WHITE PAPER Leverage Records Management Best Practices to ...€¦ · SharePoint 2010...

W H I T E P AP E R

L e v e r a g e R e c o r d s M a n a g e m e n t B e s t P r a c t i c e s t o O p t i m i z e M i c r o s o f t S h a r e P o i n t 2 0 1 0 D e p l o y m e n t s

Sponsored by: Iron Mountain Corporation

Vivian Tero

March 2012

I D C O P I N I O N

This white paper discusses the findings of an IDC Web survey among IT

professionals about their organization's current and planned MS SharePoint 2010

implementations. IDC finds that the failure of organizations to incorporate basic

records management practices during their broad MS SharePoint implementations

often leads to less-than-stellar returns on their efforts to achieve their regulatory

compliance, legal discovery, corporate governance, and operational objectives. IDC

finds that less than 20% of organizations have completed their MS SharePoint 2010

deployments. This means that organizations still have opportunities to strategically

execute their deployments so that they are able to take advantage of the full

capabilities of the platform and realize better returns on their investments. IDC offers

the following recommendations to organizations that are in the process of migrating to

or deploying the platform:

Incorporate basic records management practices at the onset. Include policies

and practices for classification, policy enforcement across SharePoint content

and its physical counterpart, and inventory and disposition of inactive records.

Create a multifunctional SharePoint governance steering committee to

coordinate efforts and drive opportunities for leverage across broader corporate

initiatives. Increase the engagement of records management in the steering

committee. Ensure that governance standards include not only records

management but also policies and protocols for life-cycle management, security,

and IT infrastructure management of the SharePoint platform.

Given the dynamic nature of the SharePoint platform, plan for managing risks,

retention and disposition, and audit and compliance monitoring associated with

emerging use cases for SharePoint and from new content types (such as social

media applications).

M E T H O D O L O G Y

This IDC study examines the results of quantitative research on current and future

records management practices for MS SharePoint 2010 from the perspective of the IT

professional. A total of 100 panelists participated in the Web survey, a statistically

significant sample. Panel members were recruited from organizations with at least

$750 million in annual revenue in 2011 in the following industries: banking, finance

and insurance; manufacturing and retail; biotechnology, life sciences, healthcare, and

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pharmaceuticals (healthcare and life sciences); and critical infrastructure, including

energy and natural resources, utilities, and telecommunications.

To qualify for the survey, the organizations had to have ongoing, planned, or

completed implementation of MS SharePoint 2010, where the implementation was

done at a line-of-business (LOB), country, regional, or enterprise level. Organizations

with team- or department-level implementations were excluded from the study. The

Web survey was conducted from mid-December 2011 to early January 2012.

Note: Demographic survey data is provided in the Appendix section of this document.

I N T H I S W H I T E P AP E R

From mid-December 2011 to January 2012, IDC conducted a Web survey among IT

professionals with responsibilities for making, influencing, architecting, developing

requirements for, or implementing technology solutions associated with their MS

SharePoint 2010 implementation. The study sought to gauge the adoption of records

management practices as well as the benefits from incorporating records

management practices in an organization's MS SharePoint 2010 implementation. The

findings in the study point to the following major issues:

MS SharePoint 2010 offers advanced data management capabilities, but IDC

finds that the inability of organizations to incorporate basic records management

practices stymies efforts to achieve regulatory compliance, legal discovery,

corporate governance, and operational objectives.

Organizations that are in the process of migrating to or deploying MS SharePoint

2010 should consider taking advantage of the advanced capabilities in tandem

with basic records management practices. Having a multifunctional steering

committee would drive opportunities for leverage across broader corporate

initiatives.

The emergence of new content types (such as social media applications) is

creating new retention management and governance challenges for

organizations migrating to or deploying MS SharePoint 2010.

S I T U AT I O N O V E R V I E W

The IDC survey of IT professionals about their organization's MS SharePoint 2010

initiatives finds the following trends:

The majority of organizations are in the early stages of their MS SharePoint 2010

initiatives, with most seeking to deploy the platform throughout the enterprise.

Organizations were looking to employ MS SharePoint 2010 to solve classic

records management challenges in addition to enabling collaboration and

productivity, as well as supporting compliance and legal requirements.

©2012 IDC #233588 3

Organizations that are planning enterprisewide deployments without employing

an enterprisewide steering committee risk project failure.

