2016 ARMA Houston Spring Conference

“Understanding Digital Workplaces and theImpact on RIM Professionals”

Mike Alsup

Senior Vice President, Gimmal

April 26, 2017

Summary

• Developments in 2017 impact on ECM markets• Developments in SharePoint, Office 365, and ECM ecosystems • Relationship to Digital Workplaces

Trying to provide context for ECM and Records professionals• How to think about ECM and RM and Governance holistically

• Not a deep dive into technology

What do you need to Believe to achieve Information Governance?

• ECM Vendors• Cloud Vendors• What is a Digital Workplace?

Agenda

The Digital Workplace

Gimmal Software

on SharePoint and Office 365

Workplace

Governance

Control the lifecycle of

sites and information. Easy

content creation, loading,

classification, tagging, and an

advanced search experience

Ensure minimal user

effort for information

governance

Workplace

Compliance

Enforce internal and external

policies, protect and secure

information, and reduce risk

Secure records and

content management that

fulfills the strictest

standards

Workplace

for SAP

Easily connect your SAP and

SharePoint systems to realize

the full business value of your

information

Improve business

process efficiency and

accuracy

Workplace

Builder

Establish consistent

navigation, content

organization, and improved

productivity

Deliver better sites more

quickly and reduce IT efforts

and costs

Create a Better Digital Workplace

Provisioning

of Diverse

Sites

Create Sites

without IT

intervention

Create all sites

consistently with

no IT Support

Update sites with

new options

Consistent

Look & Feel

Consistent

Branding on all

sites

Deploy optional

content display

options

Standard

dynamic

navigation

options

Data Integrity

Metadata Rules

applied

automatically

Default or Force

values

Hierarchy of

Rules

Multiple

Content

Creation

Features

Ease content

import with Drop

Zones

Ensure

classification is

assigned

Document

Center Tiles

Document

Template

Management

Different

templates for

each type of

content

Increase

productivity

through diversity

General to

Specific

Increasing the Value of O365

Corporate HR

Gimmal’s Digital Workplace: Better, Faster, Smarter

Consistent Information Architecture, Navigation

& Branding

Standardized Data Integrity and Content

without burden to end-users

Rule-Driven Automatic Policy Assignment for

Compliance

Connected to Business Processes in SAP

Intranet Home

HR Storefront Ops Storefront IT Storefront Legal Storefront

Departmental HR

Departmental IT

Corporate IT Client N Client NClient N

Scope – Target ECM Repositories

Cloud ECM

Traditional RM

SharePoint, Office 365

Traditional ECM

File Shares

Email

ERP, LOB

Cloud File Sync & Share

Information Lifecycle

• Physical & Electronic RM• File Plan• Retention Schedule• Information Policy

Enforcement• ReportingRecord

Center

File Plan / Retention Schedule

(Information Policies)

Site Provisioning(Consistency - Initial)

• Content Types• Information Policy

• Events & Event Instances• Item Retention Rules

• Site Templates• Lifecycle• Taxonomy

• Views/Pages• Security• Site Inventory

Term Store/

Content Hub

Top Level Portal/ Intranet Home

What Would Full Governance for SharePoint/Office 365 Look Like?

Office 365 Sites (Publishing, Collaboration & Team Sites)

OneDrive for Business Sites (My Sites)

Governance Hub(Consistency -

Operations)• Governance

Configuration(s)• Lifecycle Rules• Metadata Rules

• Site Decommissioning• Document Templates

(Consistency)• Add-In Management

• Site Assets• SP Apps

Microsoft’s Answer…

Security & Compliance Center

Office 365 compliance, data lifecycle

Ingestion of Data Outside Office 365 In-Place Data Creation, Retention & Archiving In-Place eDiscovery

Auditing

Export

Information Management for Everyone

How to Apply Policy to Legacy SharePoint Sites?

Top Site Portal

Enterprise Approach Summary:SharePoint On-Premise

Team Sites & Governance

Usability and Consistency

Content Types & Metadata

Libraries, Lists and Views

File Templates

Content Lifecycle

Search

Site Settings & Admin

IM Policy Alignment

Security

Best Practices

Add-In SoftwareEffort/Time

SP Framework

SharePoint OOTB

Office 365?Hybrid?

• Collaboration

• Portals

• Intranets

• Websites

• Social

• Document Control

• Business Process Management

• Knowledge Management

• Records Management

• Custom Applications

Which ECM Solutions are Moving to the Cloud in 2017?

