content chaos: why sharepoint and office 365 aren't the (only) answer

Solving Content Chaos

CIO–Operational to Strategic Best Practices

FoundationalStable, Secure, Efficient

OperationalAgile, Global, Growth

TransformationalOptimized, Big-Data

Intelligence

StrategicCompetitive Advantage, Innovation

Business Value Delivered

Cloud & Apps

25% of external development spend

and 50% of IT spend will be on

cloud, mobile, social and analytics in the

next 4 years

IT Pressure Driven by Content Trends

Content Chaos

By 2020 Digital Universe increases

by 10 times from 4.4ZB to 44ZB

Information Security

43% of Digital Universe needs protection, but

52% doesn’t have it

BYOD

Today > 50% of knowledge workers use an average of 3 Devices to create

content

• Content Chaos: IDC: The Digital Universe of Opportunities: Rich Data and the Increasing Value of the Internet of Things April 2014• Apps: Predicts 2013: Business Impact of Technology Drives the Future Application Services Market – 2012• Cloud & Apps: IDC THE DIGITAL UNIVERSE IN 2020: Big Data, Bigger Digital Shadows, and Biggest Growth in the Far East December 2012 By John Gantz and David Reinsel • BYOD: Info Workers Will Erase The Boundary Between Enterprise And Consumer Technologies – A BT Futures Report 2012

The Unfortunate History of ECM

Cost & Complexity

Failure to achieve timeline and budget goals. They take much longer and cost more than originally planned

Business Value

Projects don’t have high visibility to senior management, don’t drive ROI or improve top-line profit, and aren’t a strategic driver for the business

Legacy of Project Failures

User Adoption

Failure to garner adoption more than 50% of the time

AIIM: 8 Reasons Why ECM Implementations Experience High Failure Rates, and What to Do About It May 25, 2010 by John F. Mancini

Cloud Sync & ShareUsers Need Something that Works

Rampant3%

Increasing27%

Minor24%

Have "offi-cial" cloud-based op-

tion 5%

We prevent them from doing so

19%

Quite likely, but I

have no evidence

22%

To what extent do you THINK your users or

managers are bypassing on-premise

content management in an ad-hoc way?

3/26/2015 Company Confidential, Do Not Distribute 10

Chaos Defined: Cloud & On-Prem Architecture

Case Study: Corporate Legal

Where We Started: Millions of Documents in Email &

Shared Drives Productivity & Security Concerns Tried Buying & Building

Case Study: Corporate Legal

What We Delivered: Role-Based Views (Matter

Management) Email & Office Integration +

Workflow Automation Migration of Millions of Files

Who is Zia?

EST.

2003

Boulder, CO

CriticalNot

Casual

Controlling Chaos +

Delivering Rapid ROI

Process &

Integration

OpenPlatform

s

Content People

Experienced Partnerships Adhere & Accelerate

Reduce the Risk

Thousands of Hours of IP Pre-Existing Integrations Vertical/Department

Focused

Deliver Results

Zia Delivery Methodology

Architecture & Project Management

User AND Executive Involvement

Quick Wins

Initial Consulting

Engagements(ICE)

Where We Work

Solving SharePoint: Adhere for Alfresco

Adhere: Consolidated Content Management

Integration &

Synchronization

Automated Workflow

Embedded Classificatio

n

Universal Content Security

Federated Search

Records Managemen

t

OUR TOOLBOX

DEMO:

HumanResources

Identification

Our Pillars of Success

Automation

Control

What is it?

Where is it?

Forensic Discovery Intelligent Classification Simple + Smart ECM

Identification

Case Management Business Process

Management Application Integration Document Assembly

Automation

Improving Productivity

Changing the Rules of the Game

Control

Confidentiality

Compliance

Hybrid Platform Enterprise-Class Universal Content Security Records Management

Solving SharePoint: Adhere for Alfresco

Content Chaos

Our employees demand SharePoint…

but we need an ECM system for governance,

security, and business process

Solving SharePoint

AIIM 2015 SharePoint Survey

93%of

organizations use SharePoint

And…

Over

75%still have a

“strong commitment” to SharePoint

However….