Most organizations have relatively advanced records management practices for

legacy MS SharePoint content, but the introduction of new use cases and

applications presents compliance and efficiency risks for which few have planned.

These trends are discussed in depth in the subsequent sections.

C u r r e n t S t a t e o f M S S h a r e P o i n t 2 0 1 0

A d o p t i o n

The majority of organizations are in the early stages of their MS SharePoint 2010

initiatives, with most seeking to deploy the platform throughout the enterprise (see

Figure 1).

F I G U R E 1

B r e a d t h o f P l a n n e d M S S h a r e Po i n t 2 0 1 0 D e p l o y m en t s

Source: IDC's MS SharePoint 2010 Records Compliance & Governance Survey, December 2011–January 2012

As shown in Figure 2:

18% of the panelists have completed their new MS SharePoint 2010 deployment.

55% are in the process of migrating from MS SharePoint 2003/2007.

27% are in the process of a new MS SharePoint 2010 deployment.

Companywide (82.0%)

Only specific countries or

regions (5.0%)

Only specific lines of business

(13.0%)

n = 100

4 #233588 ©2012 IDC

F I G U R E 2

P h a s e o f M S S h a r e Po i n t 2 0 1 0 I n i t i a t i v e

n = 100


O r g a n i z a t i o n s A r e D e p l o y i n g M S S h a r e P o i n t

2 0 1 0 t o S o l v e C l a s s i c R e c o r d s M a n a g e m e n t

C h a l l e n g e s

The IT panel was provided with 10 options and instructed to select the top 3 business

priorities that underpinned their current MS SharePoint 2010 initiatives (see Figure 3).

The selected priorities suggest that organizations were looking to employ MS

SharePoint 2010 to solve classic records management challenges. The top 5 most

frequently mentioned priorities (in order) are:

Improve internal collaboration and knowledge management and enhance

employee productivity

Use as a content management application to enhance control and governance of

electronic records

Enable consistent enforcement of records management and information life-cycle

policies across digital content and its paper-based counterpart

Realize cost savings and lower TCO for collaboration tools

Provide a platform for information sharing and collaboration with business

partners

18

27

55

0 10 20 30 40 50 60

Completed implementation

Deploying (new implementation)

Migrating f rom SharePoint 2003/2007 to SharePoint 2010

(% of respondents)

©2012 IDC #233588 5

F I G U R E 3

T o p 5 P r i m a r y B u s i n e s s M o t i v a t i o n s f o r M S S h a r e Po i n t 2 0 1 0

D e p l o y m en t s

n = 100


IDC also asked the panelists to indicate how they intend to use or were using MS

SharePoint 2010 by selecting the top 3 use cases (see Figure 4). The trends validate

and reinforce the business priorities illustrated in Figure 3. As shown in Figure 4, the

top 3 use cases focus on enhancing collaboration and information transparency,

realizing process efficiencies, and enforcing compliance with business practices

through automation.

56

42

3836

32

0

10

20

30

40

50

60

(% o

f re

sp

ond

ents

)

Improve internal collaboration and knowledge management and enhance

employee productivity

Use as a content management application to enhance control and

governance of electronic records

Enable consistent enforcement of records management and information

life-cycle policies across digital content and its paper-based counterparts

Realize cost savings and lower TCO for collaboration tools

Provide a platform for information sharing and collaboration with business partners

6 #233588 ©2012 IDC

F I G U R E 4

P r i m a r y U s e C a s e f o r M S S h a r eP o i n t 2 0 1 0

n = 100


O r g a n i z a t i o n s R i s k P r o j e c t F a i l u r e D u e t o t h e

A b s e n c e o f a S t e e r i n g C o m m i t t e e

As noted in the previous section, the majority of organizations cite classic records

management challenges as key priorities for their MS SharePoint 2010 deployments.

Although 82% of the panelists are planning enterprisewide deployments, only 57%

have steering committees to govern their MS SharePoint 2010 implementation. This

means that 43% are conducting their implementations in the vacuum of broader IT,

operational, and corporate governance objectives (see Figure 5).

