Protect your Enterprise & Meet the Regulatory Compliance RequirementsHPE Records Manager

Jean-Michel GuiralInformation Management & Governance Consultant

May 2015

Information Governance Inflection Points

Information governance concerns for the enterprise How to harness the wave of information while ensuring compliance

How do I meet the increasing demands of global regulations and maintain compliance?

How do I make information accessible while ensuring its authenticity, accuracy and security?

How do I manage SharePoint content according to policy to reduce duplication, leakage and accidental loss?

How do I increase efficiency and productivity around information processes to improve business performance?

How do I reduce information footprint and associated costs to manage it?

A platform approach for effectively managing

all information enterprise-wide,

in accordance with corporate policy and

business goals

MANAGE and SHARE

Capture, manage and secure enterprise information in business context

HPE Records Manager

Enterprise Applications

(ERP, CRM, SRMS)

DELIVER/ARCHIVE

INTEGRATECAPTURE

– Information sharing

– Collaboration

– Check in/out, versioning

– Lifecycle workflow

– Automated processes

– Renditions/transformation

– Simple contextual search

– Security and audit trails

– Classification / file plans

– Retention and disposal

HPERM

Disk

Paper

Email

WirelessPortals

Archival /storage

SharePoint

Desktop applications

Scanned images

Structured data

Email

Business applications Mobile

HPE Records Manager use cases

HPE Records Manager

Interactive document & records management

SharePoint governance

Document workflow and collaboration

SAP ArchiveLink

SDM structured records management

Physical records

COM/.NET SDK Services API

Custom Solutions

ControlPoint for

records and dark data

identification

Retention management,

Security, audit, etc.

Typical scenarioHPE Record Manager

Use Case Objective

SharePoint Governance • Lifecycle of documents: Reduce SharePoint footprint

• Improve retention management and access control

Dutch Ministry of Infrastructure and Environment

180 million documents in all different repositories

– No control of information

– Searching for information

– No standardization

– Complex infrastructure

– High Costs

– Compliance

Migrate180 million documents from different repositories to sharepoint

– Low performance SharePoint environment

– SharePoint is not Compliant

– Storage Costs are high for SharePoint

– Back up and restore not within SLA’s

– Migrate all documents to RM (with ControlPoint)

– SharePoint is the front and RM the back end

– One Search engine for SharePoint and RM

– Lower the cost

– Back up and restore within SLA’s

– Compliance

8

Industry: Government

Challenge First idea: “ Connect” HPE Solution

Goal: Front end SharePoint with RM integration; all documents secured and available in one place

Typical scenarioHPE Record Manager

Use Case Objective

Centralization of accessibility

with “single source of truth”

• Manage in one place all retention policies

• Make information accessible from one place and interface

• Improve user efficiency

• Transform after mergers and acquisitions

• Enforce security of information (e.g.Data Lost & Leakage)

Case Study: Bank Tokyo-MitsubishiIndustry: Finance

Responded to regulatory requests in near real-time versus weeks

Challenge and Buyer

• VP of Compliance, Director of Capital Markets Technology

• Improve accuracy and consistency in reconstructing events for regulators

• Reduce time needed to search and respond to regulator requests

• Eliminate multiple, disparate governance systems

Requirements• Identify, declare, and retain records to meet

books/records, Dodd-Frank compliance

• Respond to regulatory requests within mandated 24-72

timeframe

Solution

• Reduced errors and improved consistency/accuracy by automating classification and records declarations with HPE ControlPoint

• Mitigated compliance and legal risk by deploying a complete, modular information governance platform including HPE Records Manager

Typical scenarioHPE Record Manager

Use Case Objective

Decommissioning of

applications with critical data

• Extract valuable data from legacy apps (e.g. after M&A)

• Retain safely data with access control

• E.g. Human Resource after an acquisition, R&D systems after

a product discontinuance

Case Study: Archive-as-a-Service (AaaS)Industry: Networking and Telco

Overview of the Main Capabilities

14

Classification

Retention Schedule

Records Types

15

LocationsCheckin / Checkout

Security

Audit Trail

16

Space Management

Paper

OCR

17

Workflow

Redaction

Takeaways

• Non-compliance with regulatory requirements, information leakage or loss

• Severe penalties and reputational damage

Safeguards business & executives

• Simplifies capture, access and security across a range of devices

• Lifetime management of all business documents and records according to policy

Improves productivity, efficiency & profitability

• Delivers the right information to the right person at the right time.

• Information is accessible, usable and secure according to policy regardless of volume & location

Improves business agility and decision making

• Removes the burden of records management responsibility from SharePoint users

• Automates the capture and management of SharePoint content according to pre-defined business rules

Provides governance for SharePoint content

Thank youjmg@hpe.com