11
0 Information Management for Everyone Building on Success! Leveraging SharePoint for Records Management Tim Shinkle Senior Director April 10, 2013
0Information Management for Everyone
Building on Success!
Leveraging SharePoint for Records Management
Tim Shinkle
Senior Director
April 10, 2013
Gimmal is a SharePoint Solutions Company
ERP-Link Suite
Content Archiving
and Collaborative
SharePoint - SAP
Applications
We extend the market-leading enterprise platforms with best-in-class information governance, compliance and business application software and services
1Information Management for Everyone
Applications
Information
Governance
Suite
Content
Consistency and
Lifecycle control
Compliance Suite
and Unified
Records
Management
For Electronic and
Physical
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
2Information Management for Everyone
• 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
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
3Information Management for Everyone
• 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 given 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
4Information Management for Everyone
• DoD 5015.2 = primary design criteria for all these solutions
• Very thin, paper-based features
Current Challenges with RM 1.0
• Traditional RM / ECM solutions have failed
to deliver proactive governance
• Low adoption means not truly Enterprise
• RM a separate application, not a lifecycle step
• Non-intuitive end user experience
• Too hard, slow and inflexible to implement
• Separate repository and redundant
5Information Management for Everyone
• Separate repository and redundant
infrastructure, just to be DoD5015.2 certified
• Governance must be proactive
• Reactive governance is too expensive
• Results in High eDiscovery Cost
• Could Mean Punitive Damages
• Risks the Loss of Reputation
• Cost of managed storage is escalating
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
6Information Management for Everyone
– 2012 � $2B business
– 98% of Government
➔ 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”
7Information Management for Everyone
RM 2.0 Approach
• Leverage the Viral Adoption of SharePoint
2010
• Connect with everyone – all business users
• Ensure that all content is managed
• From a lifecycle, compliance and legal hold
perspective
• Ease the burden of eDiscovery
8Information Management for Everyone
• Ease the burden of eDiscovery
• With enhanced “findability”
• Eliminate reliance upon end users
following policy
• Assist with metadata inheritance and automation
• Involve Business, Legal and IT
• To define the rules and ongoing review process
• Build and integrate business applications
• Leveraging a common enterprise architecture
CLOUD
Path to the Cloud
9Information Management for Everyone
ON PREMISE
HYBRID
THANK YOU
10Information Management for Everyone
THANK YOU
Tim Shinkle, Senior Director, [email protected]
Paul Giles, Senior Sales Director, [email protected]
April 10, 2013
Extend SharePoint Content Governance and Records Mgmt.
