recordpoint overview - brisbane

©2012 RecordPoint Software. All rights reserved.

Agenda

Product Overview SharePoint Platform RecordPoint Solution

Case Study – ACMA SharePoint 2013

To the Cloud RecordPoint Roadmap Discussion


Introductions

Anthony WoodwardChief Technology Officer

RecordPoint

• Technology professional with fifteen years of experience in information technology focusing on Records management and collaboration.

• Member of the Microsoft Partner Council and a Microsoft Virtual Technical Specialist.

• Broad range of corporate and government business problems including technical publishing, product data management, and records management.

Anthony & RecordPoint

Paula & Intergen

Elon AizenstrosManaging Director

RecordPoint

• Microsoft strategy and business development professional for fifteen years.

• Investor and executive director in SharePoint consulting and Software businesses.

• Worked extensively with large corporate and government customers on information management strategies.


Our CustomersManaging Million of Records


SharePoint is here…

200,000,000+ 17,000+

70%Sources: “State of the ECM Industry 2011,” AIIM, March 2011; “Microsoft TechNet,” Microsoft, February 9, 2011


So what are we using SharePoint for?

Source: “SharePoint Industry Watch,” AIIM, July 2010

CO

NTEN

T


The Platform

Collaboration

WCM

ECM Search

Social

Business Intelligence

Mobile

Development & Customization

SecurityThe SharePoint Platform

ECM


SharePoint Key Features

Version Control

Secured Repository

Check In/Out

Metadata

Search

Requirement:Need to securelyStore documents

and content

Requirement

Need to easily

maintain a detailed

chronology of

document changes with an

audit trail

Requirement

Ability to define

meaningful info

about the document

Requirement

Lock others from

working on document

Requirement

Easily find the

documents thru

different techniques


Records Manageme

nt

Requirement:

Provide automated archiving

and destruction

Requirement:

Standardized

document templates associate

d with content types

Requirement:

Ability to work

offline and synchroniz

e files later

Requirement:

Group related

documents

together

SharePoint Key Features

Approvals &

Workflow

Document Sets

SharePoint

Workspace

Term Store

Templates

Requirement:

Automatically route document

s for approvalRequirem

ent:Centralize

d and hierarchic

al metadata taxonomy


but.....


Considering Compliance for SharePoint? What are your compliance requirements?

ISO 16175

IS4021 CFR Part 11

Sarbanes-Oxley

NAA FRCP

UETAISO 15489

QLD State Archives

VERS MoReq

ANSI


Microsoft’s Research

• 88% of Records functionality as defined by the ICA standard (ISO 16175) is now available “out of the box” using Sharepoint 2010

• Additional configuration and Third party applications are required to provide specific records compliance functionality

A considerable amount of the requirements of ICA standard is delivered SharePoint 2010.


Our Software Vision: Archiving and RM Services in SharePoint for the Enterprise

In Place Records Management and Archiving Services provides certified and endorsed content governance and data archiving for SharePoint Exchange File System LOB systems

Massively Scalable

Single Instance Control Compliance Context


RecordPoint

Designed by and for Records Managers and End usersIntuitive Design

Benefits IT, Records Managers and End UsersBenefits all Users

Built to meet Australian and New Zealand Standards

Built for local standards

Keep users in familiar SharePoint user experience SharePoint Usability

Adheres to technical best practices for SharePointTechnical Best Practices


Considering Records in SharePoint? How much content do you have?

What types of content do you have?

Can you maintain the experience?

What are your compliance requirements?

Who will be using SharePoint, and how?

How long do you plan on keeping your content? In SharePoint… In your company…

What version of SharePoint do you have?


Considering Records for SharePoint? Can you maintain the experience?


Considering Records in SharePoint? Who will be using SharePoint, and how?


