1. Multi-Repository Information Governance in an Office 365 World
June 11, 2014
Presented by: Mike Alsup, Gimmal USA

2. Company Overview
From PLANNING Services to DEPLOYMENT of Gimmal Software and long-term SUPPORT
Global ISV
Headquartered in Houston TX.
Founded in 2002

3. Today’s Agenda
Challenge  Good Governance with Multiple Target ECM Repositories
Focus  Technology and Platforms, not People or Process
Perspective  SharePoint, Office 365 for Enterprise Information Management
Alternative Governance Approaches
Open Questions and the Art of the Possible in 2014
Introduction to Information Governance
My Presentation Focus is on Technology and Platforms, not People or Process
SharePoint Perspective on Enterprise Information Management
Is “One Ring to Rule Them All” Realistic?
Many Target ECM Repositories for Governance  Challenging!
Alternative Governance Approaches
Open Questions and the Art of the Possible in 2014

4. Scope – Target ECM Repositories
SharePoint,
Office 365
File Shares
Traditional RM
Cloud ECM
Cloud File Sync & Share
ERP
Traditional ECM

5. Implementing Information Governance
All content in all repositories managed from an information lifecycle perspective
Dept.’s collaborate w/ IT, Records & Legal based on Doc Types and Process Rules
Transparent User Participation
 End reliance on users choosing to follow policy and rules
5 key parts of Information Governance Recommendations:
Information Management Policy
Information Lifecycle
Metadata Inheritance
Document Types (& Containers)
Consistency and Simplicity in User Experience

6. Implementation of Information Management Policies
Implementation requires three things: 1
What Categorization of information to know what was agreed for retention. 2
When Lifecycle state applied to information to determine when to act.
Implementation requires two things,
Categorization of information in order to know what was agreed for retention (the what)
Organizations lack tools to consistently apply RM Policy across all repositories
The most cost effective method to ensure proper categorization is to:
Leverage an enterprise taxonomy with business rules,
based on creator of the information and the business process
Lifecycle state is applied to information to determine when to act (the when)
Lifecycle model drives clean up & pushes information to more controlled state,
based on location, value and security.
The most cost effective method for timely deletion is a lifecycle state
automatically starts and requires action to change destruction date prior to disposal
Efficiency & compliance  policy implementation must be automated (the how) 3
How For efficiency & compliance, policy implementation must be automated

7. Proposed Information Lifecycle
Hold
Temporary
In-Progress
Final
Archive
Disposition (Destroy or Archive)
All Information is managed from creation to disposition
Retention for all information in every state of the ILC
Early classification (indexing) is an important step to compliance
Rules are enforced by the technology
Retention
Location
Metadata
Security
Versions
Disposition
Many others
XX Days
Location(s)
Network Shares Inbox
Name
XX Months
Document Libraries
Document Type
Retention Schedule
Repository of Record

8. Target ECM Repositories
SharePoint File Shares OneDrive for Business Yammer Web Sites Traditional ECM (Open Text, IBM, EMC) Traditional RM (Physical) Cloud File Sharing (e.g., Box, Dropbox, OneDrive) Cloud ECM (e.g., SpringCM) Digital Archives
Dave wants these to auto-build

9. Let’s Start with SharePoint Information Governance
SharePoint Consolidating ECM &RM?
135MM SharePoint Licensed Users*
65,000 Companies*
67% = SharePoint to Enterprise*
700,000 SharePoint Developers*
50% of Gartner ECM inquiries
2013 = $2B business
SharePoint is Energizing ECM and RM
Microsoft owns productivity market
ECM and RM a natural extension
Many Best of Breed apps & extensions
SharePoint is a compelling platform for information governance
SharePoint

10. What Would SharePoint Governance Look Like?
1/26/2018
What Would SharePoint Governance Look Like?
File Plan /
Retention Schedule (Information Policies)
Site Provisioning (Consistency)
Content Types
Information Policy
Site Templates
Document Templates (Consistency)
Lifecycle
Taxonomy
SP Features
XML Configuration
Navigation
Search
Security
File Plan
Retention Schedule
Information Policy Enforcement
Record Center
Term Store/ Content Hub
Top Level Portal
Team Sites
My Sites
Information Lifecycle

11. How to Apply Policy to Legacy SharePoint Sites?
1/26/2018
How to Apply Policy to Legacy SharePoint Sites?
Top Site Portal

12. Legacy SharePoint Sites
Archive the Site
Close the Site (Read Only)
Move the content to a new site (+ Items, etc.)
Apply to policy to content in legacy site based on rules
Enforce rules as site ages, include moves to Repository of Record
Hopeless task without good, automated tools

13. SharePoint Item Retention
Typical Governance Products
Item
Document
Event
Issue
Announcement
Link
Contact
Message
Task
Workflow History
Post
Comment
Folder
Typical Governance Products address 16% of content in SharePoint
Collaboration >60% list content, no consensus on List Content Governance
From a User Perspective:
Every user (even novices) have unique uses for lists
Lists replace Excel Spreadsheets and Access Databases
Once created, lists contain valuable knowledge and information assets
From an IT Perspective
Items and List Content % structured data
Sites persist because lists with valuable information exist perpetually
Management is site-by-site, mainly manual
Items cannot be easily managed in SharePoint Record Centers

