Kollabria tour 2012 1

0 Information Management for Everyone

Extend SharePoint:

Content Governance and Records Mgmt.

Mike Alsup

SVP & Founder

November 12, 2012


Today’s Agenda

Introduction

Content Governance & Records Management Business Challenges

Content Governance & Records Management Technology Challenges

Case Studies

SharePoint 2010 & SharePoint 2013

Q & A

1

2

3

4

5

6


Alsup Frame of Reference

• 35 Years as ECM/RM Consultant/Integrator

– Accenture, Booz, Allen, BSG, Align Solutions / Luminant, Gimmal

– 1980 career goal: help clients move from paper-based to automated document mgmt. processes

– Assumption: this was beyond the span of my career

– Last five years focused on SharePoint as ENTERPRISE ECM & RM Platform

– www.gimmal.com for information on Gimmal

– Alsup blog – www.akqj10.com (ace, king, queen, jack, ten)

– Alsup blog – www.aiimcommunities.org ERM, SharePoint Communities

• AIIM Involvement

– Southwest Chapter Programs VP (1991-97, 2000-09), President (1997-2000)

– International Board Member (1999 – 2001, 2007 – 2010)

– AIIM Conference Committee Member (1995-2000, 2004-2007), Chair – 2000

– Accreditation/Education Committee Member (1997-2011)

– EmTAG Member (1998 – 2011), Chair (2004 – 2006)

• AIIM SharePoint Course

– We built it. We are proud of it. We are certifying our entire team

http://www.gimmal.com/

http://www.akqj10.com/

http://www.aiimcommunities.org/


Gimmal is a SharePoint Solutions Company

ERP-Link Suite

Content Archiving

and Collaborative

SharePoint - SAP

Applications

Information

Governance

Suite

Content

Consistency and

Lifecycle control

We extend the market-leading enterprise platforms with best-in-class information

governance, compliance and business application software and services

Compliance Suite

and Unified

Records

Management

For Electronic and

Physical

www.gimmal.com



Top 10 Questions in ECM & RM

• Can we do everything with SharePoint?

– Does SharePoint RM scale to the Enterprise?

– Does SharePoint 2010 RM fix the records problems from MOSS 2007?

• Can we justify consolidating ECM & RM to a single vendor?

– What about our investments in “X”?

• Do we need one File Plan and Retention Schedule for Electronic and Physical Records?

– What about our Paper-based Records Management?

– How should we use “Big Buckets” in our File Plan?

• Who should control our Records Management functions?

• How is SharePoint related to eDiscovery?

• Where do we start?

• If we build it, will they all come?

• How do I get Executives to Care?

SharePoint 2013?


Some ECM History

• ECM began with Evolution: Mainframes Networks

• Users given more autonomy in creating and managing information

– Authoring tools like Microsoft Office & Word Perfect

– Scanning and imaging, transforming paper to digital,

• Earliest ECM was shared drives on the networks

– Still the most prevalent document storage method

• Electronic Document Management (EDM) driven by processes:

– Engineering drawing management

– Contract management

– Invoice processing


• Higher revenue and productivity

• Stronger compliance and control

• Improved customer experience

• Increased customer loyalty

• Higher quality content

• Streamlined processes

* Gartner, The Copernican Revolution in Content, 8 June 2011

The Promise of Enterprise Content Management*


The Reality of ECM


Records Technology History

• RM Solutions were born from a paper-based process

– Driven by the need to manage large volumes of paper

– Space management and inventory tracking with barcodes were common

– Began in the DOS days or on Mainframes for large companies

– Solutions were typically used by a small user community

• Electronic RM Solutions began to emerge in the early 1990’s

– Driven by the need for rigorous control of electronic records

– DoD5015.2 (1993) and VERS (1997) were early standards

– Most all electronic recordkeeping systems built to these standards

– The industry was give a big “shot in the arm” with the scandals of the early 2000, (Enron and WorldCom)


History- Convergence of ECM & RM

• Compliance drove convergence in the EDM/RM market – Open Text – PS Software & Hummingbird