5

6

15

18

23

33

0 5 10 15 20 25 30 35

Capture and management of paper-based records

Content archive

Intranet portals, extranet/partner portals, Web sites, social networking, and corporate

blogs

Business process management and workf low automation

Dashboard, reporting, and business intelligence

Secure collaboration and workspaces

(% of respondents)

©2012 IDC #233588 7

F I G U R E 5

P r e s e n c e o f a P r o j e c t S t e e r i n g C o m m i t t e e


Impact of Steering Committees on MS SharePoint 2010 Migration

Most organizations have complex operational, compliance, and risk management

objectives. The absence of a steering committee to oversee potential conflicts and

resource constraint requirements, as well as identify opportunities for alignment and

leverage, impacts an organization's ability to address the most common

implementation challenges.

Organizations that do not have steering committees are most likely to cite the

following business challenges:

1. Design, configuration, and automation of compliance and eDiscovery workflows

2. Inability to efficiently manage and access paper-based information

3. Inability to support fast and large volume data capture of image/scanned documents

and to use and enforce classification policies consistently across sites/locations

Organizations that do not have steering committees are most likely to cite the

following technical challenges:

1. Inability to manage IT and storage operations to address aggressive data volume

growth

2. Inability to effectively support data protection and disaster recovery requirements

3. Lack of automated practices for preservation and collection of new data formats

Yes (57.0%)

No (39.0%)

Don't know (4.0%)

n = 100

8 #233588 ©2012 IDC

IDC finds that organizations with steering committees are four times as likely to report

that they have made plans to address all of their prior impediments during their MS

SharePoint 2010 implementation.

Table 1 presents the challenges mentioned most frequently during MS SharePoint

2010 implementations.

T A B L E 1

P r i m a r y C h a l l e n g e s E n c o u n t e r e d D u r i n g M S S h a r e Po i n t 2 0 1 0 P r o j e c t

(% of Respondents)

Configuring and automating business process workflows for compliance and eDiscovery purposes 43

Searching, collecting, and preserving the correct types and amounts of potentially relevant

information in SharePoint

37

Knowledge of how to manage records versus information that is not a record on SharePoint sites 36

Using and enforcing classification policies consistently across sites/locations 35

Lack of a records classification scheme 30

Lack of control over SharePoint site design/creation 29

Documenting chain of custody and data ownership for electronic record 29

Knowledge of how to support speed and volume requirements to scale site for usage 29

Knowledge of how to retire sites/information on sites 26

n = 100


N e w C o n t e n t A p p l i c a t i o n s a n d S h a r e P o i n t

U s e C a s e s P r e s e n t C o m p l i a n c e a n d E f f i c i e n c y

R i s k s

Organizations Need to Adopt Records Management Practices for

Emerging SharePoint Applications and Use Cases

A significant proportion of the IT panel comes from organizations that have existing

records management policies for the core legacy SharePoint applications. However,

content from new applications, such as social media, blogs, and wikis, represents the

Wild West for most organizations, as only 46% of the panelists have employed

records management practices for these new content types (see Figure 6). These

trends are consistent across organizations regardless of the presence or absence of

a SharePoint steering committee. IDC finds that organizations from the financial

©2012 IDC #233588 9

services and critical infrastructure sectors are most likely to enforce records

management in their social media and corporate blogs.

Organizations need to keep in mind that legal and regulatory rules, such as the U.S.

Federal Rules of Civil Procedure for Electronic Discovery and FINRA Regulatory

Notice 10-06 and emerging regulations around data privacy, are application agnostic.

These regulations tend to cover all electronically stored information (ESI). The failure

of organizations to address the capture, retention, and disposition of data that is

generated from emerging and future applications represents future legal, security,

and regulatory liabilities. Organizations therefore must develop and adopt best

practices for the management of data from emerging SharePoint applications. Core to

this practice is having a framework for reviewing and tagging content from emerging

applications. (For more information on this topic, see the subsequent section.)

F I G U R E 6

R ec o r d s M an a g e m en t P o l i c i e s f o r M S S h a r ePo i n t 2 0 1 0

A p p l i c a t i o n s

n = 100


86 8681

78 77

46

0

10

20

30

40

50

60

70

80

90

(% o

f re

sp

ond

ents

)

Intranet portals, extranet/partner portal, corporate Web site

Secure collaboration and workspaces

Content archive

Business process management and workf low automation

Dashboard, reporting, and business intelligence

Corporate presence in social media and corporate blogs

10 #233588 ©2012 IDC

Organizations Need to Review and Tag Content from Emerging

SharePoint Applications

The majority of panelists currently conduct content review and tagging to support their

records management, compliance, and security policies. As shown in Figure 7,

content review and tagging are standard practices for common business applications

such as office productivity documents; forms, templates, and workflows; scanned

documents; and email. This trend is consistent across industries.

