Embed Size (px)
Citation preview
2016 ARMA Houston Spring Conference
“Achieving Information Governance in theMicrosoft Cloud"”
Mike Alsup
Founder, Gimmal
April 24, 2018
Summary
• Developments in 2018 impact on ECM markets• Developments in SharePoint, Office 365, and ECM ecosystems
Trying to provide context for ECM and Records professionals• How to think about ECM and RM and Governance holistically• Not a deep dive into technology
What do you need to Believe to Achieve Information Governance?• Microsoft• ECM Vendors• Cloud Vendors• Your Organization
Agenda
Scope – ECM Processes & Repositories
Cloud ECM
Traditional RM
SharePoint, Office 365
Traditional ECM
File Shares
ERP, LOB
Cloud File Sync & Share
User View of Content7 July 20164© Statoil ASA
MULTIPLE CLIENTS AND MULTIPLE REPOSITORIES
SharePoint
2010
SharePoint
Online
Exchange
Online
File Shares SAP
SharePoint
2010
Legacy
AppsDocumentum
SAPGUILegacy App
InterfacesDocumentumOfficeU
ser
Dat
a R
ep
osi
tori
es
OneDrive
OutlookInternet
Browser
User Challenges
• Content is difficult to accurately classify
• Content is organized by departments
• Content is hard to find
• Users are comfortable with their desktop tools
• Content is difficult to manage through its lifecycle
• Most organizations are at risk
7 July 20165
Information Management for Everyone
How to Apply Policy to Legacy SharePoint Sites?
Top Site Portal
Enterprise Approach Summary:SharePoint On-Premise
Team Sites & Governance
Usability and Consistency
Content Types & Metadata
Libraries, Lists and Views
File Templates
Content Lifecycle
Search
Site Settings & Admin
IM Policy Alignment
Security
Best Practices
Add-In SoftwareEffort/Time
SP Framework
SharePoint OOTB
Office 365?Hybrid?
• Collaboration
• Portals
• Intranets
• Websites
• Social
• Document Control
• Business Process Management
• Knowledge Management
• Records Management
• Custom Applications
Which ECM Solutions are Moving to the Cloud in 2018?
All ECM Solutions Cloud
All ECM Solutions need Governance:
• Consistent across repositories• Consistent across devices• Transparent to the user• Sustainable for the long term• Defensible when necessary
Information Governance Requirements
Transparent End reliance on users choosing to follow policy & rules
All content in all repositories managed from an information lifecycle perspective
IT, Records, Legal & Business collaborate based on Content Types and Process Rules
5 Key Information Governance Requirements:• Information Management Policies (Tags)
• Information Lifecycle
• Metadata Inheritance
• Document Types (& Containers)
• Consistency and Simplicity in User Experience
Information Lifecycle Model
• All unstructured information is managed from creation to disposition
• Retention for all information in every state of the ILM
• Information Lifecycle Model is system agnostic
• Classification (categorization) is an important step to compliance
• Result: Predictability, Relevance, Accuracy, Confidence and Trust
------ Transitory Records ------ Business Records
Records Retention Schedule (RRS) Structure
RecordTypes(tbd)
CopyrightRegistration
Life of Company
Record Series / Buckets
(118)
Business Functions
(18)
Litigation File
Final Resolution+10 years
TrademarkRegistration
Life of Company
Pleading
Final Resolution+10 years
LEG020:Dispute
Resolution & Litigation
Final Resolution+10 years
LEG030:Intellectual
Property (IP)
Life of Company
Legal
Content Types Extend and Inherit from Info Category
Organizations Inherit Properties
of Document
Enterprise Document Extends
and Inherits Properties of Base
Document
Microsoft Office 365 or SharePoint
Base Document
DocumentGeneric Statoil
“Document”
Company-wide Properties
EngineeringProject Execution
Documents
Process Technology Design Methods and
Data
Operating Manuals
HR
Finance
Properties:+ Owning Organization+ Lifecycle State+ Security Classification
Properties:• Name• Title• Modified
Date
Properties:
+ Office of Record+ Category-specific
attributes (see examples that follow)
Properties:+ Info Code+ Info Code-specific
attributes
Content Type Hierarchy
Co
nte
nt
Typ
e Le
vel
Co
nte
nt
Typ
e N
ame
Ow
nin
g O
rgan
izat
ion
Info
Life
cycl
e St
ate
Info
Life
cycl
eD
ate
Cre
ate
Dat
e
Last
Mo
dif
ied
Dat
e (s
yste
m g
ener
ated
)
Info
rmat
ion
Cla
ssif
icat
ion
(i
nte
rnal
use
on
ly, c
on
fid
enti
al, e
tc)
Off
ice
of
Rec
ord
Ori
gin
atin
g C
ost
Ce
nte
r
Pro
ject
or
Pro
du
ct N
ame
Pro
ject
or
Pro
du
ct M
anag
er A
PEX
ID
Ret
enti
on
Cat
ego
ry
Even
t Tr
igge
r D
ate
EnterpriseContent Type
Statoil (generic) X X X X X X
Organizational Content Type
Engineering X X X X
Local Content Type
Process Design Methods (PDMs)
CIA-009 X
Local Content Type
Plant Operating Manuals
CIA-011 X
Taxonomy Master Model
Note: Metadata elements will be auto-generated wherever possible to minimize amount of information entered by users.