14. What are your plans to leverage SharePoint/O365 in the Cloud?
Majority still focused
On-Premises & Hybrid
Source: AIIM, “SharePoint: Clouding the Issues,” September 2013

15. Hybrid model is Needed for Governance
Why is this important?
Buyers expect Hybrid Content Governance for foreseeable future
Long term Economics of Cloud Storage are not clear
Office 365 is compelling “if our records stored in our data centers”
Hybrid Governance requires simplifying assumptions

16.                     Office 365 Functionality
Site Creation
Content Type Hub
Send-To Locations
Records Center
eDiscovery
eDiscovery Site
Client Development
MySites (OneDrive for Business)
SAP Integration (Duet)
Cloud Development                    

17. Some Definitions…
SharePoint-Hosted App: application made entirely of static files that reside directly in an instance of SharePoint. When an application is added to a site, SharePoint deploys the files to a specific domain where the App resides.
Provider-hosted App: Provider-hosted apps for SharePoint include components that are deployed and hosted outside the SharePoint farm. They are installed to the host web, but their remote components are hosted on another server.
Multi-tenancy: Multi-tenancy refers to the ability to manage and partition data of sites and otherwise shared services or software in order to accommodate multiple tenants. This is in contrast to running multiple instances of a service, or setting up separate hardware. In Microsoft products and technologies, multi-tenancy of services creates a hosting environment wherein server farm resources are maximized.
CSOM: Client-side Object Model technology uses Javascript to interact with SharePoint sites and lists using the Microsoft Client-side assembly object model.
Full Trust Applications: Traditional …

18. Hybrid Lifecycle Model
SharePoint – On Premise
“Send To”
Record Centers
Synch
File Plan & Retention Schedule
Service
Policy
Hub
EDiscovery Search & Hold Service
Two-way
Lifecycle synch of records
SharePoint Sites
“Send To”
“Send To”
SharePoint Sites
“Send To”
SharePoint - Office 365
Record Centers

19. Enterprise Approach Summary
SharePoint OOTB
Enterprise Approach Summary
Effort/Time
Add-On Software
Best
Practices
SDK Framework
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
In some cases, the software functionality overlaps with Framework functionality, and in some cases it is completely additive.

20. SharePoint / Office 365 Governance Summary
SharePoint Content Types (=Document Types) are Essential
On Premise vs. Office 365 vs. Hybrid SharePoint are different models
Legacy Sites must be Included
Lists & Items must be Included
Hybrid must be Considered
Extensive Planning is Required to Implement Hybrid Governance
A Very Challenging Problem without any other Repositories!
Requires Remote Control & Event Integration if done from outside

21. Alternative Information Governance Methods
Repository-based Governance (Includes Containers)
Access Controls
Update Controls
Disposition Controls (Deletion, Archiving, Offline Access)
Repository Governance Issues:
Is Policy Federated at the Repository-level or Document-level?
Retention vs. Records Management
Can Policy be Synchronized between Cloud & On-Premise Versions

22. Alternative Governance Methods
Content Type-based Governance
High Level Content Type Model
Functional Content Type Model
Lifecycle Governance
Multi-Repository Governance
In Place Governance
Search & Classify-based Discovery
Process Launched: Content Copied or Moved

23. Governance Available within Alternative ECM Repositories
Governance Method
Traditional ECM
SharePoint / Office 365
File Shares
Archival Systems
Cloud File Sharing
Container-based Governance
Access Controls
Update Controls
Disposition Controls
Strongest
Strong, Disposition Controls, less than Traditional ECM
Access/Update Strong,
Policy-based Retention. 365 vs. On-Prem is different
Access/ Update Strong, Limited Policy-based Retention
Strong Container Governance, no Disposition
Strong Access & Update,
no RM
Search Governance
In Place (Search & Classify)
Process (Search & Process)
Copy or Move to Repository (Search & Harvest)
Strongest, but only within ECM repository
Strong, Needs Planning, Add-on Products for Enterprise-scale Content Governance
Strong. Search & EDiscovery Options Available
Strong, no actions allowed on Archived Content
Limited Options, but Improving rapidly
Document Type-based Governance
High Level Document Types
Functional Document Types
Strong, but Needs Planning, Configuration & Change Mgmt.
Strongest, Needs Planning, Configuration & Change Mgmt.
N/A,
Site Mailboxes enables Content Governance in SharePoint
Not Natively Available
Lifecycle Governance
Multi-Repository Governance
In Place Governance
Strongest, but Needs Planning & Configuration
Strongest, but Needs Planning & Add-on Products to Configure
Limited Options for Configuration & Policy 23