– Documentum – TrueArc EMC

– IBM – Tarian, PSS Atlas & FileNet

– Oracle – Stellent

– Autonomy – MDY, HP Trim, Zantaz, Meridio

• DoD 5015.2 = primary design criteria for all these solutions

• Very thin, paper-based features


The result of this ECRM evolution

• Monolithic solutions

• Heavily weighted towards control

• Very little effort to engage the end users


Records Management 1.0

Traditional ECM systems have missed the mark in delivering true records management

• Non-intuitive end user experience

• Too many systems

• Expensive to integrate and maintain

• Low user adoption

• Not usable

• Low findability

• Low % of managed content

• Too much content

• High eDiscovery costs


Collaboration Solutions

• The first widely adopted solution was Lotus Notes

• These solution were designed to encourage knowledge sharing

• Simple, ease to use, fast to deploy

• Collaboration converges naturally with Content Management

• SharePoint is now the run away leader in the Collaboration Market


SharePoint is a Visionary Leader

SharePoint

➔ SharePoint is Consolidating the ECM and RM Markets

– 135MM SharePoint Licensed Users*

– 65,000 Companies*

– 67% SharePoint to Enterprise*

– 700,000 SharePoint Developers*

– 70% of Gartner ECM inquiries

– 2012 $2B business

➔ SharePoint is Energizing the ECM and RM Markets

– Microsoft owns productivity market, ECM and RM a natural extensions

– Many Best of Breed applications

➔ SharePoint is compelling platform for compliance & enterprise RM


The result of this SharePoint evolution

• Flexible Solution

• Heavily weighted towards ease of use and autonomy

• Uptake of SharePoint is sometimes described as “Viral”


Balance

• Balance needs of the organization with wants of users

• Recognize that end users will NOT become records managers

• Without all content managed we will never be compliant


Records Mgmt. (& Content Governance) 2.0

• Leverage viral adoption of SharePoint to connect with knowledge Workers

• Transparent participation in a compliant Information Management System

• All content is managed from a lifecycle, compliance and legal/tax/audit hold perspective

• End reliance on end users choosing to follow policy and compliance rules

• Improve SharePoint system/infrastructure performance to support worldwide (outside US) access to information

• Lines of Business collaborate with IT to define the rules and ongoing review process based on Content Types

• There are 4 key elements of IM 2.0

– Information lifecycle

– Content Types

– Metadata inheritance

– Consistency in user experience


Business Challenges Enterprise Content Management

is not Enterprise Adopted

17

FOR PUBLIC PLAN SPONSORS

SharePoint: Challenges & Opportunities


SharePoint Site Deployment

Open

Restricted

Other Sites

Team Restricted

Personal

• Enterprise Intranet Site

• Portal to Enterprise Applications

• Directory of Enterprise Services (e.g. HR)

• Sites

• Organization

• Project

• Workgroup

• Community Sites

• Information Sites

• Site Archival

• Records Center

• Personal Sites (MySites)

• Personalized Access to Content

• Significant Component for Users


Ungoverned “organic” environment

Top Site Portal

Issues:

Chaos grows with new sites

• No central site directory

• Each site has own look and feel

• Navigation is inconsistent

• No standard security model

Different definitions of content

• Site 1 has “Invoice – Purchasing”

• Site 2 has “Invoice”

Content volume increasing rapidly

• Many convenience copies

Metadata mgmt. is inconsistent

All content is retained forever

How are Records managed?


Ungoverned “organic” environment

Top Site Portal

How are you going to

support this?

How do you govern this?

Some sites may be connected to Portal, others not


Usage Model & Challenge

File Shares SharePoint SAP External

Devices

Exchange

SharePoint

Legacy

Apps Legacy

EDMS

SAPGUI Legacy App

Interfaces

Legacy

EDMS Office Explorer Outlook

MULTIPLE CLIENTS AND MULTIPLE REPOSITORIES

Use

r D

ata

(Fu

lly A

uto

mat

ed R

ule

s)


• File Plan • Retention Schedule • Legal Citations • Legal Holds

Record

Repository

Team Sites

MySites

Top Level Portal


Retention Category

Code

Retention Category

Retention Category Description Record (Content)

Type

Retention Event

Retention Period

HUM70 Personnel Files – Personnel Actions

Individual employee records related to hiring, promotion, performance appraisals, transfers and disciplinary action. Also includes employee relocation.