The results also suggest that the practice of content review and tagging for

compliance, records management, and security is not prevalent for emerging

SharePoint applications such as social media streams, wikis, and blogs.

Organizations should seriously consider adopting review and tagging protocols for

these emerging SharePoint applications, as these environments are becoming more

ubiquitous in corporate networks. IDC finds that organizations from the

pharmaceutical, life sciences, and healthcare sectors are most likely to have ongoing

programs to review and tag content from new SharePoint applications.

Enterprise social media initiatives are typically the purview of the marketing and sales

functions. To support broader governance and risk management objectives, an

organization should encourage its SharePoint steering committee to work closely with

the key stakeholders who spearhead its social media programs. This will ensure that

compliance, security, and risk management considerations are incorporated at the

onset and not addressed following deployment.

F I G U R E 7

C o n t en t R e v i ew an d T a g g i n g f o r R e c o r d s M an a g e m en t ,

C o m p l i a n c e , a n d S e c u r i t y

n = 100


33

33

69

75

78

90

0 20 40 60 80 100

Blogs

Social media streams

Email

Scanned (paper-based) documents

Forms, templates, and workf lows

Off ice productivity documents

(% of respondents)

©2012 IDC #233588 11

F U T U R E O U T L O O K

MS SharePoint 2010 offers organizations opportunities to manage records and

information in a different way. Organizations should consider incorporating records

management practices and leverage the advanced management capabilities offered

by MS SharePoint during planning, design, deployment, and implementation. Doing

so would enable organizations to realize operational efficiencies, enforce policies

consistently and effectively, and manage risks. Best practices are as follows:

Have a SharePoint governance steering committee and develop governance

standards. Ensure that records managers are deeply engaged at the onset.

Inventory MS SharePoint sites and electronic content for inactive records.

Leverage MS SharePoint 2010 capabilities to enforce retention and disposition

policies for inactive records.

Use SharePoint to harmonize records management protocols across digital and

paper-based records.

Plan records management practices for emerging use case and applications.

The subsequent sections discuss these best practices.

H a v e a S h a r e P o i n t G o v e r n a n c e S t e e r i n g

C o m m i t t e e a n d D e v e l o p G o v e r n a n c e S t a n d a r d s

a n d P r a c t i c e s

Organizations should consider creating a governance steering committee to oversee

and develop standards and policies for SharePoint content, security, and

infrastructure management and administration. Organizations that are in the process

of migrating to or deploying MS SharePoint 2010 are defining policies and protocols

that describe critical management and administration activities. The presence of a

steering committee would enable the harmonization of policies and practices across

functional domains and business units, as well as minimize potential policy conflicts

and overlapping efforts. It also helps facilitate the framework for sharing and

prioritizing organizational resources.

Table 2 summarizes the current adoption of best practices around SharePoint

management and administration. Readers should note that organizations with

SharePoint steering committees are more likely to have governance standards and

practices around security standards; content life-cycle management; creation,

provisioning, and deprovisioning of SharePoint sites and subsites; and eDiscovery

and litigation response.

IDC also finds that:

Governance standards around infrastructure management issues such as

application and hardware decommissioning and upgrades appear to be

independent of the steering committee.

12 #233588 ©2012 IDC

Organizations from the pharmaceutical, life sciences, and healthcare sectors

have room for improvement in the areas of access governance and the

provisioning and deprovisioning of SharePoint sites.

Organizations from the manufacturing and retail sectors are most likely to need

enhancements to their existing eDiscovery and litigation response practices.

