aiim seminar - sharepoint crossroads may 23 - bending but not breaking - speakers nolan and elazrak
DESCRIPTION
At the AIIM SharePoint seminar in DC this past may, Buildingi presented out experience moving a Project Knowledge Center (PKC) .Net application to SharePoint, and were joined by Joanna Elazrak from Microsoft who spoke on 'Using SharePoint for Microsoft Records Management'.TRANSCRIPT
Bending But Not Breaking: The Great Migration from .Net to SharePoint
Presented by Bill Nolan, Buildingi CEO
AIIM: SharePoint at a Crossroads
Washington, D.C.
May 23rd, 2013
Introductions and Agenda
• Bill Nolan, Buildingi CEO
• PKC Tool Migration from .Net to SharePoint
• Joanna Elazrak, Microsoft Lead Program Manager
• Using SharePoint for Microsoft Records Management
PKC Portal
Vendors, Contingent Staff and Contractors
Employees on Corporate Network
Enterprise Data Feeds
Building InformationProject Information
The Information Management ToolThe Project Knowledge Center (PKC)
Key Implementation Challenges
• Scalability
• Legacy application
integration
• Central permissions
management
•Automatic provisioning
• Information migration
•Single-Sign-On
(Trying to) Break the Tool
Would SharePoint scale?
• Our plan: Find the most likely breaking point, and
“fail as fast as we can”
The Scalability Challenge
What was our “break it” plan?
• Phase 1: Brute force• Large amounts of data into a single site collection
• No layer of ECM
• Phase 2: Elegant solution• Data distributed across many site collections
• ECM strategies employed
To Our Surprise (and Delight)
It didn’t break!
• In fact, PKC on SharePoint gave us: • Improved performance
• Unlimited scalability
• A user-empowering tool (site provisioning, single sign on, etc.)
• A hybrid tool (.Net and SharePoint) that allowed us to solve issues requiring custom configuration
Key Implementation Challenges
User Authentication User AuthorizationGeneral Page
Layout & Functionality
Basic Framework for Branding
SQL Connection Framework
Basic information storage (tables)
Reporting Infrastructure
Contextual Audiencing
Permissions Management
Alerts / Notification Framework
Login / Logout / interfaces
Search
Access Request / Denied interfaces
Document Download/Upload
Document segregation per
project
Document drag-and-drop
functionality
Project Users Assignment
Document tree-view
Document metadata
Online Document viewing
Static Content Management (Help,
etc.)
Activity Logging Framework
Error Logging Framework
Construction Projects
Functionality
Building Master Archive
Functionality
Customized Look & Feel
Customized Project Navigation
Custom ReportingProject Archiving
Functionality
Personal Views
Must-Haves We Got Out-of-the-Box
User Authentication User AuthorizationGeneral Page
Layout & Functionality
Basic Framework for Branding
SQL Connection Framework
Basic information storage (tables)
Reporting Infrastructure
Contextual Audiencing
Permissions Management
Alerts / Notification Framework
Login / Logout / interfaces
Search
Access Request / Denied interfaces
Document Download/Upload
Document segregation per
project
Document drag-and-drop
functionality
Project Users Assignment
Document tree-view
Document metadata
Online Document viewing
Static Content Management (Help,
etc.)
Activity Logging Framework
Error Logging Framework
Construction Projects
Functionality
Building Master Archive
Functionality
Customized Look & Feel
Customized Project Navigation
Custom ReportingProject Archiving
Functionality
Personal Views
Additional Benefits
User Authentication User AuthorizationGeneral Page
Layout & Functionality
Basic Framework for Branding
SQL Connection Framework
Basic information storage (tables)
Reporting Infrastructure
Contextual Audiencing
Permissions Management
Alerts / Notification Framework
Login / Logout / interfaces
Search
Access Request / Denied interfaces
Document Download/Upload
Document segregation per
project
Document drag-and-drop
functionality
Project Users Assignment
Document tree-view
Document metadata
Online Document viewing
Static Content Management (Help,
etc.)
Activity Logging Framework
Error Logging Framework
Construction Projects
Functionality
Building Master Archive
Functionality
Customized Look & Feel
Customized Project Navigation
Custom ReportingProject Archiving
Functionality
Personal Views
Explorer View SharePoint AlertsDocument Versioning
Document Content Types
Check-in / Check-out Framework
Datasheet viewItem-level
permissioningWorkflows Social Features
SharePoint Workspace
Office Connectors
RSS Subscription
SkyDrive IntegrationContent Trends
Reports
Then and Now
SharePoint UpgradeLegacy Application
Final Weigh-In
User Authentication User AuthorizationGeneral Page
Layout & Functionality
Basic Framework for Branding
SQL Connection Framework
Basic information storage (tables)
Reporting Infrastructure
Contextual Audiencing
Permissions Management
Alerts / Notification Framework
Login / Logout / interfaces
Search
Access Request / Denied interfaces
Document Download/Upload
Document segregation per
project
Document drag-and-drop
functionality
Project Users Assignment
Document tree-view
Document metadata
Online Document viewing
Static Content Management (Help,
etc.)
