2016 ARMA Houston Spring Conference

“Content Governance & Office 365”

Mike Alsup

Founder, Gimmal

October 17, 2018

Summary

• Developments in 2018 impact on ECM markets• Developments in SharePoint, Office 365, and ECM ecosystems

Trying to provide context for ECM and Records professionals• How to think about ECM and RM and Governance holistically• Not a deep dive into technology

What do you need to Believe to Achieve Information Governance?• Microsoft• ECM Vendors• Cloud Vendors• Your Organization

Agenda

White Paper

Scope – ECM Processes & Repositories

Cloud ECM

Traditional RM

SharePoint, Office 365

Traditional ECM

File Shares

Email

ERP, LOB

Cloud File Sync & Share

User View of Content7 July 20164© Statoil ASA

MULTIPLE CLIENTS AND MULTIPLE REPOSITORIES

SharePoint

2010

SharePoint

Online

Exchange

Online

File Shares SAP

SharePoint

Legacy

AppsDCTM, OTEX,

FileNet, etc.

SAPGUILegacy App

InterfacesOfficeU

ser

Dat

a R

ep

osi

tori

es

OneDrive

OutlookInternet

BrowserDCTM, OTEX,

FileNet, etc.

• Collaboration

• Portals

• Intranets

• Websites

• Social

• Document Control

• Business Process Management

• Knowledge Management

• Records Management

• Custom Applications

Which ECM Solutions are Moving to the Cloud in 2018?

All ECM Solutions Cloud

All ECM Solutions need Governance:

• Consistent across repositories• Consistent across devices• Transparent to the user• Sustainable for the long term• Defensible when necessary

Information Governance Requirements

Transparent End reliance on users choosing to follow policy & rules

All content in all repositories managed from an information lifecycle perspective

IT, Records, Legal & Business collaborate based on Content Types and Process Rules

5 Key Information Governance Requirements:• Information Management Policies (Tags)

• Information Lifecycle

• Metadata Inheritance & Rules Actions

• Content Types (& Containers)

• Consistency and Simplicity in User Experience

Repository-based Governance (Includes Containers)• Access Controls

• Update Controls

• Disposition Controls (Deletion, Archiving, Offline Access)

• Retention vs. Records Management

Content (or Document) Type-based Governance • High Level Content Type Model

• Functional Content Type Model

Lifecycle Governance• Multi-Repository Governance

• In Place Governance

Search & Classify-based Discovery• In Place Governance

• Process Launched: Content Copied or Moved

Alternative Information Governance Methods

• Differences between Repositories

• Different for in-Repository vs. Federated

• Many Repositories don’t Federate O365

• Best Practice is not 100% governance

Information Lifecycle Model

• All unstructured information is managed from creation to disposition

• Retention for all information in every state of the ILM

• Information Lifecycle Model is system agnostic

• Classification (categorization) is an important step to compliance

• Result: Predictability, Relevance, Accuracy, Confidence and Trust

------ Transitory Records ------ Business Records

Records Retention Schedule (RRS) Structure

ContentTypes

(many)

CopyrightRegistration

Life of Company

Record Series / Buckets=Labels

(~100)

Business Functions

(10-20)

Litigation File

Final Resolution+10 years

TrademarkRegistration

Life of Company

Pleading

Final Resolution+10 years

LEG020:Dispute

Resolution & Litigation

Final Resolution+10 years

LEG030:Intellectual

Property (IP)

Life of Company

Legal

Content Types Extend and Inherit from Organization

Document

Organizations Inherit Properties

of Enterprise Document

Enterprise Document Extends

and Inherits Properties of Base

Document

Microsoft Office 365 or SharePoint

Base Document

DocumentGeneric “Document”

Company-wide Properties

EngineeringProject Execution

Documents

Process Technology Design Methods and

Data

Operating Manuals

HR

Finance

Properties:+ Owning Organization+ Lifecycle State+ Security Classification

Properties:• Name• Title• Modified Date

Properties:

+ Office of Record+ Category-specific

attributes

Properties:+ Content Type+ Content Type specific

attributes

Content Type Hierarchy

Co

nte

nt

Typ

e Le

vel

Co

nte

nt

Typ

e

Ow

nin

g O

rgan

izat

ion

Life

cycl

e St

ate

Life

cycl

eD

ate

Cre

ate

Dat

e

Last

Mo

dif

ied

Dat

e (s

yste

m g

ener

ated

)

