“Achieving Information Governance in the Microsoft Cloud"” Mike Alsup Founder, Gimmal April 24, 2018 2016 ARMA Houston Spring Conference Agenda Summary • Developments in 2018 impact on ECM markets • Developments in SharePoint, Office 365, and ECM ecosystems 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? • Microsoft • ECM Vendors • Cloud Vendors • Your Organization Scope – ECM Processes & Repositories SharePoint, Office 365 File Shares Traditional Email RM ERP, LOB Traditional ECM Cloud Cloud File ECM Sync & Share © 7Statoil July 2016ASA4 User View of Content Internet SharePoint Legacy App Office SAPGUI Outlook Documentum User Browser 2010 Interfaces Data Data Repositories Documentum Legacy File Shares SharePoint SharePoint OneDrive Exchange SAP Apps 2010 Online Online MULTIPLE CLIENTS AND MULTIPLE REPOSITORIES 7 July 20165 User Challenges • Content is difficult to accurately classify • Content is organized by departments • Content is hard to find • Users are comfortable with their desktop tools • Content is difficult to manage through its lifecycle • Most organizations are at risk How to Apply Policy to Legacy SharePoint Sites? Top Site Portal Information Management for Everyone Enterprise Approach Summary: SharePoint On-Premise SharePoint OOTB Effort/Time Add-In Software Office 365? Best SP Framework Hybrid? Practices 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 Which ECM Solutions are Moving to the Cloud in 2018? • Collaboration • Portals All ECM Solutions Cloud • Intranets • Websites All ECM Solutions need • Social Governance: • Document Control • Consistent across repositories • Consistent across devices • Business Process Management • Transparent to the user • Knowledge Management • Sustainable for the long term • Records Management • Defensible when necessary • Custom Applications Information Governance Requirements Transparent End reliance on users choosing to follow policy & rules All content in all repositories managed from an information lifecycle perspective 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 Information Lifecycle Model ------ Transitory Records ------ Business Records • All unstructured information is managed from creation to disposition • Retention for all information in every state of the ILM • Information Lifecycle Model is system agnostic • Classification (categorization) is an important step to compliance • Result: Predictability, Relevance, Accuracy, Confidence and Trust Records Retention Schedule (RRS) Structure Business Record Series / Record Functions Buckets Types (18) (118) (tbd) Pleading LEG020: Final Resolution Legal Dispute +10 years Resolution & Litigation Litigation File Final Resolution +10 years Final Resolution +10 years Copyright LEG030: Registration Intellectual Life of Company Property (IP) Life of Company Trademark Registration Life of Company Content Type Hierarchy Microsoft Enterprise Office 365 or Document Extends Organizations Content Types and Inherits Inherit Properties Extend and Inherit SharePoint Properties of Base of Document from Info Category Base Document Document Engineering Project Execution Documents Generic Statoil HR Process Technology Document “Document” Design Methods and Company-wide Properties Data Finance Operating Manuals Properties: Properties: Properties: Properties: • Name + Owning Organization + Office of Record + Info Code • Title + Lifecycle State + Category-specific + Info Code-specific • Modified + Security Classification attributes (see attributes Date examples that follow) Taxonomy Master Model ) etc State Date use only, confidential, use only, Lifecycle Lifecycle Lifecycle Content Type Level Type Content Name Type Content Owning Organization Info Info Date Create Modified Last Date generated) (system Classification Information (internal Record of Office Originating Center Cost or Name Product Project APEXID or Manager Product Project Category Retention Date Trigger Event Enterprise Statoil (generic) X X X X X X Content Type Organizational Engineering X X X X Content Type Local Content Process Design CIA-009 X Type Methods (PDMs) Local Content Plant Operating CIA-011 X Type Manuals Note: Metadata elements will be auto-generated wherever possible to minimize amount of information entered by users. Alternative Information Governance Methods 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 • Differences between Repositories • Functional Content Type Model • Different for in Repository vs. Federated Lifecycle Governance • Many Repositories don’t Federate O365 • Multi-Repository Governance • Best Practice is not 100% governance • In Place Governance Search & Classify-based Discovery • In Place Governance • Process Launched: Content Copied or Moved What is Gartner’s View of Microsoft’s Relationship to ECM? SharePoint/O365 Consolidating ECM & SharePoint RM? Online/ O365 • 300MM SharePoint Licensed Users* • 85,000 Companies* • 100% year over year growth in usage* • 300% year over year content growth* • 1,000,000 SharePoint Developers* • Remarkable Enterprise ECM Commitments: • 85% of Fortune 500 SharePoint Online / O365 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 Microsoft’s View of ECM… Gimmal ECM Market Assumptions • Most Recent Gartner MQ understates SharePoint/Office 365 ECM dominance • Microsoft Message conflicts with Gartner’s paying ECM vendor base • Office 365 / SharePoint Online Platform has gaps in advanced compliance • Physical, Standards-based, and Hybrid governance require partner solutions • Over time, infrastructure gaps will be filled mainly by Microsoft, not partners • Business Solutions will drive Office 365 Governance adoption in the Enterprise • This has been the ECM market driver for 30 years • Partner Opportunity is Business Solutions that need a Governance foundation • Market consolidation has begun in administrative governance (users, topology) • Metalogix and AvePoint are leading the SharePoint market consolidation • Companies like IBM & Open Text are trying to get into this market • Market consolidation is also underway in content governance • SharePoint Online/Office 365 is “defacto” platform for content governance • OpenText is buying the non-Microsoft legacy ECM Governance vendors What is the White Space to be Filled? • Business Case • Cost to build Office 365 solutions stay with On-Prem solutions • Cost of E5 licenses stay with other Office 365 CALs • Capture • Business Process Management • Case Management • Business Solutions • Vertical (e.g. Banking, Heath Care, Energy, Government, etc.) • Horizontal (Contracts, Accounts Payable, HR, etc. • Hybrid Content Management • On-Premises Microsoft • Non-Microsoft Repositories • Migration to Office 365 • Huge Services Opportunity Is this what ECM users want? • “How can we build robust O365/SharePoint ECM solutions?” • Microsoft answer emphasize value within Office 365: oPortals for navigation and consistency oAdd-Ins to accelerate productive applications oFull and transparent in place content governance oSharePoint Framework for cloud scalability (=Salesforce) oInformation Mgmt. (versioning, retention, availability, security) = Governance oBusiness intelligence integrated to Office and ERP tools oArchiving support oMassive 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 Security & Compliance Center © 7Statoil July 2016ASA21 Microsoft’s O365 Data Governance Framework IMPORT GOVERN MONITOR Classification, Retention, Dashboard, Audit, Policy & Import Archival & Insights & Supervision & Sensitive Disposition Reporting Defensibility Types • Intelligent • Manual and • System • Monitoring, • Data import of on- auto- enforced reports and investigations premises classification lifecycle, intelligent , forensics, Microsoft and of content to disposition trend automated 3rd party apply right workflows identification audit alerts data governance and and and policies defensible suggestions notifications deletion process Microsoft Vision Reviewers/Approvers Recategorize/Re-Label Approve Disposition Information Workers Manual Declared Records Auto or Manually Declared Disposition Review Categorize/Label Non-custodial, Definitive Assets Automated | Manual Retain In-Place Create Non-Records Automatic Dispose New | Upload | Import Non-custodial (we space) Disposition Certificate of Destruction Retain Collaborate Central Repository Co-authoring | Versioning Non-Records