Content Chaos: Why SharePoint and Office 365 Aren't the (only) Answer
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Transcript of Content Chaos: Why SharePoint and Office 365 Aren't the (only) Answer
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Solving Content Chaos
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CIO–Operational to Strategic Best Practices
FoundationalStable, Secure, Efficient
OperationalAgile, Global, Growth
TransformationalOptimized, Big-Data
Intelligence
StrategicCompetitive Advantage, Innovation
Business Value Delivered
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Cloud & Apps
25% of external development spend
and 50% of IT spend will be on
cloud, mobile, social and analytics in the
next 4 years
IT Pressure Driven by Content Trends
Content Chaos
By 2020 Digital Universe increases
by 10 times from 4.4ZB to 44ZB
Information Security
43% of Digital Universe needs protection, but
52% doesn’t have it
BYOD
Today > 50% of knowledge workers use an average of 3 Devices to create
content
• Content Chaos: IDC: The Digital Universe of Opportunities: Rich Data and the Increasing Value of the Internet of Things April 2014• Apps: Predicts 2013: Business Impact of Technology Drives the Future Application Services Market – 2012• Cloud & Apps: IDC THE DIGITAL UNIVERSE IN 2020: Big Data, Bigger Digital Shadows, and Biggest Growth in the Far East December 2012 By John Gantz and David Reinsel • BYOD: Info Workers Will Erase The Boundary Between Enterprise And Consumer Technologies – A BT Futures Report 2012
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The Unfortunate History of ECM
Cost & Complexity
Failure to achieve timeline and budget goals. They take much longer and cost more than originally planned
Business Value
Projects don’t have high visibility to senior management, don’t drive ROI or improve top-line profit, and aren’t a strategic driver for the business
Legacy of Project Failures
User Adoption
Failure to garner adoption more than 50% of the time
AIIM: 8 Reasons Why ECM Implementations Experience High Failure Rates, and What to Do About It May 25, 2010 by John F. Mancini
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Cloud Sync & ShareUsers Need Something that Works
Rampant3%
Increasing27%
Minor24%
Have "offi-cial" cloud-based op-
tion 5%
We prevent them from doing so
19%
Quite likely, but I
have no evidence
22%
To what extent do you THINK your users or
managers are bypassing on-premise
content management in an ad-hoc way?
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3/26/2015 Company Confidential, Do Not Distribute 10
Chaos Defined: Cloud & On-Prem Architecture
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Case Study: Corporate Legal
Where We Started: Millions of Documents in Email &
Shared Drives Productivity & Security Concerns Tried Buying & Building
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Case Study: Corporate Legal
What We Delivered: Role-Based Views (Matter
Management) Email & Office Integration +
Workflow Automation Migration of Millions of Files
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Who is Zia?
EST.
2003
Boulder, CO
CriticalNot
Casual
Controlling Chaos +
Delivering Rapid ROI
Process &
Integration
OpenPlatform
s
Content People
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Experienced Partnerships Adhere & Accelerate
Reduce the Risk
Thousands of Hours of IP Pre-Existing Integrations Vertical/Department
Focused
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Deliver Results
Zia Delivery Methodology
Architecture & Project Management
User AND Executive Involvement
Quick Wins
Initial Consulting
Engagements(ICE)
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Where We Work
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Solving SharePoint: Adhere for Alfresco
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Adhere: Consolidated Content Management
Integration &
Synchronization
Automated Workflow
Embedded Classificatio
n
Universal Content Security
Federated Search
Records Managemen
t
OUR TOOLBOX
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DEMO:
HumanResources
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Identification
Our Pillars of Success
Automation
Control
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What is it?
Where is it?
Forensic Discovery Intelligent Classification Simple + Smart ECM
Identification
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Case Management Business Process
Management Application Integration Document Assembly
Automation
Improving Productivity
Changing the Rules of the Game
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Control
Confidentiality
Compliance
Hybrid Platform Enterprise-Class Universal Content Security Records Management
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Solving SharePoint: Adhere for Alfresco
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Content Chaos
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Our employees demand SharePoint…
but we need an ECM system for governance,
security, and business process
Solving SharePoint
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AIIM 2015 SharePoint Survey
93%of
organizations use SharePoint
And…
Over
75%still have a
“strong commitment” to SharePoint
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However….