T A B L E 2

G o v e r n a n c e S t a n d a r d s a n d P r a c t i c e s f o r M S S h a r e Po i n t 2 0 1 0 C o n t en t , S e c u r i t y ,

a n d I n f r a s t r u c t u r e M an a g e m en t

(% of Respondents)

Definition and maintenance of security standards within SharePoint 85

Data recovery and business continuity 84

Creating content and managing the information life cycle 83

IT infrastructure projects 79

Provisioning access and allowed actions 78

Application and hardware upgrades 74

Application and hardware decommissioning 73

Creating and provisioning/deprovisioning of SharePoint accounts, sites, and subsites 73

eDiscovery response and data preservation 70

Business SLAs, IT resource allocation, and resource throttling 70

n = 100


Evolving Role of Records Managers

Among the 57 panelists whose organizations have SharePoint steering committees,

33 selected records management as one of the key functions that are actively

involved in SharePoint governance. According to this panel, the top 3 responsibilities

of the records managers are to:

Advise on using records center and records management strategies for

centralized metadata management and content taxonomies

Define policies, best practices, and methodologies for SharePoint governance

operations

©2012 IDC #233588 13

Define business process and technical requirements during the IT architecture

planning, implementation, and rollout

Planning and pre-implementation and pre-deployment activities are critical in

mitigating implementation risks and in driving the adoption of a records management–

aware culture. There is an opportunity to extend the role of records management to

support these activities by having record managers actively engaged in the steering

committee. Records managers should be leveraged in the selection of third-party

applications and implementation partners, as well as in the development of launch

materials for policy creation and the identification of records tags and metadata fields

for content classification.

I n v e n t o r y M S S h a r e P o i n t S i t e s a n d E l e c t r o n i c

C o n t e n t f o r I n a c t i v e R e c o r d s

As Figure 8 shows, 76% of the panelists conducted a survey of their existing

SharePoint sites and electronic content for inactive records prior to the migration to

and implementation of MS SharePoint 2010.

F I G U R E 8

S u r v e y e d E l e c t r o n i c C o n t en t f o r I n a c t i v e R e c o r d s P r i o r t o

M S S h a r eP o i n t 2 0 1 0 M i g r a t i o n a n d I m p l e m en t a t i o n


The study also finds that 67% of the panelists are taking advantage of existing

inventory and records management policies to prioritize their data migration strategies

to MS SharePoint 2010 (see Figure 9). Organizations from the financial services

sectors are most likely to have this as a standard operating practice. It is interesting to

note that there is a 9-point gap between the percentage of panelists who inventory

Yes (76.0%)

No (17.0%)

Don't know (7.0%)

n = 100

14 #233588 ©2012 IDC

their electronic content and the percentage of those who correlate inventory

information regarding inactive records with records management policies to frame its

migration.

F I G U R E 9

L e v e r a g e E x i s t i n g I n v e n t o r y a n d R e c o r d s M a n a g e m e n t P o l i c i e s

t o P r i o r i t i z e M S S h a r eP o i n t 2 0 1 0 M i g r a t i o n


L e v e r a g e M S S h a r e P o i n t 2 0 1 0 C a p a b i l i t i e s t o

L e g a l l y E n f o r c e R e t e n t i o n a n d D i s p o s i t i o n

P o l i c i e s

MS SharePoint 2010 offers advanced capabilities that would enable organizations to

better meet their compliance, eDiscovery, security, and business objectives. These

advanced capabilities include:

New in-place records management and improvements to the records

management center

Enhanced capabilities for managing audio, video, and image content types

Enhanced ability to define content types and reuse them across site collections

and farms

Enhanced usage reporting and logging that allows for the creation of custom

reports through third-party applications (The application also offers content

organizer and compliance details to demonstrate support for compliance and

eDiscovery.)

Yes (66.7%)

No (25.9%)

Don't know (7.4%)

n = 100

©2012 IDC #233588 15

FAST search that enhances the scalability and includes metadata extraction,

visual search, and advanced linguistics (SharePoint 2010 offers enhanced

support for terms and keywords and a new managed metadata service and

better tagging features.)

Enhanced collaboration that allows for tagging of content and provides enhanced

blog authoring capabilities (A new group of authentication features use

distribution lists and organizational directories for creating wikis. The application

also allows calendars from MS Exchange Server to merge with SharePoint

calendars.)

Enhancements to BCS (Business Data Connectivity Service [BDC] for

MS SharePoint 2007 has been renamed Business Connectivity Services [BCS] in

MS SharePoint 2010. BDC was designed to connect SharePoint with business

applications and other external data, including information in Web 2.0 services

such as blogs and wikis. The 2010 BCS is designed to be power user–friendly

and allows read/write capability so that a user can read as well as update

external data sources.)

