sharepoint and office 365 state of the market survey ... · • automatic concept identification,...

© Concept Searching 2017

SharePoint and Office 365 State of the

Market Survey Results Webinar

Carla Mulley

Vice President of Marketing

Concept Searching

[email protected]

www.conceptsearching.com

[email protected]

Twitter @conceptsearch

mailto:[email protected]

http://www.conceptsearching.com/



https://twitter.com/@conceptsearch


Carla Mulley – Vice President of Marketing at Concept

Searching has spent the past twenty years concentrating on

metadata, auto-classification, and taxonomy technologies.

She provides the strategic marketing direction and tactical

oversight of the Concept Searching product suites, and began

her career at IBM as an advisory system engineer, focusing on

mid-range solutions to medium and large accounts.


Agenda

• Who We Are and What We Do

• 2016 Survey Parameters

• Microsoft

• Infrastructure, Migration

• Cloud Adoption

• Connectivity

• SharePoint Online

• Competitive

• Metadata

• Auto-classification, Taxonomies

• Priorities

• Collaboration, Search, Security, Content Lifecycle Management

• File Shares

• Exchange


• Company founded in 2002

• Product launched in 2003

• Focus on management of structured and unstructured information

• Profitable, debt free

• Technology Platform

• Delivered as a web service

• Automatic concept identification, content tagging, auto-classification,

taxonomy management

• Only statistical vendor that can extract conceptual metadata

• 8 years KMWorld ‘100 Companies that Matter in Knowledge Management’

8 years KMWorld ‘Trend Setting Product’

• Authority to Operate enterprise wide US Air Force, NETCON US Army,

and Canadian SLSA

• Client base: Fortune 500/1000 organizations in Healthcare,

Financial Services, Manufacturing, Energy, Professional Services,

Pharmaceutical, Public sector and DoD

• Microsoft Gold Certification in Application Development

• Member of SharePoint PAC and TAP programs

• Deployed as a full trust Add-in for all versions of SharePoint on-premises

and SharePoint Online including the latest vNext dedicated platform and the

government cloud

The Global Leader in

Managed Metadata Solutions

http://www.att.com/

http://www.emerson.com/

http://www.healthcarecommission.org.uk/

http://www.twobirds.com/

http://www.ebrd.com/

http://caiso.com/

http://www.burnsmcd.com/portal/page/portal/2259B72363A88690E040030A2B0D5D87

http://www.perkinswill.com/

http://www.deloitte.com/view/en_US/us/index.htm

https://www.oppenheimerfunds.com/investors/index.jsp


Concept Searching’s technology platforms deliver

semantic metadata generation, auto-classification and

taxonomy/Term Store management, and are fully

integrated with all versions of SharePoint on-premises,

Microsoft Online/Office 365, and OneDrive for Business

What Do We Do?

These infrastructure platforms integrate not only with

SharePoint but also other content repositories, search

engines and file shares, enabling our clients to add

structure and manage their enterprise content,

regardless of environment

The resulting classification metadata is used by clients

to deliver ‘intelligent metadata solutions’ in areas such

as enhanced search, migration, data privacy, records

management, policy enforcement, compliance, text

analytics, and business and social collaboration


Survey History

• Survey going into its fifth year

• Often ask the same questions

• Add new questions based on

media and analyst views

• Client feedback

• Compile the questions

• Deliverable is a white paper


SharePoint and Office 365 State of the Industry Survey

• Concept Searching’s fourth annual survey

• Conducted from March 2016 to June 2016

• 413 unique responses

• Survey was available via social, news, and the

Concept Searching website

• Survey was not sent to clients or prospects

• Objectives

• SharePoint infrastructure, application priorities, use of

metadata, and SharePoint Managed Metadata Services

• Current or projected use of Office 365, OneDrive for

Business, SharePoint Online and associated applications

• Questions were multiple choice and respondents could select

more than one response, therefore numbers do not add up to

100%

• Numbers have been rounded up or down

• Maintained vendor neutrality


Microsoft

“Thus, the gulf between on-premises and the cloud has never been

wider, and – despite Redmond’s recent improvements – any hybrid

strategy will require custom code and ongoing frustration to succeed.

To be sure, Office 365 will start to offer ‘portal’ applications in 2016, but

these are likely to be highly preconfigured products, rather than

traditional SharePoint development environments.” Evaluating SharePoint, Real Story Group

https://www.realstorygroup.com/Reports/SharePoint/

https://www.realstorygroup.com/Reports/SharePoint/


SharePoint Versus Office 365

• Microsoft’s baby is Office 365

• Sometimes to the neglect of SharePoint

• SharePoint 2016 – A whimper not a bang

• Who’s moving to SharePoint 2016?