All ECM Solutions Cloud

All ECM Solutions need Governance:

• Consistent across repositories• Consistent across devices• Transparent to the user• Sustainable for the long term• Defensible when necessary

Information Governance Requirements

All content in all repositories managed from an information lifecycle perspective

Transparent End reliance on users choosing to follow policy & rules based on ILM

IT, Records, Legal & Business collaborate based on Content Types and Process Rules

5 Key Information Governance Requirements:

• Information Management Policies (Tags)

• Information Lifecycle

• Metadata Inheritance

• Document Types (& Containers)

• Consistency and Simplicity in User Experience

What is Microsoft’s Relationship to ECM?

SharePoint

O365

SharePoint/O365 Consolidating ECM & RM?

• 160MM SharePoint Licensed Users*

• 75,000 Companies*

• 200% year over year growth in usage*

• 500% year over year content growth*

• 1,000,000 SharePoint Developers*

• Remarkable Enterprise ECM Commitments:• Walmart, Koch, Shell, Heineken, Conoco, Chevron…

SharePoint/O365/Azure is Energizing ECM

• Microsoft owns productivity market

• ECM and RM are seen as a natural extension• Portals, Sites, Files, Identity Mgmt., Content

Governance

• Many Best of Breed apps & extensions

SharePoint/O365/Azure is a compelling platform for information governance

• Most Recent Gartner MQ understates SharePoint/Office 365 ECM dominance

• Microsoft Message conflicts with Gartner paying ECM vendor base

• SharePoint Platform has gaps in advanced compliance

• Physical, Standards-based, and Hybrid governance require partner solutions

• Over time, Portal & Intranet gaps will be filled mainly by Microsoft, not partners

• Business Solutions will drive SharePoint adoption through the Enterprise

• This has been the ECM market driver for 30 years

• Partner Opportunity is for Business Solutions that need a Content Governance foundation

• Market consolidation has begun in administrative governance (users, topology)

• Metalogix and AvePoint are leading the SharePoint market consolidation

• Companies like HPE, Dell (EMC), IBM, Open Text are trying to get into this market

• Market consolidation is also underway in content governance

• SharePoint/Office 365 grown to be leading “defacto” platform for content governance

• OpenText is buying the non-Microsoft legacy ECM Governance vendors

Gimmal ECM Market Assumptions

SharePoint has Re-Shaped the ECM Landscape

Transaction

File Sync & Share

Governance

CLOUD

MobileSocial

Collab.

ECM

Capture

Collab

Process

Records Center

Traditional ECM SharePoint Based ECM

• Costly: Legacy ECM cost of ownership is exorbitant. As data grows so do maintenance costs

• Poor User Experience:Traditional ECM systems are designed to manage content, not engage the user

• Silo-ed Content: Poor adoption leads to silo-ed content and business processes that can’t be optimized.

• Technological Evolution:Data growth, consumerization of IT, Cloud, Mobile, Social, Big Data/Business Intelligence have evolved without relation to ECM

• Instead of Existing ECM:No platform migrations. SharePoint makes content easy to use for Microsoft Office and Outlook users.

• Cut Costs: Consolidate ECM systems and share drives reducing annual maintenance costs

• Interface with ERP: SharePoint works with ERP systems so users can collaborate on business processes

• Comprehensive: Supports all content use cases and modern technology paradigms

Confidential

Capture

ECM Business Solutions

Transaction

CaptureGovernance

CLOUD

MobileSocial

Collaborate Collab

Process

Records Center

Disconnected Silos (Full of content) A True ECM Platform is Easily Extended

EIM

Partner

Contracts Management

Legal

Human Resources

Accounts Payables

Invoice Processing

Enterprise Asset ManagementWell-File Management

Solutions

• “How can we build robust O365/SharePoint ECM solutions?”

• Microsoft answer emphasize value within Office 365:o Portals for navigation and consistency

o Add-Ins to accelerate productive applications

o Full and transparent in place content governance

o Information Mgmt. (versioning, retention, availability, security) = Governance/RM

o Business intelligence integrated to Office and ERP tools

o Archiving support

o Massive scalability

Why manage content outside of this stack?

•Outside Office 365/Azure Two ECM repositories with separate:o Authentication / Identity / Security / Search / Data Center / Bandwidth issues

o Synchronization of content where to search

More complexity, especially as sites evolve

Is this what Legacy ECM users want?