Repository-based Governance (Includes Containers)• Access Controls
• Update Controls
• Disposition Controls (Deletion, Archiving, Offline Access)
• Retention vs. Records Management
Content (or Document) Type-based Governance • High Level Content Type Model
• Functional Content Type Model
Lifecycle Governance• Multi-Repository Governance
• In Place Governance
Search & Classify-based Discovery• In Place Governance
• Process Launched: Content Copied or Moved
Alternative Information Governance Methods
• Differences between Repositories
• Different for in Repository vs. Federated
• Many Repositories don’t Federate O365
• Best Practice is not 100% governance
What is Gartner’s View of Microsoft’s Relationship to ECM?
SharePoint/O365 Consolidating ECM & RM?
• 300MM SharePoint Licensed Users*
• 85,000 Companies*
• 100% year over year growth in usage*
• 300% year over year content growth*
• 1,000,000 SharePoint Developers*
• Remarkable Enterprise ECM Commitments:• 85% of Fortune 500
SharePoint Online / O365 is Energizing ECM
• Microsoft owns productivity market
• ECM and RM are seen as a natural extension• Portals, Sites, Files, Identity Mgmt., Content
Governance
• Many Best of Breed apps & extensions
SharePoint/O365/Azure is a compelling platform for information governance
SharePointOnline/
O365
Microsoft’s View of ECM…
• Most Recent Gartner MQ understates SharePoint/Office 365 ECM dominance
• Microsoft Message conflicts with Gartner’s paying ECM vendor base
• Office 365 / SharePoint Online Platform has gaps in advanced compliance
• Physical, Standards-based, and Hybrid governance require partner solutions
• Over time, infrastructure gaps will be filled mainly by Microsoft, not partners
• Business Solutions will drive Office 365 Governance adoption in the Enterprise
• This has been the ECM market driver for 30 years
• Partner Opportunity is Business Solutions that need a Governance foundation
• Market consolidation has begun in administrative governance (users, topology)
• Metalogix and AvePoint are leading the SharePoint market consolidation
• Companies like IBM & Open Text are trying to get into this market
• Market consolidation is also underway in content governance
• SharePoint Online/Office 365 is “defacto” platform for content governance
• OpenText is buying the non-Microsoft legacy ECM Governance vendors
Gimmal ECM Market Assumptions
• Business Case
• Cost to build Office 365 solutions stay with On-Prem solutions
• Cost of E5 licenses stay with other Office 365 CALs
• Capture
• Business Process Management
• Case Management
• Business Solutions
• Vertical (e.g. Banking, Heath Care, Energy, Government, etc.)
• Horizontal (Contracts, Accounts Payable, HR, etc.
• Hybrid Content Management
• On-Premises Microsoft
• Non-Microsoft Repositories
• Migration to Office 365
• Huge Services Opportunity
What is the White Space to be Filled?
• “How can we build robust O365/SharePoint ECM solutions?” • Microsoft answer emphasize value within Office 365:oPortals for navigation and consistencyoAdd-Ins to accelerate productive applicationsoFull and transparent in place content governanceoSharePoint Framework for cloud scalability (=Salesforce)oInformation Mgmt. (versioning, retention, availability, security) = GovernanceoBusiness intelligence integrated to Office and ERP toolsoArchiving support oMassive scalability
Why manage content outside of this stack?
