lessons in information governance

Lessons in

Information Governance

John Newton (@johnnewton) Founder and CTO, Alfresco

AIIM ELC – London

© 2014 Alfresco Software Inc. All rights reserved. 2

Alfresco Overview

• Founded in 2005

• Open source platform

• 180,000+ Community

• 200+ WW partners

• 1,300 active customers in 180 countries

• 10 billion documents

• 8 million users

• New hybrid cloud & application templates

© 2014 Alfresco Software Inc. All rights reserved.

We enabling

business-criticaldocument processes

patient records

insurance claims

legal contracts

scanning and imaging

government records

web sites

research collaboration

employee forms

financial reporting

request origination

customer invoices

© 2014 Alfresco Software Inc. All rights reserved.

It all started over 20 years ago…

Documentum Team – March 1991

Communists?

There are some new modern-day

sort of Communists who want to get rid of the incentive for software makers

under various guises!

Look who’s talking!

Religious?!?

And Anarchy?!?

I said I’m checking the code change

in!

Open Source was Built

Differently

Quickly Open Source evolved

with Linux

Let’s stay Open,

Modular and Free!

Lesson No. 1

Closed systems aren’t

necessarily the most effective

Corollary: Sunshine is the

best disinfectant

Strong Governance led to

Professional Open Source

Open Source is like Economy

Class!You get nice

champagne in first class, but you

still get there at the same time!

Marten Mickos – CEO of Eucalyptus and former CEO of MySQL

© 2014 Alfresco Software Inc. All rights reserved.

Open Source

A New Value Chain for Software

Development Distribution MarketingSales /

ConsultingSupport

Product Mgmt

Community participates in ideas, priorities, testing and new components

PROJECT GOVERNANCE

Design and

Compose

Internet

DownloadsCommunity

I want to buy!

Deployment

I fixed a bug!

Contribution

Around the World

Lesson No. 2

Strong governance can make

open collaboration effective

Corollary: Open with

governance builds trust

People

are

busy

trying

to get

work

done

Freeze

Disposition

Schedule

Cut off

Transfer

Hold

MoReq

Security

Roles

Events

File Plan

PDF(a)

Audit

Archive

Declare

Delete

Close

Relationships

Permissions

In-Place

File

Retention

Accession

Records

Folders

DoD

Metadata

User Rights

Record

Search

Freeze

Disposition

Schedule

Cut off

Transfer

Hold

MoReq

Security

Roles

Events

File Plan

PDF(a)

Audit

Archive

Declare

Delete

Close

Relationships

Permissions

In-Place

File

Retention

Accession

Records

Folders

DoD

Metadata

User Rights

Record

Search

None Of This Matters!

Freeze

Disposition

Schedule

Cut off

Transfer

Hold

MoReq

Security

Roles

Events

File Plan

PDF(a)

Audit

Archive

Declare

Delete

Close

Relationships

Permissions

In-Place

File

Retention

Accession

Records

Folders

DoD

Metadata

User Rights

Record

Search

“End user adoption of RM applications remains a significant challenge”

“Records Managers Must Focus On Business Needs, Budgets, And Technology To Succeed” Forrester Research. September 18, 2013. Analyst Cheryl McKinnon

Content Creators / Users

Finding Content

Sharing and Collaborating

‘Getting Work Done’

Does RM Help Them?

The Users World

Firewall

Enterprise Collaboration

The Connected Enterprise

1,600

http://blogs.alfresco.com/wp/connected-enterprise-survey-results/

Business Connections

Business

Users = 1,888

http://blogs.alfresco.com/wp/connected-enterprise-survey-results/http://inmaps.linkedinlabs.com/

http://blogs.alfresco.com/wp/connected-enterprise-survey-results/

Lesson No. 3

Users will do what they need

to do to get the job done

Corollary: Zero tolerance

doesn’t work!

Firewall

Information Silos

Team

Collaboration

Image

Management

Rich Media

Support

Web Content

Services

Document

Management

Social

Publishing

Process

Management

Mobile

Support

Accessible

ECM

Repository

Team

Collaboration

Image

Management

Rich Media

Support

Web Content

Services

Document

Management

Social

Publishing

Process

Management

Mobile

Support

Accessible

ECM

Repository

Records Management

The Real Needs of

Information Governance

In Place Records

Automatic Information Filing

Dynamic File Plan

Lesson No. 4

Effective governance is

invisible governance

Corollary: Effective

governance requires

prioritisation and intelligence

Cloud/OnPrem Hybrid helps

users…

Syn

cFirewall

…and provides control

Syn

cFirewall

Simple Smart

Connected Control

Hybrid Cloud and Governance

Hybrid60%

Social

CollaborativeFile Sharing

Personal Work

CRM

HCM

SMB

20%

Focus on the end user.

in the cloud

ERP

Legal

Secure

Classified

Backup

Compliance

+ on-premise20%

Deliver all the value that ECM provides.

Lesson No. 5

Governance does not stop at

the walls of the enterprise

Content Creators / UsersExec Staff &

Record Managers

The Governance Continuum

‘Get Work Done’ ‘Information Governance & Compliance’

Lessons Learnt / Learned

1. Closed systems are not the most effective systems

2. Strong governance can make open systems work

3. Zero tolerance doesn’t work

4. Effective governance is invisible governance

5. Governance does not stop at the walls of the enterprise

Special bonus slide: Role of Information Governance in…

Digital Transformation

Digital customer experienceDigital operational excellence

Digitize end-to-end

customer experience

Digitize products and

services as part of the

value ecosystem

Create trusted

machines

Source enhanced

operational capabilities

within a dynamic

ecosystem

Drive rapid customer-

centric innovation

Digitize for agility over

efficiency

Data,

Information

and Insights

New digitally

enhanced

products and

services

Source: Forrester

@johnnewton

john.newton@alfresco.com