ECM & Records Management made easy with SharePoint
Transcript of ECM & Records Management made easy with SharePoint
ECM & Records Management made easy with SharePoint
Good information management underpins
excellent operational performance
ECM & Records Management made easy with SharePoint
What’s New with SharePoint Jonathan Stuckey, Microsoft
SharePoint for Records Management? Michele Marsburg, RIM
Record 2.0 – Meeting RPA & ISO15489 with SharePoint HomeStart Finance – Case Study Anthony Woodward, RecordPoint
From Concept to Reality – Intergen’s EDRMS solutions and service offerings Steve Lapwood, Intergen
Programme
SP2010
[Enterprise]
SharePoint
Server 2010
[Standard]
SharePoint Foundation
Services
[Windows]
Microsoft SharePoint 2010 Business Collaboration Platform
• Easy for IW: Supreme user acceptance & adoptability
• Easy for IT: Great OOB, fast to deploy & easy to
manage Easy to Use
• Everyone in the organization has access to and benefits
from features
• Capabilities can be adjusted – everyone sees as much
as they need
Everyone
Participates
• Scalability: More items, richer filtering, metadata
navigation, FAST integration
• Breadth: Cross repositories, enterprise content types,
greater extensibility
Enterprise
Ready
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1 2 3 4 5 6 7 8 9 10
Sto
rag
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eq
uir
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TB
)
Year
Keep Everything 90% Retention 80% Retention 70% Retention
Michele Marsburg RIM Ltd 16th and 17th August 2010
Sharepoint and Compliant Records Management
Fact or Fiction
Sharepoint and Records Management
How much compliance out of the box?
•88% of Records functionality as defined by the ICA standard is now available “out of the box” using SharePoint 2010 •Additional configuration and Third party applications are required to provide specific records compliance functionality
Compared with MOSS 2007 there are significant improvements
Sharepoint and Records Management
Let’s see how Sharepoint 2010 stacks up • Electronic business information has to be actively managed and reliably
maintained as authentic evidence of business activity
• Business information has to be linked to its business context through the use of metadata.
• Business information has to be kept and must remain accessible to authorised users for as long as required.
• Business information has to be able to be disposed of in a managed, systematic and auditable way.
• Systems should support good business information management as an organic part of the business process.
• Systems for capturing and managing business information have to rely on standardised metadata as an active, dynamic and integral part of the recordkeeping process.
Sharepoint and Records Management
Stacking up cont.…….. • Systems have to ensure interoperability across platforms and domains and over
time
• Systems should rely as far as possible on open standards and technological neutrality.
• Systems should have the capacity for bulk import and export using open formats.
• Systems must maintain business information in a secure environment
• As much metadata as possible should be system generated.
• It should be as easy as possible for users to create/capture records of business activity.
Sharepoint and Records Management
Main areas of partial or non compliance Native Security Classification
Physical and Hybrid Records Management
Metadata Export and transfer
Email management and automated capture of related metadata
Complex Classification configuration
Complex disposal and transfer actions
Automated capture of non Microsoft content
Sharepoint and Records Management
Support for PRA requirements
Metadata capture requirements are supported
Supports the principle that all records of business activity must be captured routinely into an organisation-wide recordkeeping framework
Supports the principle that records must be usable, accessible and retrievable for the entire period of their retention
Document management requirements are supported
Support s the principle that records must be comprehensive and provide authoritative evidence of all business activities
Provides for management of business rules i.e. retention and disposal, classification structure, use and access
Sharepoint and Records Management
What could be improved ? •Improved Classification Hierarchy Management and visibility for RM
•Increased visibility of Records Rules builder
•Improved single point governance
•RM Management of records not classified correctly
•Bulk updates and imports/exports of metadata
•Item level back up and Recovery notification
•Bulk conversion of electronic items to approved format
•Metadata creation and management for complex vocabularies