What’s the ideal approach to Records in SharePoint? Centralised Governance:

Ensuring that all of your organizations content, including SharePoint is managed centrally under a unified set of policies

Taking measures to ensure that SharePoint site creation is being managed and aligned to policy

Optimisation/Performance: Redirecting active SharePoint content to optimize

SharePoint performance and meet back-up windows Long Term Preservation

Archiving old and inactive SharePoint content to long term preservation formats and ensure compliance

End-user Transparency Making sure end-users have access to all content

through SharePoint Ensuring the “experience” is never affected Let Automation do as much as possible


Managing records in SharePoint with a robust governace model

Records


Business Issue

Managing Enterprise Records with one set of policies and schedules Ensure capture, preservation, and defensible disposition of

enterprise content stored in SharePoint One central Records Management program is needed for all

enterprise content Adhering to legislation and regulations and internal

policies Intuitive and flexible classificiation of content Comply with QLD‘s standards and legislation

FOI Inquiry or Litigation Readiness Managing FOI processes Being prepared for eDiscovery


Solution

Business content (records and non records) created in SharePoint is classified into the RecordPoint

Interactive and automatic classification supported

Web Parts/SharePoint pages allow users to browse/search for business content (electronic and physical)

RecordPoint

SharePoint

Classification of business content

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Records Manager Dashboard – Centralised View

All content stored “in-place” in SharePoint database

Easy access to both documents and records from SharePoint or RecordPoint screens

Unified Records Disposal Authorities managed in RecordPoint

All Records can be viewed/ Reported on in one place


Flexible Classification and Aggregation setup

Classification Scheme Designed for Functional

business classification scheme (BCS)

Establishes a portal through which you can access and navigate via Records Metadata for Reporting and inquiries

Definable Aggregation Files can be configured to be

managed at a sites/ lists/ folders level

File Creation is seamless to the end user and can be overridden by the Records Team: Project closure and

expiration can trigger the creation of a retention policy on the file

Classification Scheme -driven navigation in

RecordPoint for Records team Ability to set

aggregation in SharePoint (or PowerShell)


RecordPoint Rules Engine

Use rules to map business (information) processes to Records Management system

BusinessProcesse

s

Records System


Benefits for SharePoint Users

Documents, folders, and sites can be classifiedFlexible classification, e.g., browsing classifications

or pick list of recently used classificationsManage classified content in placeClassified content is automatically updated with

business specific metadata (Rules Engine)New SharePoint sites have already built-in Retention

& Records Management functionality via rules engine

Disposition process - Automatic deletion of orphaned links


Demo

FOI & Records Demo


Managing business relevant email‘s in SharePoint

e-mail


Business Issue

Standard Outlook®/Exchange/SharePoint does not provide Email Management capabilities like: Options to classify content Drag & drop from Outlook to SharePoint Email management assistant Tamper-proof and cost-effective long-term

storage Automatic PST Ingestion


Solution

RecordPoint SharePoint

Capture emails

Deploy SP Sites withContent Types0For e-mail

Email Records Management

Email Archiving





Solution - Accessing managed emails in SharePoint



Users see managed emails in SharePoint together with other SharePoint content. E.g., in a SharePoint site used for project

management you can access all managed emails related to the project.

Email-specific properties, e.g., “From”, “Subject”, and “Received” are displayed.

Managed personal emails can be accessed from SharePoint “MySites”.

Managed emails can be copied into SharePoint document libraries or links can be created.


