 1-20%



25%

32%

25%

16%

21%19%

11%


Securityconcerns

Controlconcerns



No �me


17.916.8

11.4

18.8 18.6

16.5


Improvecompliance





systems


29%

25%

31%

25%

51%

25%

31%

37%




SaaS applica�ons

File shares





45%

25%

28%

37%

27%

31%

12%

20%

25%

6%

28%

16%






16%

29%

21%

14%

19%

81-100% 61-80% 41-60% 21-40% 1-20%



25%

32%

25%

16%

21%19%

11%


Securityconcerns

Controlconcerns



No �me


17.916.8

11.4

18.8 18.6

16.5


Improvecompliance





systems


29%

25%

31%

25%

51%

25%

31%

37%




SaaS applica�ons

File shares





45%

25%

28%

37%

27%

31%

12%

20%

25%

6%

28%

16%






16%

29%

21%

14%

19%

81-100% 61-80% 41-60% 21-40% 1-20%



25%

32%

25%

16%

21%19%

11%


Securityconcerns

Controlconcerns



No �me


17.916.8

11.4

18.8 18.6

16.5


Improvecompliance





systems


29%

25%

31%

25%

51%

25%

31%

37%




SaaS applica�ons

File shares





45%

25%

28%

37%

27%

31%

12%

20%

25%

6%

28%

16%







3. How are organizations addressing governance questions in Office 365 and in hybrid on-premises/cloud environments?


SharePoint supports basic retention rules including the ability to delete an item or move it to the recycle bin; however, the real power of SharePoint retention is in the ability to run workflows as a part of the retention policy. In fact, SharePoint supports the implementation of a multi-stage retention policy where some actions are taken at one time and different actions are taken at a different time. SharePoint allows for retention to be established either based on content types or by library and folder.

Records are granted special status inside of SharePoint. Not only do they typically have a retention schedule — even if it’s infinite — they are protected from changes. For a given content type there are actually two retention schedules — one for records and one for non-records. Records, once declared, enjoy a different legal status than other documents in the system, and therefore deserve some special attention, which this section provides.

So how deeply are users tapping into the governance capabilities of Office 365, and how far along are they in their journey to automate governance? The data suggests there are still many organizations that have yet to fully understand the governance capabilities of Office 365.

Key Data Pointsn Organizations are beginning to realize that SaaS adoption

carries with it an increase in isolated information silos and compliance concerns.

n For nearly 50% of organizations, SharePoint governance is still largely a manual process.


37% 39% 18% 4% 3%

Agree or disagree: "Storing the informa�on and documents associatedwithin individual processes directly within isolated SaaS applica�ons

creates informa�on silos and raises compliance concerns."

Strongly agree Agree

Neither agree nor disagree Disagree

Strongly Disagree

9%

23% 24%

13%12%

19%

9%

21% 21%

16%15%

17%

81-100% 61-80% 41-60% 21-40% 1-20% 0%

What % of governance is performed automa�cally?SharePoint online only all SharePoint

37% 39% 18% 4% 3%

Agree or disagree: "Storing the informa�on and documents associatedwithin individual processes directly within isolated SaaS applica�ons

creates informa�on silos and raises compliance concerns."

Strongly agree Agree

Neither agree nor disagree Disagree

Strongly Disagree

9%

23% 24%

13%12%

19%

9%

21% 21%

16%15%

17%

81-100% 61-80% 41-60% 21-40% 1-20% 0%

What % of governance is performed automa�cally?SharePoint online only all SharePoint



4. How are organizations making the decision when to leverage Microsoft process and governance capabilities vs buying 3rd party solutions?


SharePoint has a broad set of features, but not every possible feature that every conceivable project might need. It’s best to think of SharePoint as generally sufficient for most situations with extension points that allow you to plug in customizations and code necessary to close the gap and deliver solutions. Said differently, SharePoint follows the Pareto rule — it delivers 80% of the features that 80% of organizations need, and creates the ability to fill the gap with customization, custom development, or third parties.