Retention period begins with the content is market final/ declared a record.

6 years

HUM70 Employee Warnings

HUM70 Performance Reports

HUM73 Personnel Files – Termination, Training and Summary Records

Individual employee records with terms of employment, salary and wage schedules, technical training, safety training, resumes, applications, and termination records.

Retention period begins with the content is market final/ declared a record.

60 years

HUM73 Employee Training Attendance Records

HUM73 Letters of Resignation

HUM73 Termination Documents

HUM73 Exit Interviews

HUM73

Employment Application

Record Retention Schedule


Records Retention Schedule Structure

Business Function

Finance & Accounting Tax

(ACC)

Record Categories

(Big Buckets)

ACC100

Accounting, Banking, and

Payroll Transactions

ACC200

Financial Reporting

Record Titles / Organization

Content Types

Local Content Type

Bank Deposit Rpt 6 Years

Accts Payable

6 years

Financial

Statement

10 years

A/P Invoice 6 Years

Expense Report 6 Years

Balance Sheet 10 Years

Income Statement 10 Years

Banking

Record

6 years

Enterprise Content Type


Co

nte

nt

Typ

e L

eve

l

Co

nte

nt

Typ

e N

ame

Ow

nin

g O

rgan

izat

ion

ILC

Sta

te

ILC

Dat

e

Cre

ate

Dat

e

Last

Mo

dif

ied

Dat

e

(sys

tem

ge

ne

rate

d)

Secu

rity

Cla

ss

(in

tern

al, e

xte

rnal

, co

nfi

de

nti

al)

Emp

loye

e N

ame

Emp

loye

e N

um

be

r

Co

nte

nt

Typ

e

Ret

en

tio

n C

ate

gory

Co

de

Eve

nt

Trig

ger

Dat

e

Enterprise Content Type

Enterprise X X X X X X

Organization Content Type

Human Resources – Employee Specific

X X X

Local Content Type

Personnel Files – Personnel Actions

HUM70 X

Local Content Type

Personnel Files – Hiring, Termination, Training and Summary Records

HUM73 X

Taxonomy Master Model in SharePoint


Information Lifecycle

Retention

XX Days

Location(s) Network Shares

E-mail Inbox

Metadata

Name

Retention

XX Months

Location(s)

Document Libraries

Metadata

Name

Content Type

Retention

Retention Schedule

Location(s) Record Center or 3rd Party Product

Metadata

Name

Content Type

• Retention

• Location

• Metadata

• Security

• Versions

• Disposition

• Many others


Demo of Content Governance in SharePoint



Record

Repository

SharePoint Framework

• Content Types • Information Policy • Site Templates •Document Templates

Team Sites

MySites

Top Level Portal

• Lifecycle • Taxonomy • SP Features • XML Config. • Navigation • Search • Security


Site Provisioning

Term Store /

Content Hub



Site Provisioning

• Produces Standard “Global Entities” – Security groups and membership

– Roles

– Pages and navigation

– Web Parts

– Lists

– Document Libraries

– Content Types

– Site and library columns and auto-population rules

– Custom functions

• Leverages request and approval workflow Content Types & Features

• Limits Local Admin’s to local needs

– Minimizes “Administration” training

– Ensures governance settings

• Support all Site Templates

• Publishing

• Collaboration

• Organization

• Project

• Community of Practice

• Personal (MySites)

Content Governance Focus

Administrative Governance Focus



Record

Repository

SharePoint Framework

• Content Types • Information Policy • Site Templates •Document Templates

Team Sites

MySites

Top Level Portal

• Lifecycle • Taxonomy • SP Features • XML Config. • Navigation • Search • Security


Site Provisioning

Term Store /

Content Hub


File Plan / Retention Schedule


File Plan Builder


Demo of Records Management in SharePoint


Establish Governance

Roadmap

• Identify Required Components •Site Templates •Lists and Libraries •Content Types •Processes •Web Parts •Custom Functions