Demo

E-mail Records Demo


Decomissioning file shares while accessing and working with legacy content through SharePoint

File Shares


Business Issue

Microsoft recommends:Users should to stop working with File Shares and start working with SharePoint

Huge amounts of data on File Servers Large percentage of content is duplicates Even if you migrate only a part of the documents to

SharePoint, this would be still a lot of data In standard SharePoint it is cumbersome to store

all this data: Potential need for many content databases Expensive SQL Server storage needed


Solution

File Server

RecordPoint Archive API SharePoint

Archive(Move)

Deploy SP Sites withaccess to archivedFile System content via RecordPoint






Users can still access their old file system content when they start working with SharePoint

New SharePoint sites already have access to the old file system content (no manual configurations needed)

Migrated file system content: Permissions still in place Original folder structures still in place

Users can copy needed documents/folders selectively into SharePoint document libraries or create links there


Storing SharePoint content on less expensive storage media

Cheaper Storage


Business Issue

Standard SharePoint stores all document content inside the SharePoint SQL databases

Document I/O consumes a lot of SQL Server CPU and memory More expensive SQL Server hardware needed IT operations time & expense

A lot of expensive SQL Storage (SAN) required Database administration costs are higher


SQL Server Database

Solution

SQL Server Database

SharePoint

Enterprise Disk Systems

Open Text Storage ServicesRecordPoint


Benefits for SharePoint Administrators

Easier SharePoint Database Management Less Content Databases needed Shorter backup/restore times

Easier Site Collection Management The content of a single site collection can be any size No need to split up existing site collections


Customer Case Studies

Australian Communication and Media Authority

Who are we?

> The Australian Communications and Media Authority (ACMA) is responsible for the regulation of:> broadcasting> radiocommunications> telecommunications, and the> internet

> Around 700 staff and contractors> 3 main sites in Canberra, Sydney, and Melbourne> Plus a number of small regional locations

Technology landscape

> We try to be a “leading edge” (not bleeding edge) adopter of technology

> We were one of the first agencies to roll out Windows 7 as our Standard Operating Environment (SOE)

> Corporate rollout of SharePoint 2010 for team collaboration completed in July 2010

> Business Program Committee has approved an extensive program of system upgrades ($20m+) to replace and modernize all of our legacy ICT systems

Records landscape

> Serious push to convert agency to electronic recordkeeping (~12 paper files / month since Oct 09)

> Uptake of TRIM for corporate recordkeeping patchy across sections

> TRIM does not have a good reputation, partly due to SOE upgrade problems

> Legacy information stores and other silos (e.g. shared drives) still a problem

> Lots of corporate records in legacy applications

Enterprise Architecture

> Coordinating the program of ICT projects a mammoth task

> Using lightweight, just-in-time Enterprise Architecture methods to manage complexity and plan for required capabilities

AIMS Replacement Project Overview Diagram

syst

ems

soft

war

e ca

pabi

litie

s Core Customer Management Platform

Customer management

Licence management

Case management

Reporting Data storage

Business Intelligence

Extract, transform and load tools

Digital records management

Content management

Application hosting

eBusiness Portal

appl

icat

ions Compliance monitoring

Detection of non-compliance events

Electronic data import (via file)

Data capture screens

Compliance reporting

Ad-hoc ReportingManagement

ReportingOperational Reporting

Customer care & service

Standard case management

interface

Standard licence management

interface

Standard customer management

interface

Online data lodgement (complaints/compliance)

External web services

Web formsSpecialised Internet

Applications

busi

ness

pr

oces

ses

Recording and monitoring of complaints / investigations

Allocation and renewal of licences

Clients Handling

Transaction-based processes Report-based processes

Recording mandatory information provided by broadcasters for

compliance & reporting purposes

Compliance data such as Australian Content , HDTV content, Regional Radio compliance,

Childrens Television Quota information, RCMG, Broadcasting Financial Results, Anti-Siphoning, Anti-Hoarding, and Digital Implementation Plans.

Statutory reporting

Reporting to the Chairman and other key

stakeholdersen

terp

rise Stakeholders ACMA

Cognos BI 8SQL Server

(+ SSIS)SharePoint Dynamics CRM LS telcom

TBDCase Mgt Tool

Legend

Deliverable for this project

Existing item leveraged by this project

New item delivered by other projects

Existing item enhanced by this project

Note: A number of Enterprise Architecture principles are assumed to be common to all projects and are not explicitly represented in these diagrams. These include:

Integration with Active Directory for user authentication and authorisation Use of the Enterprise Integration Platform for systems workflow coordination and information flows Use of Microsoft Exchange for email receipt and delivery

For a full list of Enterprise Architecture assumptions , please refer to document XXX.