Many third parties have released add-ins for SharePoint that extend the product without the need for custom code. These solutions improve existing functionality or provide functionality where SharePoint has none.

Key Data Pointsn Expanding user adoption, change management, broader

process integration, and governance remain key SharePoint issues.

n 3rd party add-ons remain important, but the reason for deploying them has shifted from fixing SharePoint shortcomings to enhancing core functionality.

41%

20%

30%

23%

14%

17%

35%

33%

19%

25%

16%

8%

Persuading users to manage andshare their content in SharePoint and not elsewhere

Maintaining and upgrading our customiza�ons

Achieving uniformity ofclassifica�on and metadata structures

The user interface is s�ll difficult

Keeping up to date with version upgrades

Managing mul�ple content types

Expanding the use of SharePointfor more business processes

Aligning governance, securityand usage policies with other enterprise apps

Strategic decisions on integra�onwith social, mobile and cloud

Managing rapidly increasing storage volumes

It’s too complex to manage and enhance

All of the above

What are the biggest ongoing issues for SharePointin your organiza�on? (Maximum FOUR)

31%

22%

16%

10%

6%

14%

20%

31%

13%

8%

3%

25%

They con�nueto greatlyenhancestandard

func�onality

S�ll required tofix

shortcomings

Required lessand diminishing

over �me

Not needednow

Not everneeded by us

Don’t know or N/A

As Microso� con�nues to expand its SharePoint and Office 365feature set, what are your views on the use of 3rd party add-ons?

2018 2013

41%

20%

30%

23%

14%

17%

35%

33%

19%

25%

16%

8%

Persuading users to manage andshare their content in SharePoint and not elsewhere

Maintaining and upgrading our customiza�ons

Achieving uniformity ofclassifica�on and metadata structures

The user interface is s�ll difficult

Keeping up to date with version upgrades

Managing mul�ple content types

Expanding the use of SharePointfor more business processes

Aligning governance, securityand usage policies with other enterprise apps

Strategic decisions on integra�onwith social, mobile and cloud

Managing rapidly increasing storage volumes

It’s too complex to manage and enhance

All of the above

What are the biggest ongoing issues for SharePointin your organiza�on? (Maximum FOUR)

31%

22%

16%

10%

6%

14%

20%

31%

13%

8%

3%

25%

They con�nueto greatlyenhancestandard

func�onality

S�ll required tofix

shortcomings

Required lessand diminishing

over �me

Not needednow

Not everneeded by us

Don’t know or N/A

As Microso� con�nues to expand its SharePoint and Office 365feature set, what are your views on the use of 3rd party add-ons?

2018 2013


DEVELOPED IN PARTNERSHIP WITH:

KnowledgeLake

Businesses have used KnowledgeLake solutions to extend the capabilities of their SharePoint implementations, making those deployments fully functional ECM systems since 2003.

Today, KnowledgeLake is focused on outfitting Office 365 companies with consumer-like content services in the cloud, certified for Microsoft’s multiple repositories and document platforms. From migration to capture and processing to storage, the KnowledgeLake platform was designed to enforce governance and enhance search and integration within the document management process.

With the KnowledgeLake cloud platform, users can automatically process massive amounts of content from any application or device, classify the documents using machine-learning technology, extract index tags and metadata, and deliver the processed data to both a line of business application and content repository in a structured manner, based on each organization’s governance rules.

The open platform leverages KnowledgeLake’s robotic process automation tool to facilitate content processing along the entire path from receipt to storage. While Office 365 companies remain a core part of its business, KnowledgeLake has extended its platform to help organizations no matter the repository and offers a single user experience for content onboarding.

By connecting their most valuable assets—their people and their data— KnowledgeLake helps Office 365 clients become adaptive enterprises.