•Outside Office 365/Azure Two ECM repositories with separate:o Authentication / Identity / Security / Search / Data Center / Bandwidth issueso Synchronization of content where to search
More complexity, especially as sites evolve
Is this what ECM users want?
Security & Compliance Center
Microsoft’s O365 Data Governance Framework 7 July 201621© Statoil ASA
Import
• Intelligent import of on-premises Microsoft and 3rd party data
Classification, Policy & Sensitive
Types
• Manual and auto-classification of content to apply right governance policies
Retention, Archival & Disposition
• System enforced lifecycle, disposition workflows and defensible deletion process
Dashboard, Insights & Reporting
• Monitoring, reports and intelligent trend identification and suggestions
Audit, Supervision & Defensibility
• Data investigations, forensics, automated audit alerts and notifications
IMPORT GOVERN MONITOR
Microsoft Vision
Declared RecordsAuto or Manually Declared
Non-custodial, Definitive Assets
ManualDisposition Review
Compliance Officer
IT AdministratorRecords Manager
RetainIn-Place
AutomaticDisposition
Reviewers/Approvers
CollaborateCo-authoring | Versioning Non-Records
Custodial (me space)
CreateNew | Upload | Import
Categorize/LabelAutomated | Manual
Non-RecordsNon-custodial (we space)
Infinite Retention
RetainCentral Repository
DisposeCertificate of Destruction
Information Workers
Recategorize/Re-Label Approve Disposition
ADG Momentum and Feedback
Feedback
• Demo requests
• Top Features - Universal policy, Supervision, Manual Disposal, Manual Tagging and KQL query
• Support calls (new vs legacy)
• Feature requests
Key Roadmap
IMPORT GOVERN MONITOR
• Smart Import
• Import with scale
• Labels support
• ML Private Preview
• Records Manager Dashboard
• Supervision Enhancements
• GDPR Dashboard
• Access Governance Preview
• Retention for Microsoft Teams
• Retention Schedule Automation
with PowerShell
• Event-based Retention APIs
• Autoclassification of emails for
Sensitive Types and KQL query
• Manual Disposition Review for
emails
• Record Declarations
• MIP
• Long term retention support
Office 365 Data Governance Current Capabilities7 July 201625© Statoil ASA
ImportDrive Shipping, Network Upload and 3rd Party Data Ingestion (Facebook, Twitter, Bloomberg) through partners to provide cross platform compliance and governance
Retention policiesUnified Retention and Disposition Policy for workloads in Office 365
Records managementEnd user classification in Outlook, SharePoint, OneDrive and Groups.
SEC 17A-4 compliantSEC 17A-4 whitepaper covering SharePoint, OneDrive, Groups, Skype, Preservation Lock, immutability, Supervision
Security and Compliance CenterOffice 365 experience to bring together all compliance and security experiences
Automatic classificationClassify data based on automatic analysis (age, user, type, sensitive data and user provided fingerprints)
Sensit ive DataOver 80 sensitive built in content types supported such as credit cards, national identification numbers, passport numbers, etc. 1
QueriesSpecific words or phrases with the ability to refine your query by using
search operators such as AND, OR, NOT, etc. 2
Find Data Quickly
SupervisionCapture employee communications for examination by internal or external reviewers
Intelligent policies
Records managementDisposition review, event triggered retention, reporting and permissions
Take action
**Advanced Data Governance and EDiscovery features fully available in E5 Compliance Suite CAL
Data Governance E3E5/ Advanced Compliance
Retention/Deletion policies
Labels
DLP
Encryption
Auto-Classification
Intelligent Ingestion
Supervisory Review
Activity alerts
O365 ADG and eDiscovery Features
E-discovery E3E5/ Advanced Compliance
In-Place Preservation
Case Management
Search
Export
RMS Decryption
Native Export
Advanced Processing
Email Threading
Near Duplicate Identification
Themes
Predictive Coding
Processed Export with Load File