Repository-based Governance (Includes Containers)• Access Controls• Update Controls• Disposition Controls (Deletion, Archiving, Offline Access)• Retention vs. Records Management

Content (or Document) Type-based Governance • High Level Content Type Model • Functional Content Type Model

Lifecycle Governance• Multi-Repository Governance • In Place Governance

Search & Classify-based Discovery• In Place Governance• Process Launched: Content Copied or Moved

Alternative Information Governance Methods

• Differences between Repositories• Different for in Repository vs. Federated• Many Repositories don’t Federate O365• Best Practice is not 100% governance

22

Governance Available within Alternative ECM Repositories

Governance Method Traditional ECM

SharePoint /Office 365

Email File Shares Archival Systems

Cloud File Sharing

Container-based GovernanceAccess ControlsUpdate ControlsDisposition Controls

Strongest Strong, Disposition Controls, less than

Traditional ECM

Access/Update Strong,

Policy-based Retention. 365 vs. On-Prem is

different

Access/ Update Strong,

Limited Policy-based

Retention

Strong Container

Governance, no

Disposition

Strong Access& Update,

no RM

Search GovernanceIn Place (Search & Classify)Process (Search & Process)Copy or Move to Repository

(Search & Harvest)

Strongest, but only within ECM

repository

Strong, Needs Planning, Add-in

Products for Enterprise-scale

Content Governance

Strong. Search & EDiscovery

Options Available

Strong. Search &

EDiscovery Options

Available

Strong, no actions

allowed on Archived Content

Limited Options, but

Improving rapidly

Document Type-based Governance

High Level Document Types Functional Document Types

Strong, but Needs Planning,

Configuration & Change Mgmt.

Strongest, Needs Planning,

Configuration & Change Mgmt.

N/A,Site Mailboxes

enables Content Governance in

SharePoint

Not Natively Available

Not Natively Available

Limited Options, but

Improving rapidly

Lifecycle GovernanceMulti-Repository GovernanceIn Place Governance

Strongest, but Needs Planning & Configuration

Strongest, but Needs Planning & Add-in

Products to Configure

Limited Options for Configuration

& Policy

Not Natively Available

Not Natively Available

Not Natively Available

Why is this important?

• Buyers expect Hybrid Content Governance for foreseeable future

• Office 365 compelling “if our records are stored in our data centers”

• Long term Economics of Cloud Storage are becoming clearer

• Hybrid Governance requires simplifying assumptions

Hybrid Model is Needed for Governance

24

Alternative Policy Hub Service Owners

Governance Method Traditional ECM SharePoint / Office 365

Federation Tools

Cloud File Sharing

Container-based GovernanceAccess ControlsUpdate ControlsDisposition Controls

Varies. Not many case studies of Federating Policy

from Traditional ECM

Strong. Disposition Controls less than Traditional ECM. Needs Add-in Products to Federate Policy. Must be

outside Office 365 O365 is currently closed

Strong. Needs Connectors and Integration to

Federate Policy. Extra Content Repository?

Access & Update Controls Strong,

Records Mgmt. is not natively

available

Search GovernanceIn Place (Search and Classify)Process (Search and Process)Copy or Move to Repository

(Search & Harvest)

Strong, but Needs Planning, Connectors & Integration for

other Repositories

Strong w/ SharePoint, Email & File Shares, Requires

Planning, Add-in Products & Connectors for other

Repositories

Strong, Needs Planning, Connectors & Integration for all

Repositories

Not Natively Available

Document Type-based GovernanceHigh Level Document Types Functional Document Types

Strong, but Needs Planning, Connectors & Integration for

other Repositories

Strong, but NeedsPlanning, Connectors &

Integration for other Repositories

Not Natively Available, Remote Control needed to dispose of content

Not Natively Available

Lifecycle GovernanceMulti-Repository GovernanceIn Place Governance

Strong, but Needs Planning & Integration for other

Repositories

Strong, but NeedsPlanning & Integration for

other Repositories

Strong, but Needs Planning &

Integration for other Repositories

Not Natively Available

• Paper is still needed or it’s isn’t

• Microsoft productivity tools are foundational or they aren’t

• Cloud scale is required or it isn’t

• Inside the Microsoft stack makes it easier to govern or it doesn’t

• The Cloud is more secure or it isn’t

• Hybrid SharePoint is a requirement or it isn’t

• One source of information policy is required or it isn’t

• All information needs to be governed or it doesn’t

• In Place governance is needed or it isn’t

SharePoint and Office 365 will win the largest market share

What do you need to Believe to Achieve Governance?

The ECM Future – a 2020 Vision• The ECM Dial Tone• Unified Object Environment (Document, Voice Message, Email, Viewer, etc.)

• Device Independence

• Departments, Legal, Records and IT collaborate on Policy at Content / Tag Level

• Governance Policy Automatically (& Transparently) Applied via Containers & Templates

• Plan and Setup then it just works

• Departmental ECM Solutions will go the way of:• Word Processors Word

• Microfilm Storage

• Optical Disk Storage

• Local Area Networks Cable Plug or WiFi

• People don’t care about Technology, they want Solutions that Work

• How many Content Repositories do you Really Need?

2016 ARMA Houston Spring Conference

27

Mike Alsup

malsup@gimmal.com

@GimmalGroup

www.facebook.com/Gimmalwww.linkedin.com/company/gimmal

www.google.com/+GimmalSolutions

www.gimmal.com

Contact

Information Management for Everyone

Thank You !