Only

11%of respondents

see their deployment as

a success

The Facts

Only

30%use SharePoint for Document Management

Only

11%use SharePoint

for Records Management

Only

6%have true

“Federated Search”

+

Managing Content Online in Office, Exchange, and Lync + SharePoint

A Cloudy Future

Government Mortgage Legal Insurance

Plan to have at least some content in SharePoint

Cloud

34%

Don’t (either on-prem

or private cloud)

26%

Are Undecided

36%

SharePoint Online

Security:

95%Governance:

95%

Integration:

90+

%

But Major Concerns Exist…

Sound Familiar?

Why Not SharePoint as Your Enterprise CMS?

SCALEPer Microsoft:

• Synchronization Limit - 1800 Documents

• Max 5000 Users• Max 10

Concurrent Editors

UPGRADEPer Gartner:

“SharePoint upgrade doesn't seems to have got any easier with 2013, and in fact things seemed to have gotten much worse.”

-Gartner Report "SharePoint 2013"

AUTOMATION

Per Microsoft Technet:

• Complex

Workflow Requires Third-Party Tools

• Max 15 Workflows Run Concurrently Against Content DB

Why Not SharePoint as Your Enterprise CMS?

PROVISIONING

Lacks:

• Advanced Site Creation

• Configuration• Rule-Based

Provisioning

ARCHIVINGLacks:

• Site Archival• Decommissionin

g Functionality• Advanced

Storage Optimization Capabilities

COMPLIANCE &

SECURITYLacks:

• Automation (Users won’t do it)

• Governance Controls

• Security Controls

PRED

ICTE

D

REALITY

Legal Costs & Risk Records Management

Doubles Cost Maintenance Costs Double Storage Costs Double Adoption Decreases

Hidden Cost & Risk with SharePoint OnlyCut Additional ECM Costs & Move Forward with SharePoint Only Initiative

Failed Functional & Operational Strategy:

As it relates to cloud, mobile, information governance, user adoption, higher TCO,

and lower ROI

SharePoint as Standalone Enterprise CMS

What Keeps You Up At Night?

Real Use Case:

Leading Pharma Manufacturer 70,000 SharePoint Sites 54 x $1 Billion Problem

Sounds Great.

But How?

Adhere: Consolidated Content Management

Integration &

Synchronization

Automated Workflow

Embedded Classificatio

n

Universal Content Security

Federated Search

Records Managemen

t

OUR TOOLBOX

The Tools You Use Today

All About Adoption

+

Adhere Solution Architecture

Modular software is highly adaptable

Easily configure one or many connectors

Simple integration of additional solutions to work with connectors

SharePoint & YOUR Business

What’s Broken?

Can’t Find Can’t Identify Can’t Process Can’t Secure

Turn SharePoint Into a Powerful

SEARCHTOOL

Search Across

MULTIPLE REPOSITO

RIESFrom One Location

Federated results lists

allow

DIRECTINTERACTI

ON with content using native repository functions

Federated Search for SharePoint

Can’t Find

Classification, Extraction, Validation

Modern, Open,

Intelligent

Document Capture

In-Process Capture

(Ephesoft Web Services)

Mobile Capture

Can’t Identify

Discovery + Security

Forensic Discovery SharePoint Email Shared Drives Laptops

Can’t Identify

Discovery + Security

Auto Classification Casual Content Confidential (PII/PMI) Secret Top Secret

Auto Redaction

Can’t Secure

SharePoint + Workflow

40%struggle with SharePoint Workflow

#1 Response

54%use

workflow/BPM enhancements with SharePoint

Lack of BPM

Functionalities

is still a major issue

Can’t Process

Introducing Alfresco Activiti

Enterprise Workflow & Business Process Management (BPM) Graphical and Step Based Editors Full Administration Capabilities Enterprise-Level Support Clustered Process Engine for Scalability &

Reliability

Can’t Process

Alfresco Activiti 1.2

Featuring Choice of Process Designers Fully BPMN 2.0 Compliant Sharable Process Apps Content Aggregation Process Analytics

Can’t Process

Advanced SharePoint BPM, Powered by Activiti

Automated Classification and Extraction Integration with Alfresco Share Integration with Alfresco Records

Management Security Enabled

Can’t Process

Adhere + Activiti

Solving Content Security

Dropbox

Mobile Legacy ECM

Shared Drives

SharePointOffice 365

Email USBs

Content Landscapes are Evolving And Becoming More

Complex

Today’s (Unfortunate) Reality

Content travels, yet perimeters offer no protection Simplified B2B/B2C sharing technologies are pervasive Many users can’t tell the difference between sharing best-

practices and worst-practices Companies don’t classify data—let alone protect it Management doesn’t leverage the person who knows best

—the user

Legal Risks: Confidentiality, Privacy

Compliance: HIPAA, SOX, PCI-DSS

Corporate Risks: Brand, Customer/Employee Satisfaction

Why Now?

