1. Enterprise Content Management In Microsoft Office SharePoint Server 2007
Lionel Moyal
Intervate Solutions
DELIVER THIS PRESENTATION UNDER NDA ONLY

2. Agenda ECM? Business drivers for ECM solutions Microsoft’s ECM vision
Document management capabilities
Records management capabilities
Web content management capabilities

3. What is ECM?
Enterprise Content Management (ECM) is the technologies used to capture, manage, store, preserve, and deliver content and documents related to organizational processes.
Definition from AIIM.org

4. Elements of ECM? Imaging Document Management Web Content Management
Collaboration
Workflow
Records Management

5. What Drives the Need for ECM?
Reusing information is difficult
Inability to protect sensitive information
Efficiency in collaborative authoring
Risk of non-compliance with regulations
Risk from improperly retaining content
Retaining records for business continuity
Content
Chaos
Regulatory Climate
ECM
Content Chaos
Over the last several years organizations have produced or acquired vast quantities of content related to business processes, communications or as a physical manifestation of the knowledge and expertise of their employees.
According to a study by Accenture, more content will be created in the next two years than in the entire history of mankind.
80% of any organization’s information is unstructured content and 90% is generally unmanaged
Another reality is that all this unstructured content typically resides in multiple locations including personal hard drives, file shares or central repositories and the same piece of content is often duplicated across these locations.
2. Regulatory Climate
In today’s world, businesses are being increasingly affected by compliance regulations and the increased risk of litigation from employees, competitors etc.
Government regulations like SOX and HIPAA specify the length of time that records which serve as a proof of an organization’s business activities need to be retained and furnished upon request with audit logs that prove that these documents were maintained as per the requirements of the specific regulation.
In addition to these regulations, there are increasing number of lawsuits that are being brought against organizations that require the organization to furnish documents as part of the discovery process. In most situations, the litigating party gets to ask for a vast amount of documents and s which could be even remotely related to the case.
3. Multiple publishing channels
In today’s fast paced business climate, it is very important for an organization to be able to quickly communicate the latest events, promotions and products to it’s employees, customers and partners and organizations have gravitated to the web to provide this channel of communication to a disparate audience. This has resulted in the proliferation of a large number of intranet and internet sites that have been designed for a business unit like HR, Finance or for a company’s wide range of products and services without a way to consistently manage the content creation and publication process for these web sites
4. Process efficiencies
Manual paper based processes have poor throughput
In order to automate these types of processes there needs to be a way to integrate the content that is being used by being able to scan it, put it in a repository with the required metadata so they can be processed.
Multiple Publishing Channels
Process Efficiencies
Automation of high volume processes
Integration of content and processes
Webmasters are a content bottleneck
Multiple site types increase mgmt. costs
Brand assets are improperly used

6. ECM Is The Solution …but challenges remain
Implementations are constrained to specialized departments
User adoption is low
IT deployment/maintenance costs are high
In order to address these critical challenges caused by unmanaged content, businesses are increasingly turning to Enterprise Content Management (ECM) solutions to help them get control over this content so they can improve efficiency of business processes, better leverage organizational knowledge, reduce legal risk and manage communications thru multiple channels.
However, significant challenges remain with today’s ECM solutions.
These solutions tend to be implemented in departmental silos and used by a small number of people performing specific line of business functions. The larger group of information workers doesn’t benefit from these solutions.
For the few cases where an organization is able to roll ECM to the entire organization, the user adoption is low because people are usually required to adopt a new way of working and this causes resistance.
ECM solutions tend to be expensive to deploy and maintain which is typically the result of a poorly integrated architecture that increases IT maintenance and training costs.
and with the high costs and adoption issues, these solutions take a long time to show any return on investment
Return on investment takes a long time

