Nirma 2011 presentation on share point

Implementing SharePoint 2010 for Managing Content and

RecordsBob Larrivee, Director and Industry Advisor

AIIM Learning CenterAIIM International

About AIIM

International - Members in 146 countries Independent - Unbiased and vendor neutral Implementation Focused - Processes, not just technology Industry Intermediary - users, suppliers, consultants, analysts,

and the channel www.aiim.org www.aiimcommunities.org

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Creation outpaces management…

Word, PowerPoint, Excel JPEGs, TIFFs E-mails with attachments Business system documents …on the network on PCs, on

sticks, on phones, on PDAs


Resulting in: the enterprise content mess


What in the world is ECM?

Strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to key organizational processes.


Capture

Manage Store Preserv

e Deliver

60% of ECM Users cite “Content Chaos” for adopting ECM 36% of organizations have no senior level ownership of

document and records management 41% have little to no confidence that their electronic

information is accurate, accessible and trustworthy 56% are not confident that emails are recorded, complete

and retrievable 60% find it is easier to locate “knowledge” on the web that

in their own internal systems

Source: AIIM Industry Watch - State of the ECM Industry 2010

Research Shows


Over 60% of organizations have yet to bring their SharePoint installation into line with existing compliance policies.

46% reported their biggest on-going issue to be the lack of strategic plans on what to use SharePoint for, and what not to use it for. Next are governance issues, and the lack of expertise to maximize its usefulness.

Regarding records management strategies, 29% have endorsed the native Record Center functionality whilst 41% will continue to use existing records repositories. 35% have no long-term retention strategy, including 27% of even the largest organizations.

Source: AIIM Industry Watch 2011 - Using SharePoint for ECM: How well is it meeting expectations?

Research Shows


A third of organizations will pull as much information into SharePoint as possible to provide a universal information portal, whereas 37% plan to use SharePoint as a master-portal linking to other repositories. 19% plan to link to SharePoint from an existing dedicated portal or ECM system.

The IT department is in charge of SharePoint in all but 28% of organizations. Only 17% have a representative governance committee or board-level management.

70% have no acceptable-use policy and only 28% have a guidance policy on corporate classification and use of content types and columns. Only 11% have legal discovery policies for SharePoint.56% are not confident that emails are recorded, complete and retrievable

Source: AIIM Industry Watch 2011 - Using SharePoint for ECM: How well is it meeting expectations?

Research Shows


Organizational Information Content Management Records Management

Ways of Working Process Management Change Management

The Future Continuous Improvement

SharePoint Must Support

SharePoint is a Registered Trademark of Microsoft© AIIM | All rights reserved

SharePoint environments include Governance eDiscovery Taxonomy Metadata Security

Source: AIIM Industry Watch - SharePoint-strategies and experiences

Beyond the Technology


Do you have an established taxonomic structure? What is your metadata strategy? Is security aligned with your information architecture?

For managing both physical and electronic information? When did you last assess your recovery plan?

Have you identified and addressed vital records recovery? Are your retention policies in line with regulatory guidelines

at all levels? Multi-national organizations will have varying requirements.

Questions to Ask


Align for Success

Marchand’s Strategic Information Alignment Framework

Add valuecustomers and

markets

Minimise Risksmarket, financial,

legal,operational risks

Reduce Coststransaction and

processes

Create New RealityIntelligence (social, political, technological, etc)

Source: “Competing with Information,” Donald Marchand (2000)


Source: Amazon.com

Adding value


Costs: Paper

Companies spend $20 in labor to file a document, $120 to find a misfiled doc, and $220 to reproduce a lost doc

7.5% of all docs get lost; 3% of the remainder, misfiled Professionals spend 5-15% of their time reading information,

but up to 50% looking for it Average document photocopied 19 times There are over 4 trillion paper documents in the U.S. alone

growing at a rate of 22% per year Source: PriceWaterhouseCoopers


Costs: Storage, transmission, space

Email Corporate users received an average of 18 megabytes (MB)

per day in 2007 Expected to grow to over 28 MB per day by end of 2011 Users send and receive an average of 133 messages per day

Source: Radicati Group

Average cost to send a package via courier service is between $8 and $15

Cost of office space has increased 19% Source: Office Space Across the World 2008


Creating a new reality: Collaboration


Minimise risk: Business continuity

Paper warehouse destroyed in fire

A huge fire has ripped through a six-storey paper storage warehouse in east London.

Flames shot 20 to 30ft into the air and smoke from the blaze could be seen across the city.

About 100 firefighters were called to the site in Twelvetrees Crescent in Bow on Wednesday night but say it needs to burn itself out.


Document Problems and Consequence

Identify problems of current-state environment Difficult finding files Process not

defined/standardised Email, chat, IM, voice mail

not managed Poor readability and

accessibility Paper documents take up

space Files misplaced, Multiple

copies

Document consequences of identified problems◦ Mistakes◦ Lost productivity◦ No record integrity◦ Poor collaboration◦ No version control◦ Duplications◦ Processing delays◦ No sharing of best practices◦ Pain of audits/investigations


Link benefits to business goals and CSFs

Users / other stakeholders

Management / executive board

Business area managersOperational(Consequential impact)

Tactical

Strategic(C-level)

(Balanced scorecard)Drives

Contributes to


Building an SharePoint environment

FoundationBuilding a sustainable ECM environment requires strong foundation with a good understanding of the technologies and architectural design.

Tools and InstrumentsUsing the right tools is vital to the design’s construction.

FuturesThe best designs for an ECM environment includes a continuous improvement programme with a vision of the future.


Bob Larrivee, Director and Industry AdvisorAIIM International

Email: [email protected]: BobLarrivee

www.aiim.orgwww.aiim.org/trainingwww.aiimcommunities.org

Thank You


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Education

Nirma 2011 presentation on share point