•Define Direction and Phasing

•Team Site Templates Implemented •Local Processes & Content Types •Department or Team Administration

•Content Types & Routing Rules •Managed Metadata / Term Store • Information Lifecycle Governance •Administration & Site Provisioning

•Technical Architecture •Base SharePoint Configuration •SQL Server / .NET / RBS •Hardware / Storage/ Networks

SharePoint Technical Infrastructure

SharePoint Content Governance Infrastructure

Projects/Communities

SharePoint Content Governance Model

G&G Site

Collection

Site I

Site II

Site III

Web Part I

Web Part II

OP’s Site

Collection

Site I

Site II

Web Part IV

Web Part I

Web Part III

HR Site

Collection

Site I

Site II

Site IV

Web Part I

Finance. AP Site

Sub site I

Sub site II

Site I

Site II

Site III

Web Part I

Web Part IV

Gulf of Mexico

Site Collection

Business Functions

Site I

Site VI

Site IV

Web Part V

Web Part VI

Drilling Community

Site Collection


Marathon Oil Case Study Integrated international energy company. 5th largest refiner in U.S. Retail marketing system comprises approximately 5,700 locations in 17 states. 18,000 knowledge workers globally.

ECM/RM Program:

– Relevant, up-to-date & trusted information

– Consistent records management

– Knowledge sharing platform

Gimmal Services:

– ECM Program feasibility in MOSS 2007 timeframe (2005-2006)

– ECM vendor evaluation to support vendor selection

– Enterprise Launch to 15,000 knowledge workers

– Auto-provisioned ~15K SharePoint sites

– Enterprise File Plan & Retention Schedule Update (2011)

– Change Management Program

– Case study on Microsoft.com search for “Marathon Oil”


MySites

Organization,

Project,

Workgroup &

Community

TeamSites

Enterprise

Intranet

Site

Collections

Marathon: Deployment Model

•File Plan

•Retention Schedule

•Legal Citations

•Legal Holds

Records

Repository

•Content Types

• Information Policy

•Retention Definition

•Document Templates

Master

Site

Automated

Site

Provisioning

Open Text



Temporary Work In Progress

Final

Hold

Disposition Retention

90 Days

Location(s) Network Shares

Metadata Name

Retention 12 Months

Location(s) SharePoint

Metadata Name

Content Type

Retention Retention Schedule

Location(s) Open Text

Metadata Name

Content Type


Marathon Lessons Learned

• SharePoint ECM is a fine foundation for ECM & RM – 15K SharePoint Sites with one Information Lifecycle and Retention Schedule

> 12K MySites

– Very well received by users and supported by CEO

• Divided into 2 Companies in 2011

• Completed SharePoint 2010 Team Site migration work in 2011

• Open Text works better for some things than others – Physical RM yes

– Search no. Items found in multiple locations

– Synchronization no. Large % of cost is repository synchronization

– Users prefer Office/Outlook Native environment, not ECM or Web Parts

• Content governance needed in SharePoint regardless of ECM Suite


•Team Site Templates Implemented •Local Processes & Content Types •Department or Team Administration

•Content Types & Routing Rules •Managed Metadata / Term Store • Information Lifecycle Governance •Administration & Provisioning

•Technical Architecture •Base SharePoint Configuration •SQL Server / .NET / RBS •Hardware / Storage/ Networks




G&G

Site

Collection

OP’s

Site

Collection

HR

Site

Collection

Finance.

AP Site

Gulf of

Mexico

Site

Collection

Share Drive Replacement

Basic Content Mgmt.

Windows Explorer Replacement

Drilling

Community

Site

Collection


Demo of Drop Zones in SharePoint

Also available in Microsoft App Store for 2013

http://www.gimmal.com/Products/Pages/Information-Governance-Suite-for-SharePoint.aspx


• SharePoint Records Center

• File Plan Builder Implemented

• Content Organizer Implemented

• Team Site Templates Implemented

• Local Processes & Content Types

• Department or Team Administration

• Content Types & Routing Rules

• Managed Metadata / Term Store

• Information Lifecycle Governance

• Administration & Provisioning

• Technical Architecture

• Base SharePoint Configuration

• SQL Server / .NET / RBS

• Hardware / Storage/ Networks




SharePoint

Records

Center

or

3rd Party

Repository

of Record

OP’s

Site

Collection

HR

Site

Collection

Finance.