Citizen/Consumer ISP Licencee ACMA Management Office of the ChairACMA Operators

Channels

Fax

Email

Phone

In Person

Online

Mail

Customer Management (Dynamics CRM)

Digital Records Management/Data Storage (SharePoint)

Licence Management (LS telcom)

Licence

Case Management (TBD)

Case

Enterprise Integration Platform (EIP)

Data Warehouse (SQL Server)

Fact

Dimension

Documentrecord

Compliance item

Customer Contact

Resource*External

Reference*

Customer care & service

Standard case management interface

Standard licence management interface

Standard customer management interface

Online data lodgement (complaints/compliance)

Specialised Internet Applications

Complianceitem

CustomerContactLicence

Web forms

CaseCompliance itemDocument record

External web services

Complianceitem

Compliance reporting

Cognos 8 BI Reporting

Ext

ract

, Tra

nsfo

rm a

nd L

oad

(SS

IS)

AIMS Replacement Project Information Model

Custom

Compliance monitoring

Custom SharePoint UI

Notes

* “Resource” is a general term covering licensable or ownable items such as broadcast or spectrum licenses, newspaper ownership, domain names, etc.

* “External Reference” allows capture of transactions about a customer and/or contact, eg opening a case, issuing an invoice etc.

LegendDeliverable for this project

Existing item leveraged by this project

New item delivered by other projects

Existing item enhanced by this project

Issues

> How do we:… provide a consistent, easy to use interface to staff for their

daily recordkeeping and document management?

… make recordkeeping an integral part of all our new/upgraded applications?

… minimise the risk of incompatibility as we continue to be “leading edge” adopters of technology?

… centralise recordkeeping governance and management?

… minimise customization requirements and ensure we have an supported and manageable upgrade path into the future?

Why RecordPoint?

Options examined

> TRIM standalone> TRIM integration with SharePoint> Out of the box SharePoint records management> OBS i5> RecordPoint

Key advantages of RecordPoint

> Recordkeeping with ISO 15489 compliance> 100% SharePoint solution> Turnkey COTS solution > Upgrade and maintenance path> Apply solution to our existing SharePoint 2010

deployment without architecture

Significant functionality

> Mixed modeSharePoint sites can have non-managed documents only, managed documents only, or a mix of both

> Flexible recordkeeping rulesCan start simple, e.g. all records in a site will belong to one class, then go as granular as we like behind the scenes

> Not just documentsCan also capture lists and other structured data (e.g. calendars) as records

Significant functionality

> Built in archive Move documents out of SharePoint to improve performance

> Permanent referencesNo matter where documents move, RP can link to them and find them

Design and build choices

What TRIM shows to end users

File

Folders

Title + ClassificationOwner

Documents

Disposal

File Number

What RecordPoint shows to end users

FoldersFiles

Icon changes depending on record status

Virtually transparent recordkeeping!

?where’s the recordkeeping

metadata?


Recordkeeping metadata sits

behind the scenes


Finalised records transferred to RP

archive for safekeeping

Making it happen

> NAP – Documents remain regular SharePoint documents, users can edit and delete as normal

> Archive – Documents that aren’t modified in a certain time period (e.g. 18 months) will be sent to the RecordPoint archive

> Files – We set up a new SharePoint Library template that uses a new “Record” content type, this tells RP to manage the documents as records (can also be done on Lists)

> Patterns – We can match on SharePoint URL patterns, Site Name, List Name or other metadata to set file classification and associate disposal classes

> Class rollup – Users never have to set a function/activity when creating document library, this is a behind-the-scenes function of the Records team to ensure proper retention