7. Microsoft’s ECM Vision
Pervasive ECM throughout the organization
Enable a wide range of uses cases, out of the box
Deeply integrated components
Microsoft’s vision for ECM addresses the challenges that customers face today with current ECM solutions. Our vision is based on 4 tenets.
Enable pervasive use of ECM throughout the organization by making it is very easy to use and through tight integration with MS Office, make ECM a natural extension of the content authoring process.
Provide maximum flexibility for a wide range of use cases: Microsoft’s understands that different organizations have varying needs for ECM which change along with the organization’s goals and strategies. Therefore, our goal is to provided maximum ECM functionality out of the box to minimize the time it takes to see a return on investment.
Deeply integrated components: As most ECM vendors have chosen to grow their ECM suites through acquisitions, the result has been a poorly integrated set of components that don’t share a common foundation resulting in higher IT deployment and management costs. Microsoft’s approach is to develop a tightly integrated set of components on a unified SharePoint foundation with a common repository, unified search & workflow, integrated collaboration and IRM.
Interoperable and extensible: Organizations today have a heterogeneous IT environment with multiple content repositories. As such Microsoft’s ECM offering supports web services and industry standards like SOAP to allow it to co-exist in such an environment. Microsoft also provides rich tools and development APIs to allow our solution to be customized for vertical or compliance specific requirements.
Interoperable and Extensible

8. Interoperable And Extensible
UI Customizations
Vertical/ Compliance biz logic
Custom workflow & policies
sox
Object Model/Web Part Framework
Sales
Employment
Claims
SMTP
Repository API
Contracts
Asia Pacific
Web Services
Systems
ERP Systems
Content Repositories

9. Document Management DEMO
Let’s start by going into details of our Document Management capabilities.

10. Protect Information Assets
Document Management
Protect Information Assets
Document Repository
Role based Security on individual items
Sales
Employment
Claims
Contracts
Asia Pacific Region
Auditing policies to log usage
Server side IRM
Opening Graphic
Our DM component provides several capabilities for organizations to protect information once it is in the repository. There is security on individual items and auditing policies can be turned on to see who how the content is being used.
Next mouse click
A recycle bin is provided to allow content that has been accidentally deleted to be easily restored without requiring any help from IT.
In order to continue protecting content once it leaves the repository, Information Rights Management can be applied to all the documents in a library so that these documents continue to remain protected outside the repository for example once they have been downloaded into a user’s laptop. IRM also ensures that sensitive data is not inadvertently shared with people outside the firewall.
With the new XPS document format platform from Microsoft, IRM can be applied to a wide variety of file types residing in the repository.
Recycle bin

11. Automate Business Processes
Document Management
Automate Business Processes
Document Repository
Sales
Employment
Claims
Content/ Process integration thru repository
Forms
Contracts
Asia Pacific Region
Office SharePoint Designer
Opening Graphic
Microsoft’s solution allows organizations to build workflows to automate business process like claims processing that require extensive unstructured content processing. These workflows can be built using the Windows Workflow Foundation as well as tools such as SharePoint designer and Visual studio
This workflow integrates with the content and metadata residing in the managed repository to more efficiently run this business process, increasing it’s throughput
Next mouse click
Integrated forms processing capabilities complete the automation of the business process by proving users the ability to enter the information that is required to initiate the business process.
Workflow engine and tools

12. Records Management SOX
Next we will discuss our Records Management capabilities.

13. Physical Records Management Process

14. Legislation in SA The Electronic Communication Technology (ECT) Act
Sections 141 & 195(1)(f) of the Constitution of South Africa, 1996
The King II Report on Corporate Governance
The Promotion of Access to Information Act (PAIA)
Government – National Archives Act
Government – National Archives and Records Services
Various process/industry specific acts
ECT ACT
Businesses must protect private information from unauthorised access and distribution
Sections 141 and 195(1)(f) of the Constitution of South Africa, 1996
Determine that governance should be accountable and transparent.
State that accountability and transparency can only occur if information is managed in a way that facilitates this accountability.
The King II Report on Corporate Governance
The maintenance and storage of records is necessary for good corporate governance