AP Site

SharePoint Records Management

Proof of Concept

File Plan

Builder

Drop

Zones

Content

Organizer

Metadata &

Rule

Inheritance


The World

Leader in

Information

Management

Services

Unified Records Management – A Case Study

Information

Lifecycle and

Governance

Solutions for

SharePoint

Microsoft Legal &

Corporate Affairs


Unified Records Management (URM)

• The role of Gimmal

– Built Inside SharePoint

– SharePoint Information Lifecycle & Governance Solutions

> Automated Site Provisioning

> Enterprise Information Lifecycle

> Transparent Record Declaration Processes

– DoD5015.2 Certified Records Management

> The management and disposition of both electronic & physical record

> Central creation of file plan and deploys to all site collections globally

> Manage email as a record through simple drag and drop

> Case or matter based retention and disposition policies

The role of Iron Mountain-Accutrac Purpose Built Physical Records

Management Physical Process Workflow

Record Classification

Index and Label Files

Barcode Tracking

Request and Retrieval

View of all Physical Inventory

Access Offsite Inventory

Apply Retention and Holds

Management and Reporting

Space Management


Demo of Physical Records Mgmt. in SharePoint


Team Sites

Controlled Information

Site


Site


Site

Controlled Site Collections

Transfer Control

Record Snapshot - Send to Record

Center Information Lifecycle –

Declare Final

SharePoint Site Migration Model

44


Microsoft Discussions

Record Centers

Gimmal

Governance &

Compliance

Suites

File Plan

Builder

650K

SharePoint Sites

SafeKeeper

Plus

Paper Storage: Iron Mountain

Onsite & Offsite

“Send To”

Accutrac

SharePoint 2010

Record Centers

Gimmal

Governance &

Compliance

Suites

File Plan

Builder

Rapidly Growing

SharePoint Sites

SafeKeeper

Plus


Onsite & Offsite

“Send To”

Accutrac

SharePoint 2013/ Office 365

“Send To”

eDiscovery

Sites Exchange

Azure? Re-architect?

Synch

File Plan &

Retention

Sched?




SHAREPOINT CONTENT GOVERNANCE MODEL

SharePoint

Records

Center

Contracts

Site

Collection

HR Site

Collection Finance.

AP Site

SharePoint Records Management

SAP Applications

File Plan

Builder

Drop

Zones

Content

Organizer

Metadata

& Rule

Inheritance

SAP AP Processing (P2P)

HR Processing (R2R)

Accounts Receivable (O2C)

Scanning

OCR / ICR

ArchiveLink Connectors

SAP Communication Service

Searching for Documents

Business Processes

Content Governance for SAP

Any to Any Doc to SAP


Target Usage Model

File Shares SharePoint Removable

Media

Office

Exchange

Use

r M

anu

al &

Sem

i-A

uto

Ru

les

& P

olic

ies

Dat

a (F

ully

Au

tom

ated

Ru

les)

Explorer

Message

Specific

Classification

Default

Classification

Default

Retention

Default

Classification

***

Default

Classification

***

Default

Retention

Outlook

Message

Classification

Default

Classification

& Retention


Onsite & Offsite

SharePoint

Web, Intranet, IM, Collaborative Content

Default &

Calculated

Classification

Default

Retention

SAPGUI

SAP

Search / Navigation / Taxonomy

Advanced

Content

Services

Taxonomy

Services

Classification

Services

Retention

Services

Records

Management

Services

Policy & Enforcement Technology for Repositories

Automatic Link

Tables & Posting

Document

Hierarchy Views


ERP-Link iNet.DM

• iNet DM Software Platform and Applications

• SharePoint as Central ECM and Archive for SAP

• Composite SAP & MS applications

– Full document, data, workflow and process interoperability

Composite Applications SharePoint as Central ECM for SAP


iNet.DM Document Service Modules Plug and Play to Extend ArchiveLink Services to SharePoint