•Records sentencing and disposal management
Sharepoint and Records Management
Significant progress has been made since the introduction of MOSS 2007 and 2010 is now a viable EDRMS alternative Third party applications built in Sharepoint still required for
specific functionality especially email and fully compliant Records Management Ease of use and collaboration features means this tool is likely to
become an accepted solution in most business situations Good governance, Structure, Business rules, Training and Change
Management still vital Possibility to reduce cost, decrease technology breadth and
mitigate risk of an EDRMS project by leveraging existing platform
Conclusions
Sharepoint and Records Management
OPTION
Choices
Out of the box – no customisation Out of the box - with customisation
and development
Out of the box – With additional Third
party applications for RM and email management
WHERE APPLICABLE
Solution for small and simple business environments with little or no compliance requirements
Medium and Large corporate environments
with big $$ budget, significant In-house SharePoint expertise and extended deployment time frames
All organisations with compliance
requirements or increased document and records management needs
• Only fully certified add-on for SharePoint
• 5 Delivery Partners
• Microsoft Gold Certified in 8 competencies
• 1 of 30 partners worldwide on Global Partner Advisory
Council for SharePoint
• Developing Records Management software since 2003
• Microsoft Partner of the Year 2009
About RecordPoint
RecordPoint delivers a
comprehensive PRA compliant
records management solution
built into SharePoint with a
seamless end user experience
A More Practical Approach
Use rules to map business (information) processes to
Records Management system
Business Processes
Records System
• All about the end user
• Easy to use interface - Microsoft SharePoint
• Familiar Business Language not RM Language
• RP interprets User Inputs into RM Outputs
• Maps user activities back to RM (not the other way around)
• No Client software needed – all web based
• Rich and extensive rules engine
• Leverages industry leading Microsoft SharePoint platform
• Single SharePoint platform – no need for 2 repositories.
• Fully VERS Certified (1 through to 5)
• Local team with local support
Why RecordPoint is different
Access Control
Audit
Version Mgmt
Search
Workflow
SharePoint
Content Mgmt
RecordPoint
Classification
Rules Engine
Security
Disposal
Compliance
RecordPoint
Permanent Review 10 yrs
Destroy in 7 yrs
Co
llab
ora
tio
n s
ites
Ru
les
Engi
ne
• Content Type Rule • Location/ Site Rule • Controlled Vocabulary Rule
Demonstration Scenario: End User
Electronic and Physical Files
• Add a document to SharePoint
• RP automatically will process the file
• A user can see the summary
• Add an e-mail to SharePoint
• See centralised Records Control/ Rules
• Create a physical record
Download Now: www.oneplacemail.com
1. Microsoft Outlook to SharePoint (2003 & 2007, 2010)
2. Windows File Explorer (Right Click – Sent To)
3. Microsoft Office (Word, Excel, PowerPoint 2003 & 2007, 2010)
4. 3rd Party Application Integration /API
OnePlaceMail provides Seamless Integration between
desktop applications and Microsoft SharePoint:
What is Scinaptic OnePlaceMail®
RecordPoint 3.0 Features • Taxonomy Manager
• Advanced Rules engine
• Rules Builder
• Long term preservation
functions - ICA
• Classification scheme
Management
• Centrally managed Retention
and Disposition
• Automated Hybrid Electronic/
Paper Records
• Space Management Box
Management
• VERS Certification
SharePoint 2010 + RecordPoint 2010
Low High
High
Low
Cost Savings
Productivity
Accuracy
Manual
Classification
Authoring
Templates
Rules Based
Classification
Single Disposal
process
State Records
Compliant
Complex
Rules
Consistent Participation & Enforcement
Simple
Rules
Simple
Rules
Statutory Authority of the South Australian Government
Vision
Leading the nation in affordable housing finance solutions.
Purpose
Making home ownership possible.
Over 56,000 success stories and
counting
Currently over 15,000 loans
with value over 1.5bn
Records Management Journey
“MY” Records culture which provided
“Security by Obscurity”
Physical records have been handled well...
Traditional file server environment
Electronic records not so much!!!
No supported enterprise search tool
Records Management Journey
Slowly senior management began to see the carrot AND the stick
Windows SharePoint Services (WSS) demonstrated business context
Worked with specialist RM consultants to:
Finally received the green light to do it right!
•Develop Information Management Framework, strategy and later policies
Previous attempts focused on compliance and.......FAILED!