• 24%

• SharePoint Online has grown by 38%

• Identity struggle

• Platform

• Content Management

• Portal Development


SharePoint Versus Office 365

• Plug and Play versus Azure

• Why reinvent the wheel for the cloud?

• Office 365 Security and Compliance Center

• Good enough?

• eDiscovery

• Lightweight

• Good for organizations without a lot of

litigation needs

• Records Center

• Despite DoD 5015.2, raises a red flag

• Custom extensions usually required

• Security


Version of SharePoint Installed

2015

2016

• Some are still clinging to

SharePoint 2007

• SharePoint 2013 picked up the

lion’s share (53%) followed by

SharePoint Online/Office 365 (50%)


Migration

“Did you know that 69% of

information can, and should,

be deleted?” Compliance, Governance and

Oversight Council (CGOC)


Cloud Adoption


Cloud Adoption

Why the Cloud?

Connectivity

Save Money • 52% have experienced business growth

• Agility

• Reduced expenses

• Customer experience

• Capital expenditure change

• Productivity

• Collaboration

• Innovation


Connectivity

• Mobile is the Achilles’ heel for Microsoft

• Mobile digital media is now outpacing

desktop usage

• By 2020 there will be more than 5.4

billion active smartphones

• The rise of advanced, PC-grade mobile

malware, innovative fraud schemes,

such as SIM swap fraud, and fraudsters’

increasing use of mobile devices in

cross-channel attacks pose a significant

threat

“Mobile threats and malware

are still in their infancy, and the

risk isn’t significant enough yet.

It’s time to think again.” Real Story Group


Why SharePoint Online?

• Why SharePoint Online/Office 365

(2016)

• Collaboration

• Reduced Costs

• Remote User Access

• Mobile Connectivity

• Why SharePoint Online (2015)

• Content Management

• Content Lifecycle Management

• Collaboration


Why Not SharePoint Online?

• Why Not SharePoint Online (2016)

• Non-approved Applications

(99%)

• Admin and Maintenance (95%)

• Compliance (79%)

• Security (40%)

• Why Not SharePoint Online (2015)

• Security (59%)

• Integration (37%)

• Compliance (30%)


Use of Competitive Applications

Evaluation of Competitive Products

• Business critical applications stay

in-house

• Security


• eDiscovery

• Enterprise Metadata Repository

• Information Governance

• Records Management

Evaluation of Competitive Cloud Products

• Collaboration

• Social Tagging

• Text Analytics (Narrowly)


Metadata

“It is simply not realistic to expect broad sets of employees to navigate

extensive classification options while referring to a records schedule

that may weigh in at more than 100 pages.”

Forrester Research/ARMA International Survey


Metadata

Metadata Tagging

• Manually – 2016 – 91%

• Manually – 2015 – 94%

• Manually – 2014 – 97%

• 15.5% are looking at classification software

• Only 9.6% actually use classification software

• Erroneous

• Subjective

• First Option

• Haphazard

• Blank

• Risky


Taxonomy

IDC estimates that return on investment for extending an

organization’s knowledge infrastructure ranges from a minimum of

38% to as much as 600%.


Taxonomy

Automation

• Majority have no tool

• 15.5% of tools are internally

developed

• Most likely a spreadsheet

Not looking at a

solution any time soon


Who’s In Charge?

• Combo is best approach

• Half day per week is nominal

• Do want subject-matter experts

able to manage the taxonomy

• Number of people dependent on

amount of content

• Number of changes required


Managed Metadata Service

• User adoption hasn’t been

overwhelming

• 37.2% will be using in SharePoint

Online and on-premises

• 22.2% will use only on-premises

versus 19.4% in SharePoint Online


Term Sets

Applications

• Search



• Information Governance

• Enterprise Metadata Repository

• Humans will make mistakes

• Potentially inaccurate

• Manually time-consuming

• Poor metadata


Workflows

“As complexity of workflow increases, you will need to use other tools

to model those workflows, and you will probably need multiple tools,

including Visio, Visual Studio, and perhaps even the Workflow SDK.