Only
11%of respondents
see their deployment as
a success
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The Facts
Only
30%use SharePoint for Document Management
Only
11%use SharePoint
for Records Management
Only
6%have true
“Federated Search”
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+
Managing Content Online in Office, Exchange, and Lync + SharePoint
A Cloudy Future
Government Mortgage Legal Insurance
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Plan to have at least some content in SharePoint
Cloud
34%
Don’t (either on-prem
or private cloud)
26%
Are Undecided
36%
SharePoint Online
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Security:
95%Governance:
95%
Integration:
90+
%
But Major Concerns Exist…
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Sound Familiar?
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Why Not SharePoint as Your Enterprise CMS?
SCALEPer Microsoft:
• Synchronization Limit - 1800 Documents
• Max 5000 Users• Max 10
Concurrent Editors
UPGRADEPer Gartner:
“SharePoint upgrade doesn't seems to have got any easier with 2013, and in fact things seemed to have gotten much worse.”
-Gartner Report "SharePoint 2013"
AUTOMATION
Per Microsoft Technet:
• Complex
Workflow Requires Third-Party Tools
• Max 15 Workflows Run Concurrently Against Content DB
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Why Not SharePoint as Your Enterprise CMS?
PROVISIONING
Lacks:
• Advanced Site Creation
• Configuration• Rule-Based
Provisioning
ARCHIVINGLacks:
• Site Archival• Decommissionin
g Functionality• Advanced
Storage Optimization Capabilities
COMPLIANCE &
SECURITYLacks:
• Automation (Users won’t do it)
• Governance Controls
• Security Controls
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PRED
ICTE
D
REALITY
Legal Costs & Risk Records Management
Doubles Cost Maintenance Costs Double Storage Costs Double Adoption Decreases
Hidden Cost & Risk with SharePoint OnlyCut Additional ECM Costs & Move Forward with SharePoint Only Initiative
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Failed Functional & Operational Strategy:
As it relates to cloud, mobile, information governance, user adoption, higher TCO,
and lower ROI
SharePoint as Standalone Enterprise CMS
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What Keeps You Up At Night?
Real Use Case:
Leading Pharma Manufacturer 70,000 SharePoint Sites 54 x $1 Billion Problem
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Sounds Great.
But How?
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Adhere: Consolidated Content Management
Integration &
Synchronization
Automated Workflow
Embedded Classificatio
n
Universal Content Security
Federated Search
Records Managemen
t
OUR TOOLBOX
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The Tools You Use Today
All About Adoption
+
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Adhere Solution Architecture
Modular software is highly adaptable
Easily configure one or many connectors
Simple integration of additional solutions to work with connectors
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SharePoint & YOUR Business
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What’s Broken?
Can’t Find Can’t Identify Can’t Process Can’t Secure
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Turn SharePoint Into a Powerful
SEARCHTOOL
Search Across
MULTIPLE REPOSITO
RIESFrom One Location
Federated results lists
allow
DIRECTINTERACTI
ON with content using native repository functions
Federated Search for SharePoint
Can’t Find
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Classification, Extraction, Validation
Modern, Open,
Intelligent
Document Capture
In-Process Capture
(Ephesoft Web Services)
Mobile Capture
Can’t Identify
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Discovery + Security
Forensic Discovery SharePoint Email Shared Drives Laptops
Can’t Identify
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Discovery + Security
Auto Classification Casual Content Confidential (PII/PMI) Secret Top Secret
Auto Redaction
Can’t Secure
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SharePoint + Workflow
40%struggle with SharePoint Workflow
#1 Response
54%use
workflow/BPM enhancements with SharePoint
Lack of BPM
Functionalities
is still a major issue
Can’t Process
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Introducing Alfresco Activiti
Enterprise Workflow & Business Process Management (BPM) Graphical and Step Based Editors Full Administration Capabilities Enterprise-Level Support Clustered Process Engine for Scalability &
Reliability
Can’t Process
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Alfresco Activiti 1.2
Featuring Choice of Process Designers Fully BPMN 2.0 Compliant Sharable Process Apps Content Aggregation Process Analytics
Can’t Process
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Advanced SharePoint BPM, Powered by Activiti
Automated Classification and Extraction Integration with Alfresco Share Integration with Alfresco Records
Management Security Enabled
Can’t Process
Adhere + Activiti
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Solving Content Security
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Dropbox
Mobile Legacy ECM
Shared Drives
SharePointOffice 365
Email USBs
Content Landscapes are Evolving And Becoming More
Complex
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Today’s (Unfortunate) Reality
Content travels, yet perimeters offer no protection Simplified B2B/B2C sharing technologies are pervasive Many users can’t tell the difference between sharing best-
practices and worst-practices Companies don’t classify data—let alone protect it Management doesn’t leverage the person who knows best
—the user
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Legal Risks: Confidentiality, Privacy
Compliance: HIPAA, SOX, PCI-DSS
Corporate Risks: Brand, Customer/Employee Satisfaction
Why Now?
