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Protect your Enterprise & Meet the Regulatory Compliance RequirementsHPE Records Manager
Jean-Michel GuiralInformation Management & Governance Consultant
May 2015
Information Governance Inflection Points
Information governance concerns for the enterprise How to harness the wave of information while ensuring compliance
How do I meet the increasing demands of global regulations and maintain compliance?
How do I make information accessible while ensuring its authenticity, accuracy and security?
How do I manage SharePoint content according to policy to reduce duplication, leakage and accidental loss?
How do I increase efficiency and productivity around information processes to improve business performance?
How do I reduce information footprint and associated costs to manage it?
A platform approach for effectively managing
all information enterprise-wide,
in accordance with corporate policy and
business goals
MANAGE and SHARE
Capture, manage and secure enterprise information in business context
HPE Records Manager
Enterprise Applications
(ERP, CRM, SRMS)
DELIVER/ARCHIVE
INTEGRATECAPTURE
– Information sharing
– Collaboration
– Check in/out, versioning
– Lifecycle workflow
– Automated processes
– Renditions/transformation
– Simple contextual search
– Security and audit trails
– Classification / file plans
– Retention and disposal
HPERM
Disk
Paper
WirelessPortals
Archival /storage
SharePoint
Desktop applications
Scanned images
Structured data
Business applications Mobile
HPE Records Manager use cases
HPE Records Manager
Interactive document & records management
SharePoint governance
Document workflow and collaboration
SAP ArchiveLink
SDM structured records management
Physical records
COM/.NET SDK Services API
Custom Solutions
ControlPoint for
records and dark data
identification
Retention management,
Security, audit, etc.
Typical scenarioHPE Record Manager
Use Case Objective
SharePoint Governance • Lifecycle of documents: Reduce SharePoint footprint
• Improve retention management and access control
Dutch Ministry of Infrastructure and Environment
180 million documents in all different repositories
– No control of information
– Searching for information
– No standardization
– Complex infrastructure
– High Costs
– Compliance
Migrate180 million documents from different repositories to sharepoint
– Low performance SharePoint environment
– SharePoint is not Compliant
– Storage Costs are high for SharePoint
– Back up and restore not within SLA’s
– Migrate all documents to RM (with ControlPoint)
– SharePoint is the front and RM the back end
– One Search engine for SharePoint and RM
– Lower the cost
– Back up and restore within SLA’s
– Compliance
8
Industry: Government
Challenge First idea: “ Connect” HPE Solution
Goal: Front end SharePoint with RM integration; all documents secured and available in one place
Typical scenarioHPE Record Manager
Use Case Objective
Centralization of accessibility
with “single source of truth”
• Manage in one place all retention policies
• Make information accessible from one place and interface
• Improve user efficiency
• Transform after mergers and acquisitions
• Enforce security of information (e.g.Data Lost & Leakage)
Case Study: Bank Tokyo-MitsubishiIndustry: Finance
Responded to regulatory requests in near real-time versus weeks
Challenge and Buyer
• VP of Compliance, Director of Capital Markets Technology
• Improve accuracy and consistency in reconstructing events for regulators
• Reduce time needed to search and respond to regulator requests
• Eliminate multiple, disparate governance systems
Requirements• Identify, declare, and retain records to meet
books/records, Dodd-Frank compliance
• Respond to regulatory requests within mandated 24-72
timeframe
Solution
• Reduced errors and improved consistency/accuracy by automating classification and records declarations with HPE ControlPoint
• Mitigated compliance and legal risk by deploying a complete, modular information governance platform including HPE Records Manager
Typical scenarioHPE Record Manager
Use Case Objective
Decommissioning of
applications with critical data
• Extract valuable data from legacy apps (e.g. after M&A)
• Retain safely data with access control
• E.g. Human Resource after an acquisition, R&D systems after
a product discontinuance
Case Study: Archive-as-a-Service (AaaS)Industry: Networking and Telco
Overview of the Main Capabilities
14
Classification
Retention Schedule
Records Types
15
LocationsCheckin / Checkout
Security
Audit Trail
16
Space Management
Paper
OCR
17
Workflow
Redaction
Takeaways
• Non-compliance with regulatory requirements, information leakage or loss
• Severe penalties and reputational damage
Safeguards business & executives
• Simplifies capture, access and security across a range of devices
• Lifetime management of all business documents and records according to policy
Improves productivity, efficiency & profitability
• Delivers the right information to the right person at the right time.
• Information is accessible, usable and secure according to policy regardless of volume & location
Improves business agility and decision making
• Removes the burden of records management responsibility from SharePoint users
• Automates the capture and management of SharePoint content according to pre-defined business rules
Provides governance for SharePoint content
Thank [email protected]