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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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2 #233588 ©2012 IDC
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
Source: IDC's MS SharePoint 2010 Records Compliance & Governance Survey, December 2011–January 2012
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
Source: IDC's MS SharePoint 2010 Records Compliance & Governance Survey, December 2011–January 2012
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
Source: IDC's MS SharePoint 2010 Records Compliance & Governance Survey, December 2011–January 2012
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
Source: IDC's MS SharePoint 2010 Records Compliance & Governance Survey, December 2011–January 2012
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
Source: IDC's MS SharePoint 2010 Records Compliance & Governance Survey, December 2011–January 2012
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
Source: IDC's MS SharePoint 2010 Records Compliance & Governance Survey, December 2011–January 2012
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
Source: IDC's MS SharePoint 2010 Records Compliance & Governance Survey, December 2011–January 2012
33
33
69
75
78
90
0 20 40 60 80 100
Blogs
Social media streams
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
Source: IDC's MS SharePoint 2010 Records Compliance & Governance Survey, December 2011–January 2012
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
Source: IDC's MS SharePoint 2010 Records Compliance & Governance Survey, December 2011–January 2012
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
Source: IDC's MS SharePoint 2010 Records Compliance & Governance Survey, December 2011–January 2012
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
Source: IDC's MS SharePoint 2010 Records Compliance & Governance Survey, December 2011–January 2012
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
Source: IDC's MS SharePoint 2010 Records Compliance & Governance Survey, December 2011–January 2012
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
Source: IDC's MS SharePoint 2010 Records Compliance & Governance Survey, December 2011–January 2012
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
Source: IDC's MS SharePoint 2010 Records Compliance & Governance Survey, December 2011–January 2012
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
Source: IDC's MS SharePoint 2010 Records Compliance & Governance Survey, December 2011–January 2012
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
Source: IDC's MS SharePoint 2010 Records Compliance & Governance Survey, December 2011–January 2012
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
Source: IDC's MS SharePoint 2010 Records Compliance & Governance Survey, December 2011–January 2012
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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