SharePoint 2013 & the Cloud


SharePoint 2013 ECM – Microsoft’s Big Bets

eDiscovery

•In place preservation in SP & Exchange•Integrated, enterprise wide case management

Team Folders

•Work on mail and documents together•SharePoint, Outlook, OWA

•Retention/compliance across stores


Unified Discovery across Exchange, SharePoint and Lync

Find it all in one place (unified console) Find more (in-place discovery returns the richest data) Find it without impacting the user (Give legal team discovery,

leave IWs alone)

Discovery Center in SharePoint Unified Preserve, Search and Export

Exchange Web Services Connect to Exchange to get mailbox data

Lync Archiving to Exchange Exchange is the compliance store for Lync

Search Infrastructure Exchange and SharePoint use the same search platform


Discovery Center

Central Place to view all Cases

Activities Discovery Sets Queries Sources Exports


Discovery Sets


Add, manage and export discovery sets


Site Based Compliance

Records Team create policies, which define: The retention policy for the entire site and the team mailbox, if one is associated with the site. What causes a project to be closed. When a project should expire Can set also site collection as read only

Policy also available optionally from self site creation Policies can be replicated from content type hub cross

enterprises


New Site Policy

Site Closure Site Deletion


Site Closure and Deletion

Apply a Site Policy Manual Closure


Demo

RecordPoint + SharePoint 2013


Deliver Best-in-Class Hybrid Cloud

Public

CommonTechnologies Identity ▪ Virtualization ▪ Management ▪ Development

Private

• Hybrid Support & the Commons

• RecordPoint Collects from Cloud

• Total Cost of Ownership• On Premise or Hosted

Solution

Private • Hybrid Support & the Commons

• Built in Azure• Higher-level Services

PublicThe RecordPoint Difference

Today

Coming Soon


RecordPoint Roadmap - 2012

CustomerFeedbackand Research

RecordPoint 3.2

RecordPoint 3.3

RecordPoint Online

R3RecordPoint 4.1

Social media record collection to be added in RecordPoint V3.3 RecordPoint for Exchange to added in RecordPoint 4.0

CustomerFeedbackand Research

RecordPoint for Wave 15 (3.4)

RecordPoint for Exchange ServerRecordPoint 4.0

RecordPoint® Online Launch

RecordPointOnline R2

H22011

H1 2012

H2 2012

H12013

H2 2013

H1 2014

RecordPoint Online R4

RecordPoint 4.2


Questions?

Discussion


Thank You

Anthony WoodwardCTO

email: [email protected] twitter: @woodwa

More Information on RecordPoint at: http://www.recordpoint.com.au

Or Follow RecordPoint on twitter @recordpoint


RecordPoint

Delivers Compliance Built into SharePoint Seamless end user records

experience Records Manager tools:

Rules driven Definable aggregation Disposal Reports/ Workflows Export/ Import tools for Records Physical File/ Record Management in

SharePoint File Request Management Reporting Single view for Records team Enhances SharePoint Term Store for

BCS


RecordPoint Manages your Records at Scale

SharePoint Farm

SharePoint Web Applications

RecordPoint Web Application

RecordPoint Configuration

(Site Collection)

/Con

tent

/Site

1

/Con

tent

/Site

2

/Con

tent

/Site

4

/Con

tent

/Site

4

RecordPoint Web Application

Storage Layer

Search

Index CAML

(Content Sites)

RecordPoint UI RecordPoint API

RecordPoint Search


RecordPoint – High Level Architecture


Thank You

Anthony WoodwardCTO

email: [email protected] twitter: @woodwa

More Information on RecordPoint at: http://www.recordpoint.com.au

Or Follow RecordPoint on twitter @recordpoint

recordpoint overview - brisbane

Documents

here2012 recordpoint

version of sharepoint

software council

software vision

inactive sharepoint

sharepoint industry

sharepoint site creation

records years