15. Standards (ISO) 15489 Records Management Standard
The Information Communication Technology (ICT) Act
US DoD Design Criteria Standard for Electronic Records Management Applications
UK Public Records Offices' Functional Requirements for Electronic Records Management Systems
National Archives Policies and Procedures
There are a number acts and corporate best practice documents governing information management and the manner in which it should be undertaken. I would like to look at some of these from a local perspective, focusing on the impact that they have on the manner in which businesses are required to manage electronic documentation and information.
ICT Act – This act states the following:
Records must be available to all parties of a transaction
Records must be secure and their integrity maintained
Access to records must be controlled
Information systems must provide the ability to confirm who created a record
Information systems must provide the ability to demonstrate approval of the transaction
One must be able to view records in their native format or the format proven to accurately represent the information.
Organisations must be able to prove that records have not been amended during the creation process
Electronic transactions and records are legally binding. This means that they carry the same weight as paper-based documents in a court of law
Records must be available for reference
Evidence of the time and date that information was sent or received must be included on all electronic documentation
Organisations must retain records for predetermined periods of time
PAIA – States that:
The public must have unrestricted access to relevant documents upon request
(ISO) Records Management Standard
This is used as a benchmarking tool for sound records management
US DoD Design Criteria Standard for Electronic Records Management Applications
UK Public Records Offices' Functional Requirements for Electronic Records Management Systems
These are currently endorsed by the South African National Archives and Records Service
These define a number of functional and non functional requirements that can be used as a checklist for best practices

16. Implications: Technology
Technology focused
Viewable in its native or prescribed format
Available to all authorised parties
Single, centralised data source
Reference single items of information
Security
Encryption capabilities
Scalability
Structured and defined storage
Privacy and confidentiality
Further to business needs, the technological requirements mandated by legislation are similar in nature, in that they predominantly deal with the manner in which documents are stored, secured and managed through the information lifecycle. In addition, technological solutions and information systems must match the following requirements:
Content must be viewable in its native format - in other words - the format in which they were created. The potential impact of this is far-reaching, as solutions must have the capability to view hundreds of different formats, particularly as this may increase over time.
Information must be available to all authorised parties as easily as possible
When implementing compliance solutions, change management is vitally important as, regardless of the technology being implemented, the management of unstructured data is reliant on user intervention. Thus, it is vital for management to provide extensive training for staff, as well as ensure the buy-in and commitment of users
Solutions must provide a single, centralised data source and, thus, a single source of truth.
Information systems must provide the ability to reference single items of information and distribute this reference to relevant parties
It is essential that solutions provide protection from security threats
Solutions must be scalable and able to manage the volume of documents and records, taking into consideration that – making allowances for legislation governing the storage of – this could run into hundreds of thousands for large organisations
Compliant solutions include encryption capabilities
Information must be stored in a structured and defined manner
Privacy and confidentiality must at all times be protected and the inappropriate disclosure of information that could harm the organisation or infringe the privacy rights of individuals must be limited

17. Implications: Business
Business focused
Ease of use
Must meet all compliancy requirements
Companies must prove compliancy
Must provide an end to end solution
Solution components must seamlessly integrate
There are a number of key information management areas stipulated by legislation, and corporate governance best practices, which can be loosely categorised as being either business or technology focused in nature.
In terms of business requirements, these can - to some extent - be addressed by implementing the correct processes and procedures. Further, these processes can be enabled and made simpler through the implementation of technological solutions. These business requirements include:
Businesses must have the ability to prove compliance to the various principles stated in legislation. This becomes easy when making use of the correct solution and technology. However, without the correct solution, it can be difficult to prove compliance in court.
One’s information system must be of such a nature that it is very easy to use; to ensure that users follow compliant methods and do not bypass the process.
The solution implemented must seamlessly meet all compliancy requirements.
The onus is on company’s to prove compliancy. It is thus very important to have processes and procedures defined and documented, for use as evidence.
Solutions must provide an end to end solution that covers the management of physical and electronic information
Solution components must seamlessly integrate

18. Records Management
DEMO

19. Upcoming enhancements to MOSS 2007 Records Center
Partner Add-on – Mid 2007?
File Plan builder
Meta Data on folders & categories
Meta Data inheritance / propagation model
Access control based on and based on Meta Data
“Closed” folders, Holds on folders
Need more?
Best-of-breed records management systems integrated with Sharepoint – E.g. Meridio

20. Web Content Management
Internet
Intranet
Extranet
DEMO
Let’s start by going into details of our Document Management capabilities.