• Auto.index: attaches any SAP business data/metadata to SharePoint doc as add’l attributes

• DocRoute: Auto routing of documents to sites, folders, etc. based on meta data

• Auto.link: externally links document images to SAP objects by non-SAP users

• Scan.link: watches for new/modified items and uses Auto.link to attach docs to SAP object(s)

• Barcode.link: volume-based linking of barcoded documents

• Auto.delete: As SharePoint documents are deleted, links also removed from SAP objects

• Link Table Update: As SharePoint documents are moved, maintain integrity of SAP Link Table

49


UNIVERSAL SAP DOCUMENT LINKING



SharePoint

Records

Center

or

3rd Party

Repository

of Record

Finance.

AP Site

File Plan

Builder

Drop

Zones

Content

Organizer

Metadata &

Rule

Inheritance SAP

Scan

Email

Portal

Smart

Phone

EDI

Contracts

Site

HR Site

Expense

Site

Sales

Order

Site

Purchasing

Document

Site

ICR SharePoint

Library

Router

Capture for Universal SAP Document Linking

Link each Doc type to SAP Transaction

Realtime Metadata Refresh to SharePoint from SAP

Consistent SharePoint Search based on Content Types

Consistent SAP App Foundation inside SharePoint

Replace Documentum, Open Text & FileNet App’s

(also Hyland, Perceptive, Laserfiche, File Shares)

Capture

Capture

Options:

Kodak

Readsoft

Kofax

KnowledgeLake

Microsoft

Smart Phone

Drop Zones

Etc.


Migrations of Legacy ECM Systems to SharePoint

Tyson Foods Monsanto

Ontario Power Lockheed Martin

Janus Funds Minto Group Siemens PLM

Kraft Foods Toro

Coca Cola Sauer Danfoss

Documentum Documentum OpenText IXOS EASY Documentum OpenText IXOS OpenText IXOS FileNet Documentum Stellent Documentum

Companies that migrated to SharePoint from these products


Composite Applications


Media

Office

Exchange

Use

r M

anu

al &

Sem

i-A

uto

Ru

les

& P

olic

ies

Dat

a (F

ully

Au

tom

ated

Ru

les)

Explorer

Default

Classification

***

Default

Classification

***

Default

Retention

Outlook

Message

Classification

Default

Classification

& Retention

Paper Storage

SharePoint


52

Default &

Calculated

Classification

Default

Retention

SAPGUI

SAP



• Accounts Payable

• Accounts Receivable

• Contracts

• Purchase Orders

• Employee Onboarding

• Sales Orders

• Engineering Drawings, Maintenance & Operations

• Etc.


Automatic Link

Tables & Posting

Document

Hierarchy Views




Media

Office

Exchange

Use

r M

anu

al &

Sem

i-A

uto

Ru

les

& P

olic

ies

Dat

a (F

ully

Au

tom

ated

Ru

les)

