content management and discoverability using microsoft share point server 2010

Content Management and Discoverability using Microsoft

SharePoint Server 2010

Microsoft (UK) Ltd

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John Westworth

+44118 909 3956

John.Westworth@microsoft.com

John.Westworth@microsoft.com

http://optimiseIT.biz

@Optimise IT

http://www.linkedin.com/in/johnwestworth

3

A conservative failure rate estimate of ECM technologies within large organizations is

50%.

Source: Doculabs

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Agenda

• Why do we need ECM?• Why do ECM systems fail?• How can SharePoint help you?

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What is

“Enterprise Content Management?”

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WHY DO WE NEED ECM?

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Why do we need ECM?

“Information doubles every 1,100 days. Yet the amount of time available to deal with that information remains constant: 1,440 minutes per day”

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Why do we need ECM?

Source: Doculabs

20%

8%

72%

StructuredUnstructured, managedUnstructured, un-managed

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The typical IW spends up to 25% of the day searchingfor the right information to complete a given task. Ineffective searches/wasting time looking for information can cost companies up to 10% in salary expenses (Butler Group)

Employees spend 12 hours a week on info-gathering tasks: mostly, unsuccessfully. (Accenture)

Knowledge workers spend 15%-30% of their time gathering information, but are successful less than 50 percent of the time. (IDC)

Why do we need ECM?

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EU Data Protection Directive (Directive 95/46/EC)

US Sarbanes-Oxley Act (SOX)

BASEL II Accord

HIPAA

Australian Corporations Act 2001

Aust. CLERP 9 Act

Aust. FSR – CLERP 6

ITAR

New Zealand Public Records Act

FDA CFR 21 Part 11

APRAASIC

SEC Rule 17a-3 and a-4

US DOD Std. 5015.2 Electronic Records Mgt

MiFID

Why do we need ECM?

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“information Privacy is the most important security concern in the enterprise, outranking malware in 2007 for the first time”

Personal Information Loss-Sci-tech today 06/21/07

Ohio state government loses 269,000 confidential information of taxpayers and employees. See more…

IP2, National Security-Sci-tech today 06/15/07

A consultant from Los Alamos sent an e-mail containing highly classified, non-encrypted nuclear weapons to several board members who forwarded it to other memberssee more…

Personal Information Loss-www.privacyrights.org, August 2008

A flash drive with Social Security numbers and other personal information was removed from the unattended laptop of a state employee.

Other high-profile incidents:

1. T.J.Maxx , 45Million PCI3 records stolen. Financial loss: $75M

2. Veterans Affairs, 26.5M PII1 records. Financial loss: $500M

3. Boeing, 382,000 PII1 records stolen. Financial loss: undetermined

Source: Ohio Data Loss Scope Broadens. Sci-Tech Today.com, June 2007. http://www.sci-tech-today.com/story.xhtml?story_id=53225

Why do we need ECM?

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Why do we need ECM?

A single email with a 1MB attachment sent to four recipients can ultimately have a 51.5MB digital footprint

IDC - The Diverse and Exploding Digital Universehttp://www.emc.com/collateral/analyst-reports/diverse-exploding-digital-universe.pdf

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WHY DO ECM SYSTEMS FAIL?

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Why do ECM Systems Fail?

• Failure to Garner Adoption

• Failure to Achieve Timeline Goals

• Failure to Stay within Budget

Source: http://www.doculabs.com/?p=707

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ECM Everywhere

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HOW CAN SHAREPOINT HELP YOU?

3 Es

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Query completio

n

Document thumbnail

s

Scrolling previews

Read in Office Web

Apps

Relatedsearches & people

Federated results

Sorting on any

property

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Rate pages and

content

0–5 star

ratings

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Enhance out-of-box functionality with Visio & Visio Services

Pre-release screenshots, subject to change

Design workflow in

Visio

Publish,use and monitor in SharePoint

Improve with SPD

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List of Author

s

See who is editing

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Office Web applications for

in-browser content editing

and collaboration

Rich editing with

Ribbon menus

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1-click access to

documents, sites, and colleagues

Access to Team sites

Access to Office

applications

Create Blog posts and comments

SharePoint Workspace

Mobile

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Information Rights policy is synched with SharePoint

permissions

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Traditional ECM

SharePoint

Content Volume

Content

Type

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What the analysts sayEnterprise Content

ManagementInformation Access

TechnologySocial Software

The Magic Quadrant is copyrighted September and October, 2009 by Gartner, Inc. and is reused with permission. The Magic Quadrant is a graphical representation of a marketplace at and for a specific time period. It depicts Gartner's analysis of how certain vendors measure against criteria for that marketplace, as defined by Gartner. Gartner does not endorse any vendor, product or service depicted in the Magic Quadrant, and does not advise technology users to select only those vendors placed in the "Leaders" quadrant. The Magic Quadrant is intended solely as a research tool, and is not meant to be a specific guide to action. Gartner disclaims all warranties, express or implied, with respect to this research, including any warranties of merchantability or fitness for a particular purpose.

The Magic Quadrant graphic was published by Gartner, Inc., as part of a larger research note and should be evaluated in the context of the entire report.  The Gartner report is available upon request from Microsoft.

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SharePoint RM Customers Hybrid Documentum for regulated documents and

SharePoint for collaborative content management 41,000+ active SharePoint users with 1,000 top-

level, cross business unit sites and 7,000 total active team sites

SharePoint is the single ECM platform for addressing business and compliance requirements

3 server farms globally, 1500 associates on the system now, and plan to have everyone (10K plus) on the system by March 2010

SharePoint 2010 Rapid Deployment participant

28K employees over 37 countries generate millions of documents with varying retention policies

54 site collections, 1700 Web sites, almost 6,000 lists containing 1.2 million items, and 1579 libraries with more than 1.3 million documents

SharePoint 2010 Rapid Deployment participant

Microsoft SharePoint 2010The Business Collaboration Platform for the Enterprise and the Web

Connect and Empower People

Cut Costs with a Unified Infrastructure

Rapidly Respond to Business Needs

Communities

Search

Sites

Composites

ContentInsights

Hosted by Microsoft

Summary

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John Westworth

+44118 909 3956

John.Westworth@microsoft.com

John.Westworth@microsoft.com

http://optimiseIT.biz

@Optimise IT

http://www.linkedin.com/in/johnwestworth

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© 2010Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.