Info

rmat

ion

Cla

ssif

icat

ion

(i

nte

rnal

use

on

ly, c

on

fid

enti

al, e

tc)

Off

ice

of

Rec

ord

Ori

gin

atin

g C

ost

Ce

nte

r

Pro

ject

or

Pro

du

ct N

ame

Pro

ject

or

Pro

du

ct M

anag

er A

PEX

ID

Ret

enti

on

Cat

ego

ry

Even

t Tr

igge

r D

ate

EnterpriseContent Type

Statoil (generic) X X X X X X

Organizational Content Type

Engineering X X X X

Local Content Type

Process Design Methods (PDMs)

CIA-009 X

Local Content Type

Plant Operating Manuals

CIA-011 X

Taxonomy Master Model

Note: Metadata elements will be auto-generated wherever possible to minimize amount

of information entered by users.

What is Gartner’s View of Microsoft’s Relationship to ECM?

SharePoint/O365 Consolidating ECM & RM?

• 300MM SharePoint Licensed Users*

• 85,000 Companies*

• 100% year over year growth in usage*

• 300% year over year content growth*

• 1,000,000 SharePoint Developers*

• Remarkable Enterprise ECM Commitments:• 85% of Fortune 500

SharePoint Online / O365 is Energizing ECM

• Microsoft owns productivity market

• ECM and RM are seen as a natural extension• Portals, Sites, Files, Identity Mgmt., Content

Governance

• Many Best of Breed apps & extensions

SharePoint/O365/Azure is a compelling platform for information governance

SharePointOnline/

O365

Microsoft’s View of ECM…

• Most Recent Gartner MQ understates SharePoint/Office 365 ECM dominance

• Microsoft Message conflicts with Gartner’s paying ECM vendor base

• Office 365 / SharePoint Online Platform has gaps in advanced compliance

• Physical, Standards-based, and Hybrid governance require partner solutions

• Over time, infrastructure gaps will be filled mainly by Microsoft, not partners

• Business Solutions will drive Office 365 Governance adoption in the Enterprise

• This has been the ECM market driver for 30 years

• Partner Opportunity is Business Solutions that need a Governance foundation

• Market consolidation has begun in administrative governance (users, topology)

• Metalogix and AvePoint are leading the SharePoint market consolidation

• Companies like IBM & Open Text are trying to get into this market

• Market consolidation is also underway in content governance

• SharePoint Online/Office 365 is “defacto” platform for content governance

• OpenText is buying the non-Microsoft legacy ECM Governance vendors

Gimmal ECM Market Assumptions

• Business Case

• Cost to build Office 365 solutions stay with On-Prem solutions

• Cost of E5 licenses stay with other Office 365 CALs

• Capture

• Business Process Management

• Case Management

• Business Solutions

• Vertical (e.g. Banking, Heath Care, Energy, Government, etc.)

• Horizontal (Contracts, Accounts Payable, HR, etc.)

• Hybrid Content Management

• On-Premises Microsoft

• Non-Microsoft Repositories

• Migration to Office 365

• Huge Services Opportunity

What is the Microsoft White Space to be Filled?

• “How can we build robust Office 365 ECM solutions?” • Microsoft answer emphasize value within Office 365:

oPortals for navigation and consistencyoAdd-Ins to accelerate productive applicationsoFull and transparent in place content governanceoSharePoint Framework for cloud scalability (=Salesforce)oInformation Mgmt. (versioning, retention, availability, security) = GovernanceoBusiness intelligence integrated to Office and ERP toolsoArchiving support oMassive scalability

Why manage content outside of this stack?

•Outside Office 365/Azure Two ECM repositories with separate:o Authentication / Identity / Security / Search / Data Center / Bandwidth issueso Synchronization of content where to search

More complexity, especially as sites evolve

Is this what ECM users want?