21. Web content Management
Author Web Content
Library Functions, Policies, Search
In-context editing
Web Content Repository
PR Manager
Authoring Capabilities
Opening Graphic
Since web content management functionality is provided on a unified SharePoint Products and Technologies foundation, library functions like check-in/check-out and versioning are available to users to allow them to collaboratively create of quality web content.
In context editing allows authors to edit content on the web page itself making it easy to see how the final layout will look.
Microsoft’s web content management solution has a rich, web-based WYSIWYG editor with support for tables, and tools for checking spelling and choosing images.
Authors have pixel level control over the look and feel of the site using CSS stylesheets and have a lot of flexibility in creating flexible navigation.
Users can also choose to author content from within the familiar Microsoft Office Word environment. The system can apply server side conversion to convert this content into HTML. The product ships with an out-of-the-box converter for Word documents and provides a framework for plugging in other types of converters.
Authors can link to high-value reusable HTML fragments which serve as the building blocks that allow web design novices to easily assemble pages.
WYSIWYG Web editor
Reusable HTML fragments
Office Word

22. In Place Authoring And Approval
Editable fields
Approval Workflow
Screenshot showing in content authoring capabilities

23. WYSIWYG DHTML Editor
Screenshot showing the rich WYSIWYG DHTM editor

24. Server Side Conversion
Screenshot showing the process of converting a word document into HTML.

25. Web content Management Separation of content and presentation
Publish Web Content
Separation of content and presentation
Built in review/approval workflow
Site variations
Template
Production Server
PR Director
PR Manager
Press Release
Opening Graphic
Separation of content and presentation is provided by the concept of master pages and page layouts. This frees up business users from having to worry about presentation so they can focus on the content. The system automatically combines the content with the layout to generate the final page to be displayed. This also ensures that the organization’s brand is used consistent across all the sites because the look and feel can be provided by the master page which is shared by all the pages on the site.
Out-of-the-box workflow support for multi-step parallel and serial approval with similarly allows content creators to enable the desired level of scrutiny on content, and to preview it before it goes live to the site.
Next mouse click
Microsoft’s web content management solution includes a site variation management system that enables users to manage the site in several forms, publish in multiple languages, and push content to mobile devices.
Internet Site
Content

26. Why ECM From Microsoft?
Ease of use and tight integration with MS Office ensures wide adoption
Deeply integrated components reduce IT deployment and management costs
Let’s summarize by highlighting the unique benefits that ECM from Microsoft provides.
Microsoft’s solution is the most easy to use and has unprecedented integration with MS Office that ensures widespread adoption across the entire organization. Users can easily adapt to the intuitive web based interface and can continue to work within their familiar MS Office environment without having to change the way they work.
Our solution is also the most integrated in the market today as it has been built from the ground up on a common SharePoint foundation. It has a common repository, unified services like search, workflow & metadata management and common administration tools which reduce the IT deployment and management costs for an organization. Organization can now choose to roll out different components of the ECM suite according to their requirements without having to re-architect the solution or learn new tools. Integrated collaboration and rights management capabilities ensure greater collaboration amongst teams creating content and maximum protection of sensitive information assets.
And finally, Microsoft’s ECM solution provides functionality to support a wide range of use cases out of the box which significantly reduces the time it takes for an organization to see a return on their investment.
Ready to use out of box functionality reduces time to value

27. Thank you to our Partners for their support of TechDays 2007