For more information, visit:

www.knowledgelake.com

Delivering information management solutions on SharePoint can be challenging. There are so many options in SharePoint. In this course, you’ll learn how to take your information management knowledge and apply it to SharePoint in ways that make it easy to use today and adaptable to the needs of tomorrow. The course is ideal for anyone who needs to build information management solutions on SharePoint. Developed by 15-time Microsoft MVP Rob Bogue, this highly interactive course is applicable across all industries. Whether you’re an ECM expert from another platform or new to information management, you’ll find out how to make it real in this practical course. Practical labs have you building the same kinds of term sets, hierarchies, workflows, records retention rules, and other components that you will need to deliver back in your organization. Instruction interspersed with labs allow you to connect what you know to what you’ll need to do to be successful.

For further information click here

ImplementingInformation Management

on SharePoint and Office 365

https://www.aiim.org/Education-Section/Deep-Dives/Deep-Dive-IIM-SP

LOOKING

FOR YOURNEXT STEP?

Do you have a question about this research? Would you like to discuss these findings with other members of AIIM?

CLICK HERE TO JOIN THE ONLINE DISCUSSION

http://community.aiim.org/office-365-2018

Here at AIIM, we believe that information is your most important asset and we want to teach you the skills to manage it. We’ve felt this way since 1943, back when this community was founded.

Sure, the technology has come a long way since then and the variety of information we’re managing has changed a lot, but one tenet has remained constant. We’ve always focused on the intersection of people, processes, and information. We help organizations put information to work.

AIIM is a non-profit organization that provides independent research, training, and certification for information professionals.

© 2018

AIIM8403 Colesville Road, Suite 1100Silver Spring, MD 20910, USA +1 301 587 8202 www.aiim.org

AIIM EuropeOffice 1, Broomhall Business Centre,Worcester, WR5 2NT, UK+44 (0)1905 727600www.aiim.org

What’s Next?The CIP Can Help You and Your Organization Navigate the World of IIM.

Now is not the time to wait on your Digital Transformation initiative. IIM practices and methodologies are critical to your success, and AIIM can help. Digital disruption calls for digital leaders with the skills and experience to optimize information assets and transform business. Become that leader now through AIIM’s Certified Information Professional (CIP) program.

AIIM worked with industry experts and focus groups to define the body of knowledge necessary for information professionals understand core IIM practice areas and methodologies, built a certification and test based upon this body of knowledge that is available at locations around the world, and created a set of training courses and materials to help information professionals prepare for the examination.

The path to CIP should be fairly simple for information practitioners who already have expertise and work experience. AIIM has a number of resources that can help practitioners at all levels prepare to become a Certified Information Professional:

n CIP Data Sheetn CIP Exam Outlinen CIP Study Guide (free to professional members;

nonmember fee is $60 USD) n AIIM Training Coursesn Online CIP Prep Coursen In-Person CIP Prep Classesn Practice Exam

CIPs reflect a more integrated, more holistic view of information management. Changes in one process, technology, or practice invariably affect others in the organization. CIPs are able to see the forest and the trees and understand and plan for these outcomes. Because of this, CIPs will identify and understand changes that could cause compliance issues, thereby reducing liability.

Organizations that manage their information more effectively enjoy reduced costs, faster time to market, increased revenues and cash flow, and increased business agility. CIPs are uniquely positioned to help organizations achieve these benefits because they understand the interactions between different information intensive processes and activities.

http://www.aiim.org/certification

http://www.aiim.org/certification

http://www.aiim.org/~/media/AIIM-Real-Files/CIP/AIIM-CIP-DataSheet.pdf?la=en

http://www.aiim.org/~/media/AIIM-Real-Files/CIP/CIP%202016%20Exam%20Outline.pdf?la=en

http://www.aiim.org/Resources/Toolkits/How-to-Prepare-CIP-Exam

http://www.aiim.org/training

http://www.aiim.org/Education-Section/Deep-Dives/Deep-Dive-CIP

http://www.aiim.org/Education-Section/Public-Classes/In-Person-List-Page?sorttype=dateasc&refinements=eedb3694b45344108ffb6c1da4261c41&page=1

https://www.proprofs.com/quiz-school/story.php?title=mtu5mdu5mai7t0

How does the Office 365 Revolution Impact Governance and ......66% of organizations are still...

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