24. Cloud & Collaboration have changed Information Governance
Information Governance is challenged by Cloud ECM and Collaboration Tools
Information policies  applied to more repositories
Recognized need for governance to extend to all ECM repositories
“One Ring to Rule Them All” from an information policy perspective
 Policy Hub Service
Applying information governance to multiple ECM repositories is competitive:
ECM vendors (e.g. IBM, Open Text, EMC)
Cloud file sharing vendors (e.g. Google, Box)  Need Ecosystem Partners
Federation vendors (e.g. RSD, HP Autonomy)
Microsoft SharePoint  Need Ecosystem Partners

25. Common Source of Information Policy: Policy Hub Service
Rationale
Office 365
Manage a Single Source of Information Policy across Multiple Repositories
Enables Enforcement of Policy in all Document Repositories
Several Options for Policy Management
Social, File Sharing, Cloud ECM Content
(e.g., Box)
SharePoint Sites & Record Centers
Policy
Hub
Service
Web, Intranet, IM,
Collaborative Content
(e.g., Adobe)
File Shares
Digital Archive
Traditional
ECM
On-site & Off-site
Paper Storage

26. Alternative Policy Hub Service Owners
Governance Method
Traditional ECM
SharePoint /
Office 365
Federation Tools
Cloud File Sharing
Container-based Governance
Access Controls
Update Controls
Disposition Controls
Varies. Not many case studies of Federating Policy from Traditional ECM
Strong. Disposition Controls less than Traditional ECM. Needs Add-on Products to Federate Policy
Strong. Needs Connectors and Integration to Federate Policy. Extra Content Repository?
Access & Update Controls Strong,
Records Mgmt. is not natively available
Search Governance
In Place (Search and Classify)
Process (Search and Process)
Copy or Move to Repository (Search & Harvest)
Strong, but Needs Planning,
Connectors & Integration for other Repositories
Strongest w/ SharePoint, & File Shares, Requires Planning, Add-on Products & Connectors for other Repositories
Strong, Needs Planning, Connectors & Integration for all Repositories
Not Natively Available
Document Type-based Governance
High Level Document Types
Functional Document Types
Strong, but Needs Planning, Connectors & Integration for other Repositories
Strongest, but Needs
Planning, Connectors & Integration for other Repositories
Not Natively Available, needs
Remote Control to dispose of content
Lifecycle Governance
Multi-Repository Governance
In Place Governance
Strong, but Needs Planning & Integration for other Repositories
Planning & Integration for other Repositories
Strong, but Needs Planning &
Integration for other Repositories 26

27. Advantages & Disadvantages of a SharePoint/O365 Foundation for Policy
Full integration with SharePoint/O365 Infrastructure
Integrations with other Microsoft products
Data and Documents stored in a single environment
Transparent Content Governance simpler in a single environment
SharePoint already owned  Solutions are much less expensive
Disadvantages
Content Governance, especially RM, is less mature in SharePoint
Functionality Gaps in SharePoint/O365 RM solutions
Availability of Expert SharePoint/O365 Implementation Skills
Cost to convert to unified content governance in SharePoint/Office 365

28. The Future – Two Big Short Term Questions
Does Unified Policy for SharePoint, & Share Drives = Content Governance?
If Not, What Else? (Boxes, Paper, Structured Data, Drawings, Social, etc.)
If Hybrid Content Governance is the future, how to do it?
 Find Someone to help who has done it before
 Make Sure they have Good Tools, Frameworks, and References
Does Unified Policy for SharePoint, & Share Drive = Content Governance?
This is the burning question for many organizations
Including more ECM platforms in content governance is a bonus, but not core
How to integrate these environments into a single, simpler enterprise solution?
Office 365, Yammer & OneDrive for Business add to the urgency
If Hybrid Content Governance is the future, how to do it?
High priority architectural question in many organizations, especially the largest
Clients are investing in cloud, but not storing records or even business critical content there
How to integrate Cloud and on-premises ECM into a single, simpler enterprise solution?
 Find Someone to help who has done it before
 Make Sure they have Good Tools, Frameworks, and References

29. The Future The ECM Dial Tone
Unified Object Environment (Document, Voice Message, , Viewer, etc.)
Departments, Legal, Records and IT collaborate on Governance Policy at Document Type Level
 Governance Policy Automatically Applied to Documents through Containers & Templates
Much Planning and Setup  then, it just works
Departmental ECM Solutions will go the way of:
Word Processors  Word
Microfilm  Storage
Optical Disk  Storage
Local Area Networks  Cable Plug or WiFi
People don’t care about Technology, they want Solutions that Work
How many Repositories for Unstructured Content do you Really Need?
Simplify, Simplify, Simplify

30. ?
Questions

31. Contact Gimmal.com Mike Alsup mike.alsup@gimmal.com @gimmalgroup
Thanks to everyone who came out, if you want to talk to Brad and I a bit more we’re always happy to set something up and dive into the details even further so don’t hesitate to , or if you need to know more about Gimmal and our products and just can’t wait please head over to Gimmal.com.
Again, thank you for listening today we really appreciate it and hopefully we’ll see you next week for another great Wednesday Webinar.