Organizations that incorporate records management into their SharePoint 2010

deployments have an opportunity to take advantage of the advanced capabilities and

the intelligence gleaned from the inventory of electronic content and legacy

SharePoint sites to legally dispose of nonrecords and inactive records during

migration and deployment. For now, a little over one-third of the sample population is

leveraging these enhanced features.

Figure 10 illustrates the distribution of responses when the panel was asked about

the treatment of legacy content from content management and SharePoint

(2003/2007) platforms. The results show that:

36% of the panelists are currently adopting protocols to actively dispose of

inactive records and selectively migrate legacy SharePoint content into their new

MS SharePoint 2010 platform. Organizations that have a SharePoint governance

steering committee are most likely to identify and dispose of inactive records.

45% migrated all the content from the legacy SharePoint sites and other

enterprise content repositories.

18% kept all the legacy content in the original SharePoint sites, with the

organization now supporting multiple versions of the application.

Organizations that do not have a SharePoint governance steering committee are

most likely to migrate all content or maintain multiple versions of the SharePoint

platform.

The inability of most members of the panel (63% of the sample population) to dispose

of inactive records during their MS SharePoint 2010 implementation speaks to

weaknesses in their current records management protocols around retention and

disposal. It also suggests that some organizations may be using older versions of

SharePoint as the backup repositories of their electronic records. The inability to

dispose of inactive records taxes the performance of the application and leads to

16 #233588 ©2012 IDC

additional costs associated with storage and data protection operations. The more

difficult risks for most organizations to quantify are the hidden eDiscovery liabilities

that stem from inconsistent enforcement of retention and records management

policies.

F I G U R E 1 0

D a t a M an a g em e n t o f L e g a c y S h a r e Po i n t C o n t e n t D u r i n g

M S S h a r eP o i n t 2 0 1 0 I m p l e m en t a t i o n


H a r m o n i z e R e c o r d s M a n a g e m e n t A c r o s s M S

S h a r e P o i n t C o n t e n t a n d P h y s i c a l R e c o r d s

Sound records management hinges on practices that would enable an organization to

classify and manage both SharePoint content and its physical record counterpart

more consistently. The practice should also support centralized management of

onsite and offsite documents as well as legal hold and retention management and

offer centralized access to physical and SharePoint versions of documents. IDC finds

that the MS SharePoint 2010 implementation pushes this agenda through a joint

solution with robust third-party records management applications.

Consistency in Records Classification

Figure 11 shows the current state of records classification practices across

SharePoint content and physical records. IDC finds that the organizations in the panel

are relatively mature in this area, with 69% claiming current capabilities to support this

practice. Organizations with SharePoint governance steering committees and from

the financial services sectors are most likely to deliver these capabilities. The

Disposed of inactive, outdated

records and selective

migration of content from prior

SharePoint sites (36.0%)

Migrated ALL content from prior

MS SharePoint sites (33.0%)

Kept ALL content from prior MS

SharePoint sites in the original

application and now maintaining

multiple versions of SharePoint

(18.0%)

Migrated both content from MS

SharePoint sites and other content

management repositories

(12.0%)

Don't know (1.0%)

n = 100

©2012 IDC #233588 17

manufacturing and retail sectors, as well as the critical infrastructure sector, will have

a lower proportion of organizations with these capabilities.

F I G U R E 1 1

P r a c t i c e s f o r C o n s i s t e n t C l a s s i f i c a t i o n S c h em a A c r o s s D i g i t a l

a n d Ph y s i c a l R e c o r d s


Consistency in Records Retention and Disposition Protocols

Figure 12 shows the current state of records retention and disposition protocols

across SharePoint content and physical records. IDC finds that 72% of organizations

in the panel claim to have protocols that support the consistent enforcement of

retention and disposition policies across the SharePoint content and its physical

record counterpart. Organizations with SharePoint governance steering committees

are most likely to have these protocols in place. Financial services leads the way in

terms of the number of adopters, while manufacturing, retail, and critical infrastructure

organizations will have a lower proportion with existing capabilities.