Microsoft Lifecycle Vision

IMPORT GOVERN MONITOR

Declared RecordsAuto or Manually Declared

Non-custodial, Definitive Assets

ManualDisposition Review

Compliance Officer

IT AdministratorRecords Manager

RetainIn-Place

AutomaticDisposition

Reviewers/Approvers

CollaborateCo-authoring | Versioning Non-Records

Custodial (me space)

CreateNew | Upload | Import

Categorize/LabelAutomated | Manual

Non-RecordsNon-custodial (we space)

Infinite Retention

RetainCentral Repository

DisposeCertificate of Destruction

Information Workers

Recategorize/Re-Label Approve Disposition

Microsoft Governance Roadmap

IMPORT GOVERN MONITOR

• Smart Import

• Import with scale

• Labels support

• ML Private Preview

• Records Manager Dashboard

• Supervision Enhancements

• GDPR Dashboard

• Access Governance Preview

• Retention for Microsoft Teams

• Retention Schedule Automation with PowerShell

• Event-based Retention APIs

• Autoclassification of emails for Sensitive Types and KQL query

• Manual Disposition Review for emails

• Record Declarations

• MIP

• Long term retention support

Office 365 compliance, data lifecycle

Ingestion of Data Outside Office 365 In-Place Data Creation, Retention & Archiving In-Place eDiscovery

Auditing

Export

Ignite Announcements – Sept 2018• KQL commands assign retention labels on content type or metadata

• New autoclassification capabilities based on Azure machine learning trained to assign metadata to content on ingestion.

• Powerful out-of-the-box classifiers to assign metadata.

• Microsoft Information Protection (MIP)

• Azure Information Protection (AIP) for content outside of O365. enables labels for share drives in Azure, but not in short term.

• Office 365 File Plan API

• Info Gov Solutions (www.askvirgo.com) (John Isaza) maintains File Plan in Cloud publish retention labels to O365.

Ignite Announcements – Sept 2018

• Content Boundaries

• Enables different labels and policies to be applied and managed based on geography, organization or other regulatory requirement.

• Enables centralized records management with local exceptions, a requirement of global orgs.

• Microsoft is building Office 365 Records Mgmt. for largest companies

• Events

• Hierarchical file plans and retention schedule

• New Connectors to govern content in 3rd Party Repositories

• e.g. Salesforce, Dropbox, Box, Adobe, Facebook.

• Dashboards and Intelligent Alerts

• Shell Oil vision using Office 365 for Records Mgmt. for enterprise

User View of Content – Microsoft Vision

OneDrive SharePoint

OnlineFile Shares

Office

ExchangeOnline

Use

rM

anu

al &

Se

mi-

Au

to R

ule

s &

Po

licie

sD

ata

Re

po

sito

rie

s

Internet

Browser

Message Specific Categorization

Default Categorization

Default Retention Labels

Default Categorization

***

DefaultRetention

Labels(when

available)

Default Categorization

***

Default Retention

Labels

OutlookPowerApps SAPGUI

SAP

Search / Navigation / Taxonomy

Advanced Content Services

Categorization Services

Retention Services

Office 365

Office 365 / Azure Retention Label Support / MIP

Business Case

• Just Do It• Govern Email, File Shares, SharePoint with Microsoft native tools

• Incorporate Governance into IT Office 365 Rollout (Provisioning)

• Leverage the Microsoft Substrate for Labels and Tags

• Retention & Records

• DLP, Encryption, Geolocation, Identity, Etc.

• Proofs of Concept demonstrate ADG and Lifecycle in Office 365

• Communications Plans and Awareness Training to ensure adoption

The Future of ECM – a 2020 Vision

•The ECM Dial Tone• Unified Object Mgmt. Environment (Document, Voice Message, Email, Viewer, etc.)

• Device Independence

• Departments, Legal, Records and IT collaborate on Policy at Content / Tag Level

• Governance Policy Automatically (& Transparently) Applied via Containers & Templates

• Plan and Setup then it just works

•Archival & Governance Solutions will go way of Legacy ECM components:• Word Processors Word

• Microfilm Storage

• Optical Disk Storage

• Local Area Networks Cable Plug or WiFi

• Data Center Cloud

•People don’t care about Tech, they want Solutions that Work Transparently

Microsoft’s View of ECM…

White Paper

2016 ARMA Houston Spring Conference

26

Mike Alsup

malsup@gimmal.com

@GimmalGroup

www.facebook.com/Gimmalwww.linkedin.com/company/gimmal

www.google.com/+GimmalSolutions

www.gimmal.com

Contact

Information Management for Everyone

Thank You !