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What Hasn’t Worked
Secure the perimeter of an organization so that everything inside of it was presumed to be safe
Mandate usage of enterprise business applications
However, content constantly moves beyond the perimeter – through the cloud to mobile devices and third parties
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Add the Human Factor
Internal Or
External Accidental or
Intentional
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Cyber Attacks Incidents Data Breaches
And There Have Been…
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Need a New Paradigm
Enable PERSISTENT protection and security throughout the information/data lifecycle
Assign policies to content and let the policy “travel” with the content
Eliminate the need to exchange keys directly Make it easy and transparent for the user
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Data Centric Security. Everywhere.
1. Enforce and Control Data Usage
2. Monitor File Activity
3. Install Alerts and
Report Violations
4. Protect Data Inside and Outside
the Company
Attach a smart and secure assertion that defines policies—
who can access, allowed operations, and where
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SmartCipher + SharePoint
SharePoint as “plain storage” or “smart storage” SmartCipher policy administration is embedded within
SharePoint Automatically assign users with permissions and policies ALL operations are logged in SmartCipher server and
available in the reporting Support for both on-premise as well as hosted solutions Support for SharePoint 2010/2013
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DEMO:
ContentSecurity
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Food for ThoughtBuilding Universal Content Security
Classify and segment content – Forensic Discovery, Intelligent Classification
Secure information, not systems Extend internal risk model outside firm Monitor for anomalies on info assets
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Everyone’s a Records Manager…
And Nobody Knows It!
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Information Governance Key Findings
AIIM 2014 Industry Watch – Automating Information Governance Report
Paper records are stabilizing Electronic are increasing rapidly 12% of organizations store what they need to 43% feel that automation is the only way to keep up Email & cloud strategies are variable and widely ineffective
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Information Governance RisksAIIM 2014 Industry Watch – Automating Information Governance Report
3 Biggest Risks From Failure of Information Governance
EXCESS
Litigation Costs
DAMAGETo
Reputation
LOSSOf
Intellectual Property
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Information Governance BenefitsAIIM: 2014 Industry Watch – Automating Information Governance Report
3 Biggest Benefits From Good Information Governance
REDUCTION
In Storage Costs
FASTERResponse to Events
and Inquiries
SHARING
and Exploiting Knowledge Resources
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The Two Worlds of ECM
Get Work Done Governance
Content Creators Records Managers
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DeclarationSecurity
ClassificationDisposition
HoldAudit
Put Another Way: The RM Continuum
CreateCollaborate
EditSearchVersion
Workflow
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Alfresco Records Management
Single Integrated Repository
“Enterprise-Class” RM Declaration, Retention, Disposal,
Freeze/Holds… Complete Audit Trail BPM/Workflow with Activiti DoD 5015.2 Certification
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Alfresco Records Management
EasyRM Features: In-Place Records Management Intelligent File Plan Automated Declaration
“File from Anywhere”
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In-Place Records Declarations
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Easy RM
Intelligent File Plan Dynamic Creation
& Filing Rules for Filing
Records Auto-Create
Records Folders
Automated Filing & Declaration Location Change Attribute Change
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SharePoint + Records Management
Only
13%Say SharePoint
Aligns With Their
Information Governance
Policies
Only
11%Use
SharePoint for Records
Management
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Everyone’s a Records Manager andNobody Knows It
SharePoint + Alfresco RM Simple Collaboration Meets Enterprise Governance Automated Archiving From SharePoint Business Process/“Event-Driven” RM Enterprise Integration – ERP, CRM, HCM
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DEMO:
Mortgage Automation
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Content Chaos
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Automated Document Processing With Accelerate
People + Paper Loans, Claims, Benefits, Applications
COST CONFIDENTIALITY COMPLIANCE
CUSTOMER/CONSTITUEN
T
SATISFACTION
4 Cs
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Accelerate: Document Processing For Your Process
Application Integration
Advanced Workflow/BP
M
CaptureAnywhere
Universal Content Security
Case Managemen
t
ActionableAnalytics
OUR TOOLBOX
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What’s Next?
Assessment/Health Check SharePoint + Alfresco Modeling Intelligent Migration
Learn More – ziaconsulting.com/resources Webinars & Videos Data Sheets & Brochures Case Studies
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Questions?