Depending on your technical skills and licensing arrangements, this

could be cumbersome and expensive.” Real Story Group


Workflows

Workflows

• Collaboration

• Search




Application Priorities


Application Priorities

Recurring Themes

• Collaboration

• Search

• Security



Collaboration

Collaboration

• Collaboration was one of the

highest priorities

• Communicating using any device

• Real-time co-authoring

• Team Sites

• Shared calendars

• Skype

• Office 365 groups

• Video

• Instant messaging

• Social networking


Enterprise Search

“By itself the search function has limited value. The real value of search

and information access technologies is in the ongoing efforts needed to

establish effective taxonomies, to index and classify content of all

kinds, in order to provide meaningful results.”

Tom Eid, Research Vice President – Gartner Group


Enterprise Search

Except for 48.10%

everyone is happy with

SharePoint search


Hybrid Search

Somewhat Surprising

• 38.7% Extremely Important

• 39.7% Nice to have

• 21.6% Not important


Security

According to Osterman Research, 95% of business users primarily

communicate via email. Of emails sent, 98% were sent with attachments.

Secure? Highly doubtful. Mobile devices and BYOD have unlocked a

hornets' nest and put security of confidential information at risk.

Osterman Research

http://www.ostermanresearch.com/


It’s Not All Pie in the Sky


Security

• False sense of security?

• Is after the fact good enough?

• Is real time important?

• BYOD and BYOA have blurred

personal versus business

• Personal applications,

email, unsafe websites


Enough Said

According to the Office 365 Adoption and Risk Report by Skyhigh

Networks, the average company uploads 1.37TB of data to Office 365

each month, and 17.4% of the documents uploaded contain

sensitive data. The average organization experiences 2.7 threats each

month within Office 365. For example, the average enterprise has 204

files that contain the word ‘password’ in the file name stored in

OneDrive for Business – an increase from 143 files in Q3 2015.

Skyhigh Networks, Office 365 Adoption and Risk Report

http://info.skyhighnetworks.com/WPCARROffice365_WP-CARR-Q1-2015_Download_White.html?Source=website&LSource=website

http://info.skyhighnetworks.com/rs/274-AUP-214/images/Skyhigh O365 Report Q2 2016.pdf

http://info.skyhighnetworks.com/rs/274-AUP-214/images/Skyhigh O365 Report Q2 2016.pdf


Content Lifecycle Management

• SharePoint has

experienced

growth as a

document

management

system

• Most ECM and

DM solutions are

out of date

• Cloud has

changed the

playing field

Document Management

Content Management

Enterprise Content

Management

Content Management

Lifecycle


Content Lifecycle Management

Create Capture Store Version

Index Manage Cleanse Distribute

Publish Search Preserve Archive

Delete


File Shares

“Fragmented data living outside the company network not only hinders

business management, but is subject to staggering compliance and

security risks.”

Orlando Scott-Crawley, Director of Technology Marketing – Mimecast


File Shares

Growth and Erosion

2015

2016


File Shares

• All valid reasons

• 56% of end users don’t

know if there is a

corporate policy on

using your own

application

• 14% are not sure

• 90% of cloud applications aren’t enterprise grade

• The average organization has 600+ cloud applications

• 72% have no idea how big an issues

• 10x worse than the IT team imagines

Cloud Adoption, Practices, and Priorities Survey – Skyhigh Networks


Exchange

• 45.1% are already using

• 15% plan to use

• Very little or no competition


Our White Papers

Visit the White Papers area of our Knowledge Center on our website

• See our annual survey results in the SharePoint and Office 365

State of the Market White Papers

• Read our Thought Leadership White Papers

• Explore our Technology White Papers

• Discover our SharePoint White Papers

https://www.conceptsearching.com/knowledge-center/


Next Expert Webinar

The Nuts and Bolts of Metadata Tagging and Taxonomies Made Easy

Wednesday, February 8th 2017

Register

Taxonomies are often thought of as hard to use and needing specialized

applications or IT skills.

Join Michael Paye, our Chief Technology Officer, to see how taxonomies,

auto-classification, and multi-term metadata generation unburden the IT

team, eliminate end user tagging, and empower business users.

Read more and register in the Upcoming Webinars area of our website

https://www.conceptsearching.com/nuts-bolts-metadata-tagging-taxonomies-made-easy-webinar/

https://www.conceptsearching.com/category/upcoming-webinars/


Thank You

Carla Mulley

Vice President of Marketing

Concept Searching

[email protected]

www.conceptsearching.com

[email protected]

Twitter @conceptsearch


http://www.conceptsearching.com/



https://twitter.com/@conceptsearch

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