Yes (69.0%)

No (25.0%)

Don't know (6.0%)

n = 100

18 #233588 ©2012 IDC

F I G U R E 1 2

C o n s i s t e n t D i s po s i t i o n a n d R e t en t i o n P r o t o c o l s A c r o s s D i g i t a l

a n d Ph y s i c a l R e c o r d s


D e v e l o p a n d E x e c u t e R e c o r d s M a n a g e m e n t

P r o t o c o l s f o r E m e r g i n g S h a r e P o i n t U s e C a s e s

As noted in the previous sections, SharePoint 2010 offers enhanced capabilities to

connect SharePoint with business applications and external data. However, only 46%

of the panelists have existing records management policies that govern the

management and disposition of these new content types. Emerging legal, security,

and regulatory mandates are application agnostic, so it is only prudent for

organizations to extend their records management practices to cover these emerging

areas.

C O N C L U S I O N

Today, the majority of organizations are in the early stages of their MS SharePoint

2010 initiatives, with most seeking to deploy the platform throughout the enterprise.

These organizations are employing MS SharePoint 2010 to solve classic records

management challenges. However, many organizations run the risk of failing to

realize the business objectives they set for these deployments. Such risk stems from

the absence of a comprehensive planning, deployment, implementation, and

migration strategy that incorporates records management best practices. Even

organizations with relatively advanced records management practices struggle in

extending their records management practices to address new SharePoint

applications (such as social media, wikis, and blogs).

Organizations that have taken steps to incorporate records management in their MS

SharePoint 2010 programs are employing the following best practices:

Yes (72.0%)

No (23.0%)

Don't know (5.0%)

n = 100

©2012 IDC #233588 19

Have a SharePoint governance steering committee. In addition to coordinating

the enterprisewide records management program, the steering committee will

facilitate the development of governance standards around content creation, life-

cycle management, security, and application and infrastructure management and

administration. Leverage the expertise of the records management function.

Inventory MS SharePoint sites and electronic content for inactive records.

Ensure records management classification, retention, and disposition protocols

are consistent across SharePoint content and its paper-based counterpart.

Leverage MS SharePoint 2010 capabilities to enforce retention and disposition

policies for inactive records.

Develop and execute records management for emerging SharePoint use cases

and new content types because the content — not the media or application —

determines a record. Leverage the steering committee to harmonize new initiatives

(such as an enterprise social media program) with the SharePoint deployment.

Incorporating records management practices and leveraging the advanced

management capabilities offered by MS SharePoint during planning, design,

deployment, and implementation would enable an organization to realize operational

efficiencies, enforce policies consistently and effectively, and manage risks.

A P P E N D I X

I T P a n e l D e m o g r a p h i c I n f o r m a t i o n

Figures 13–16 present demographic information about the IT panelists who

participated in this study.

F I G U R E 1 3

I T P a n e l b y I n du s t r y S e c t o r


Finance (22.0%)

Manufacturing/retail (36.0%)

Life sciences and healthcare (14.0%)

Critical infrastructure

(16.0%)

Other (12.0%)

n = 100

20 #233588 ©2012 IDC

F I G U R E 1 4

B r e a d t h o f M S S h a r e Po i n t 2 0 1 0 I m p l e m e n t a t i o n


F I G U R E 1 5

I T P a n e l b y 2 0 1 1 R e v en u e


Companywide (82.0%)

Only specific countries or

regions (5.0%)

Only specific lines of business

(13.0%)

n = 100

$500 million to $749 million

(9.0%)

$750 million to $1 billion (12.0%)

$1 billion to $2.5 billion (24.0%)

$2.5 billion to $5 billion (16.0%)

$5 billion to $10 billion (18.0%)

Greater than $10 billion (21.0%)

n = 100

©2012 IDC #233588 21

F I G U R E 1 6

I T P a n e l b y T i t l e / R o l e


C o p y r i g h t N o t i c e

External Publication of IDC Information and Data — Any IDC information that is to be

used in advertising, press releases, or promotional materials requires prior written

approval from the appropriate IDC Vice President or Country Manager. A draft of the

proposed document should accompany any such request. IDC reserves the right to

deny approval of external usage for any reason.

Copyright 2012 IDC. Reproduction without written permission is completely forbidden.

IT operations/datacenter

operations (38.0%)

IT /datacenter operations

admin/manager (16.0%)

Network admin/manager

(13.0%)

Application admin/manager

(11.0%)

Security admin/manager

(9.0%)

IT storage admin/manager

(8.0%)

IT storage director/VP/senior

VP/architect (5.0%)

n = 100

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