Activity Logging Framework
Error Logging Framework
Construction Projects
Functionality
Building Master Archive
Functionality
Customized Look & Feel
Customized Project Navigation
Custom ReportingProject Archiving
Functionality
Personal Views
Explorer View SharePoint AlertsDocument Versioning
Document Content Types
Check-in / Check-out Framework
Datasheet viewItem-level
permissioningWorkflows Social Features
SharePoint Workspace
Office Connectors
RSS Subscription
SkyDrive IntegrationContent Trends
Reports
Enhanced the business solution
Lost the unnecessary weight of custom code
Gained additional muscle from SharePoint’s features
Using SharePoint to Address Microsoft’s
Records Management Program
Presenter:
Joanna Elazrak
Lead Program Manager, Business Consulting
Microsoft Legal & Corporate Affairs
Agenda
Business Case
Mitigate risk
Deliver compliance-driven business solutions
Establish an information governance plan
Meet records retention and eDiscovery requirements
Manage physical and electronic records with the same consistency
Business benefit
Easier to apply one set of policies that govern access rights,
retention periods and destruction protocols, regardless of
where information is stored
Find records faster
Lower risks of noncompliance and cut storage costs
• Trying to find information needed to deliver Legal Services is time-consuming and frustrating
• Collaboration both internally and externally is occurring primarily via email
• Lost or hard-to-access information causes legal staff to re-create work when they could be spending time
developing new ideas, streamlining business processes or innovating on new solutions.
• Duplication of Work Product - productivity and cost impact
• Inefficient Business Processes
• Lack of official Electronic Records Repository
• Storing critical e-mails and documents on local drives, file shares and team sites
• Lack assurance of appropriate protection of Attorney Client Privilege and Privacy
• Limited ability to comply with Records Retention and eDiscovery requirements
• Many existing solutions provide the same functionality and existing solutions are dated and
underperforming
• Business professionals prefer to spend their time focusing on product innovation than learning how to use
new technology and applications required for collaboration
• Not all our colleagues, clients, business partners and customers use the same technology or devices
Productivity
& Process
Technology
Compliance
Business Challenges Before SharePoint…
Utilize SharePoint to deliver
compliance-driven self-
service, document, records
and contract management
solutions that contain flexible
taxonomies to transform our
business groups with
business process automation
Vision
Envisioning Our Journey
19
Policy• Establish Compliance-Driven Policies
• Maintain Corporate Retention Schedule
• Legal advice on risks
Business Operations• Physical RM Ops
• Iron Mountain Offsite
• Scanning Team
• Disposition
Solution Delivery & IT • Record Center
• Unified Records Management
• Taxonomy
Corporate Records Management
Team
Records Management (electronic and physical)
Document Creation & Lifecycle
SharePoint Record Center(On-premise and O365)
SP 2010 URM Framework
1 2 3
45
6
Data Volume for Electronic Records
Data Entry= 1,786 entries/wk (59hrs)
Immigration documents received = 734/wk (19hrs)
Data Volumes for Physical
Current boxes in storage = 105,745
Current active physical records = approximately 2M
Why Unified Record Management
Unified hold
admin and
disposal
Active file
management
and offsite
services
Unified
retention
schedule
Unified plan
for physical
and electronic
files
IT Infrastructure
27
Engagement Process / Architecture & Consulting
Shared Services
Self-service Utility
200,000+ Regional MySites, Collaboration, Team & Divisional sites
My (Personal)
HR
Library
Finance
Legal
IT
Sales
Video
Microsoft Web (MSW)
Company Portal
Shared Extranet
Search (FAST)
Platform Solutions
Extranet
Exec Presentations
Finance - LOB
Extranet Gold
Portals
People (UPA/UPRE) Social Taxonomy (MMS)Analytics
(WebTrends, SP)Records Center
Team
My Personal
TenanciesMicrosoft Corpnet
On-Premise Corporate Records
SharePoint 2010 with URM
200 TB
O365 Microsoft Tenant
SharePoint Online 2013
1 TB + Growing
On-Premise Architecture
Records CenterIn Place or Hybrid
Site Content Transfer Records SubmissionSite (Collaboration or Work Site, Long term)
Records sent to Record Center on Site Close
In Place RecordsRecords Disposed in Site
Physical Records Management
Unified Retention Policies with Content Type Hub
Document Imaging
Content Types
Step 1: Setup Term Store
Step 2: Setup Content Types
Step 3: Setup Record Libraries
Step 4: Setup Content Organizer Rules
Term Store(Records Management
business category terms)
Content Types(64 Content Types based on Retention Policies)
Record Libraries(64 Record Libraries for
each Content Type)
Content Organizer Rules
(64 rules for each Content Type)
Records Center
Lessons Learned and NextSteps
Lessons Learned So Far…
Scenario-
based
Innovation
methodology
Trusting your
Technology
Business
Partners
Continued
validation of
architecture
with IT
Evangelism to
Leadership
using BI
Create Control Protect
Create and organize
content easily with the
help of relevant
discovered information
Manage content policy,
information architecture
and taxonomy
Reduce risk and manage
compliance with
centralized eDiscovery
tools
Record Management Future State
On-Premise Records Center Records Center in the Cloud
+ ability to share with outside partners
Bringing it together
eDiscovery in SharePoint & Exchange
Identify and
Preserve
Search and
ProcessReview Produce
eDiscovery Overview
eDiscovery Center
eDiscovery & Record Center
Keep important documents organized so they are easier to find and
clean up content that is no longer needed or on hold
Use eDiscovery Center or In-Place Records to manage document
lifecycle and holdFlexibility
Order
Easy
Q & A