Explorer

Default

Classification

***

Default

Classification

***

Default

Retention

Outlook

Message

Classification

Default

Classification

& Retention

Paper Storage

SharePoint


53

Default &

Calculated

Classification

Default

Retention

SAPGUI

SAP


Composite Application Platform

• Content Governance/RM - Gimmal Compliance and Gov. Suites

• SAP-SharePoint Business Intelligence – Gimmal ERP-Link

• SAP-SharePoint Integration – Gimmal ERP-Link, K2 Connect

• SAP Transaction Integration – Kofax Markview, Readsoft, Norikkon,

KnowledgeLake, Open Text, ++

• Capture – Kofax, Kodak, KnowledgeLake, Readsoft, Captiva, ++

• Document Interpretation & Recognition – Kofax, Readsoft, Abbyy, Captiva, ++

• Vendor/Transaction Portal –Kofax Markview, Readsoft, ++

• BPM – Kofax Total Agility, K2, Nintex, AgilePoint, Pega, ++


Automatic Link

Tables & Posting

Document

Hierarchy Views


SharePoint Content Governance Examples

• Enterprise SharePoint RM Platform

• SharePoint RM Proof of Concept

• Windows Explorer / Share Drive Replacement

• ERP Application Integration with Built In RM

• Composite Application Integration Platform

• 3rd Party SharePoint Solution Platform


Our Solutions We Offer Information Management for Everyone

55

FOR PUBLIC PLAN SPONSORS SharePoint RM


File Plan Builder


Bruce Miller – www.rimtech.ca

• Bruce Miller founded two RM companies

– TrueArc became EMC|Documentum RM

– Tarian became IBM RM

• Primary Author of DoD 5015.2 Standard

• Two Reports – Registration Required

– In Place Records Management in SharePoint 2010

– GimmalSoft SharePoint 2010 First Look Product Review


Bruce Miller – www.rimtech.ca

• DoD 5015.2 – 168 Requirements for Certification

• SharePoint OOB – meets 72 of DoD Requirements

• Fortune 1000 – Needs 105 of the DoD Requirements

– File Plan Management

– Formal, Multistage Records Disposition

– Case File Handling of Records

– Event Driven Disposition

– Records Transfer

– Email Integration

– Vital Records


Gimmal Extensions to SharePoint 2010 for

Governance & Records Management

Gimmal Information Governance

Gimmal Compliance Suite - 168

Fortune 1000 105

SharePoint 72

Source: RIMtech Inc. – Bruce Miller RIMTAR Report

http://www.rimtech.ca/GimmalSoft.html

Retention Policies Time-based retention

Classification

Case File Retention Formal Disposition

Email Integration

Transfers Container Open/Close

Vital Records Supplemental Markings

Site Provisioning Metadata Rule Mgmt

Auto Classification Usability Enhancements


RECORD DECLARATION & DISPOSITION OPTIONS

SharePoint OOB

• “Send to” Record Center

• In Place Records Mgmt.

• SharePoint Event

– Record Date Reached

Additional Lifecycle RM Options

• Declare “Final”

– Change Lifecycle State to “Final”

– Press the Final Button

– “Select all Final” from List

– System Event

• System Event

– Contract Termination Date in SAP applied to all related contract documents

• Crawler Event

– Documents with PII locked down

• Global Standards through Site Provisioning

Users are Records Managers Site Administrators are Records Managers Records Managers are SharePoint Admin’s


Common ECM for SAP and SharePoint

Full SAP and SharePoint Interoperability

Seamless Workflows between Platforms

Composite Interoperable Applications

SAP Data & Records Archival in SharePoint

Rapidly Implemented

Connected to DoD Certified Platform

Compliance Hub

Drop Zone Classification

Enhanced Search Interface

Enhanced Template Management

Governance Provisioning

Metadata Rule & Inheritance Manager

Content Organizer Manager

Gimmal Software Products

Enhanced File Plan Builder

Record Relationships

Event Management

Cut-off and Disposition Processing

Email Record Management

Vital & Restricted Records

Transfers

Search & View ALL Types of Records

Integrated to all Iron Mountain Services

Physical Records Processing

Queuing Pickup, Delivery, Checkout

Unified Application of Policy

Bulk Processing of Physical Records

GimmalSoft Information Governance Suite GimmalSoft Compliance Suite

GimmalSoft Unified Records Management ERP-Link iNet.DM

www.gimmal.com

For more info



Top 10 Questions in ECM & RM

• Can we do everything with SharePoint?

– Does SharePoint RM scale to the Enterprise?

– Does SharePoint 2010 RM fix the records problems from MOSS 2007?

• Can we justify consolidating ECM & RM to a single vendor?

– What about our investments in “X”?

• Do we need one File Plan and Retention Schedule for Electronic and Physical Records?

– What about our Paper-based Records Management?

– How should we use “Big Buckets” in our File Plan?

• Who should control our Records Management functions?

• How is SharePoint related to eDiscovery?

• Where do we start?

• If we build it, will they all come?

• How do I get Executives to Care?

SharePoint 2013?


THANK YOU

Mike Alsup

SVP & Founder

November 12, 2012

Extend SharePoint Content Governance and Records Mgmt.

Kollabria tour 2012 1

Technology

Transcript of Kollabria tour 2012 1