•Undertake a self assessment which identified the gaps
•Mapped organisations functions which informed BCS & RDS creation
•Talked to users to gather requirements for a technology solution
Change management and communication committee responsible for:
•Updates at staff meetings
•Newsletters
•Monthly emails
•Responsible for staff training plans
Composition of project team was important
Management team as steering committee
Project sponsor at GM or C level
Departmental champions to assist teams with the transition
Getting the Support Structure Right
Give the project a brand
Identifying Technology
Users had experienced Document Management (DM) through WSS and they
liked it. Suddenly they had:
Check-in, check out, single instance storage, version control, consistent look and
feel with existing intranet, tight integration with office, alerts on changes
PROBLEM: SharePoint is not a records management
system by Australian Standards
Microsoft announced that regional based compliance issues would be handled by
their partners
Identifying Technology
Enabled HomeStart to start small and scale over time
Support skills are easier to come by and users can
pick it up quicker
Making users aware of RM responsibilities while creating
a DM culture
Users focus on managing docs while RM just happens
Dedicated RM resources ensure compliance
Gives users the features they were exposed to and
liked with WSS
Enabled HomeStart to introduce a DM Culture
Consume Information Create and Collaborate on information
Bubble up and present
relevant information from
document libraries and
other content sources
Create and collaborate on documents
within departmental and team document
libraries or within a meeting or project
context
Enterprise Search
Timely Access to Records Documents & Information Systems
Search for Information
Most important aspect of the project from a users perspective. Users need
confidence that they will find their documents again.
Tardis
People
Network Shares
Record Point
Security trimming only displays authorised documents
All SharePoint content including documents and pages
HomeStart employee search
Assists with the transition of documents over time
Documents that have been submitted to the records centre
Faceted search adds granularity to search results
Benefits
To instil a DM culture within HomeStart and by default get RM
By using SharePoint:
Check-in / check-out, version control, search, workflow, single
instance, rich meta data, alerts, audiences, approval
A robust, content managed intranet that leverages existing investments
in Office, SQL, Exchange and other Microsoft products
Security through existing Active Directory groups
Customisation through common coding tools (ASP.Net and visual studio)
By adding Record Point:
To get tight integration with the corporate intranet allowing users to
create and consume information through the one portal
Achieve adequacy at our next audit!
Success Stories
THANK YOU
Contact Details:
Anthony Woodward
RecordPoint Product Manager
+61 2 8001 7707
www.recordpoint.com.au
ECM & Records Management made easy with SharePoint
Governance Framework
Business Transformation
Information Management
Content Management
Integration
Migration Tools
ECMS Solution
Our Approach - Holistic Solution Delivery to Achieve Outcomes
Operational
Outcomes
ECM & Records Management made easy with SharePoint
Solution and Services
Roadmap and IM
Roadmap
Governance
Classification
Records Management
Integrated Technology Solutions
ERMS
Office
Outlook
SharePoint
RecordPoint
Search
SharePoint Search
FAST ESP
Scanning
Fuji Xerox Apeos/
SMARTConnect
Implementation and Deployment Services
Solutions delivery
Plan
Develop
Stabilise
Deploy
Information Management
Records Management Standards &
Practices
Business Transformation
Change Management
Process
Improvement
a combination of people, policies, procedures, resources, methods, technology, institutional culture, data and knowledge
ECM & Records Management made easy with SharePoint
Solution Delivery Framework
Roadmap
Governance Classification Records Mgt
Information Management
Business Transformation
ECM & Records Management made easy with SharePoint
Solution Delivery Stages
Envisioning • Scope • Roadmap
Planning • Records inventory • PRA requirements
mapping • Records policies • Metadata design • Governance design • Solution Architecture • Review
Develop • Configuration • Migration strategy • Process design • UAT & Release • Knowledge transfer • Review
Deployment Plan
Change Management Plan
Deploy • Release • Processes • Training • Review
Project Management Plan & execution
ECM & Records Management made easy with SharePoint
Client Project
Solid Energy SharePoint Intranet with Document & Records Management
Sports & Recreation New Zealand SharePoint intranet with Document and Knowledge Management
PSIS SharePoint intranet with Document Management
Spectrum Care Intranet & Document Management
New Zealand Automobile Association Intranet & Document Management
Plant & Food Research Intranet & Document Management
Sample Clients
ECM & Records Management made easy with SharePoint
Understood how to turn concept
into reality Analysed SharePoint for PRA compliance
Saw RecordPoint and examined the
case study
Looked at what’s New in SharePoint
SharePoint + RecordPoint is the ECM + RM solution
Intergen turns the solution into your business reality
You achieve benefits realisation and compliance