What Hasn’t Worked

Secure the perimeter of an organization so that everything inside of it was presumed to be safe

Mandate usage of enterprise business applications

However, content constantly moves beyond the perimeter – through the cloud to mobile devices and third parties

Add the Human Factor

Internal Or

External Accidental or

Intentional

Cyber Attacks Incidents Data Breaches

And There Have Been…

Need a New Paradigm

Enable PERSISTENT protection and security throughout the information/data lifecycle

Assign policies to content and let the policy “travel” with the content

Eliminate the need to exchange keys directly Make it easy and transparent for the user

Data Centric Security. Everywhere.

1. Enforce and Control Data Usage

2. Monitor File Activity

3. Install Alerts and

Report Violations

4. Protect Data Inside and Outside

the Company

Attach a smart and secure assertion that defines policies—

who can access, allowed operations, and where

SmartCipher + SharePoint

SharePoint as “plain storage” or “smart storage” SmartCipher policy administration is embedded within

SharePoint Automatically assign users with permissions and policies ALL operations are logged in SmartCipher server and

available in the reporting Support for both on-premise as well as hosted solutions Support for SharePoint 2010/2013

DEMO:

ContentSecurity

Food for ThoughtBuilding Universal Content Security

Classify and segment content – Forensic Discovery, Intelligent Classification

Secure information, not systems Extend internal risk model outside firm Monitor for anomalies on info assets

Everyone’s a Records Manager…

And Nobody Knows It!

Information Governance Key Findings

AIIM 2014 Industry Watch – Automating Information Governance Report

Paper records are stabilizing Electronic are increasing rapidly 12% of organizations store what they need to 43% feel that automation is the only way to keep up Email & cloud strategies are variable and widely ineffective

Information Governance RisksAIIM 2014 Industry Watch – Automating Information Governance Report

3 Biggest Risks From Failure of Information Governance

EXCESS

Litigation Costs

DAMAGETo

Reputation

LOSSOf

Intellectual Property

Information Governance BenefitsAIIM: 2014 Industry Watch – Automating Information Governance Report

3 Biggest Benefits From Good Information Governance

REDUCTION

In Storage Costs

FASTERResponse to Events

and Inquiries

SHARING

and Exploiting Knowledge Resources

The Two Worlds of ECM

Get Work Done Governance

Content Creators Records Managers

DeclarationSecurity

ClassificationDisposition

HoldAudit

Put Another Way: The RM Continuum

CreateCollaborate

EditSearchVersion

Workflow

Alfresco Records Management

Single Integrated Repository

“Enterprise-Class” RM Declaration, Retention, Disposal,

Freeze/Holds… Complete Audit Trail BPM/Workflow with Activiti DoD 5015.2 Certification

Alfresco Records Management

EasyRM Features: In-Place Records Management Intelligent File Plan Automated Declaration

“File from Anywhere”

In-Place Records Declarations

Easy RM

Intelligent File Plan Dynamic Creation

& Filing Rules for Filing

Records Auto-Create

Records Folders

Automated Filing & Declaration Location Change Attribute Change

SharePoint + Records Management

Only

13%Say SharePoint

Aligns With Their

Information Governance

Policies

Only

11%Use

SharePoint for Records

Management

Everyone’s a Records Manager andNobody Knows It

SharePoint + Alfresco RM Simple Collaboration Meets Enterprise Governance Automated Archiving From SharePoint Business Process/“Event-Driven” RM Enterprise Integration – ERP, CRM, HCM

DEMO:

Mortgage Automation

Content Chaos

Automated Document Processing With Accelerate

People + Paper Loans, Claims, Benefits, Applications

COST CONFIDENTIALITY COMPLIANCE

CUSTOMER/CONSTITUEN

T

SATISFACTION

4 Cs

Accelerate: Document Processing For Your Process

Application Integration

Advanced Workflow/BP

M

CaptureAnywhere

Universal Content Security

Case Managemen

t

ActionableAnalytics

OUR TOOLBOX

What’s Next?

Assessment/Health Check SharePoint + Alfresco Modeling Intelligent Migration

Learn More – ziaconsulting.com/resources Webinars & Videos Data Sheets & Brochures Case Studies

Questions?