Office 365 compliance, data lifecycle
Ingestion of Data Outside Office 365 In-Place Data Creation, Retention & Archiving In-Place eDiscovery
Auditing
Export
User View of Content – Microsoft Vision
OneDrive SharePoint
OnlineFile Shares
Office
ExchangeOnline
Use
rM
anu
al &
Se
mi-
Au
to R
ule
s &
Po
licie
sD
ata
Re
po
sito
rie
s
Internet
Browser
Message Specific Categorization
Default Categorization
Default Retention Labels
Default Categorization
***
DefaultRetention
Labels(when
available)
Default Categorization
***
Default Retention
Labels
OutlookSharePoint Apps SAPGUI
SAP
Search / Navigation / Taxonomy
Advanced Content Services
Categorization Services
Retention Services
Office 365
Office 365 / Azure Retention Label Support / MIP
Information Lifecycle
• Physical & Electronic RM
• File Plan
• Retention Schedule
• Information Policy
Enforcement
• ReportingOffice 365
Record Center
File Plan /
Retention Schedule (Information Policies, Labels)
Site Provisioning
(Consistency - Initial)
• Content Types
• Information Policy• Events & Event Instances
• Item Retention Rules
• Site Templates
• Lifecycle
• Taxonomy
• Views/Pages
• Security
• Site Inventory
Term Store/Content Hub
Top Level Portal/
Intranet Home
What Would for SharePoint Online / Office 365 Governance Look Like?
Office 365 Sites (Publishing, Collaboration & Team Sites & Subsites)
OneDrive Sites (My Sites)
Governance Hub
(Consistency - Operations)
• Governance
Configuration(s)
• Lifecycle Rules
• Metadata Rules
• Site Decommissioning
• Document Templates
(Consistency)
• Add-In Management
• Site Assets
• Apps
RecordsSite
ExchangeOnline
Teams OneDrive Groups
Portal / Intranet / Taxonomy
Information Lifecycle Governance In Office 365
Office 365 Substrate (Tags & Labels)
Office 365 In-Place Content Governance Infrastructure
Legal Dept. Sites
SAP,
Other LOB
ContractsSite
Finance,AccountsPayable
Sites
ExpenseSite
Sales OrderSite
PurchasingDocument
Site
Smart Process App’s
Scan &Camera
Analyze,AI & ML Tag Enrichment
Upload
Capture &Recognition
Outlook
Portal
SmartPhone
EDI
FileShares
EdiscoveryLegal Hold
Site
Business Case
• Just Do It
• Finally Able to Govern Email, File Shares, SharePoint with Microsoft native tools
• Incorporate Governance into IT Office 365 Rollout
• Leverage the Microsoft Substrate for Labels and Tags
• Retention & Records
• DLP, Encryption, Geolocation, Identity, Etc.
• Proofs of Concept demonstrate ADG and Lifecycle in Office 365
• Communications Plans and Awareness Training to ensure adoption
7 July 201633© Statoil ASA
The Future of ECM – a 2020 Vision
•The ECM Dial Tone• Unified Object Environment (Document, Voice Message, Email, Viewer, etc.)
• Device Independence
• Departments, Legal, Records and IT collaborate on Policy at Content / Tag Level
• Governance Policy Automatically (& Transparently) Applied via Containers & Templates
• Plan and Setup then it just works
•Archival & Governance Solutions will go way of Legacy ECM components:• Word Processors Word
• Microfilm Storage
• Optical Disk Storage
• Local Area Networks Cable Plug or WiFi
• Data Center Cloud
•People don’t care about Tech, they want Solutions that Work Transparently
• Paper is still needed or it’s isn’t
• Microsoft productivity tools are foundational or they aren’t
• Cloud scale is required or it isn’t
• Inside the Microsoft stack makes it easier to govern or it doesn’t
• The Cloud is more secure or it isn’t
• Hybrid SharePoint is a requirement or it isn’t
• One source of information policy is required or it isn’t
• All information needs to be governed or it doesn’t
• In Place governance is needed or it isn’t
SharePoint and Office 365 will win the largest market share
What do you need to Believe to Govern Content?
Microsoft’s View of ECM…
2016 ARMA Houston Spring Conference
37
Mike Alsup
@GimmalGroup
www.facebook.com/Gimmalwww.linkedin.com/company/gimmal
www.google.com/+GimmalSolutions
www.gimmal.com
Contact
Information Management for Everyone
Thank You !
