At the AIIM SharePoint seminar in DC this past may, Buildingi presented out experience moving a Project Knowledge Center (PKC) .Net application to SharePoint, and were joined by Joanna Elazrak from Microsoft who spoke on 'Using SharePoint for Microsoft Records Management'.

1. Bending But Not Breaking:
The Great Migration from
.Net to SharePoint
Presented by Bill Nolan, Buildingi CEO
AIIM: SharePoint at a Crossroads
Washington, D.C.
May 23rd, 2013

2. Introductions and Agenda
• Bill Nolan, Buildingi CEO
• PKC Tool Migration from .Net to SharePoint
• Joanna Elazrak, Microsoft Lead Program Manager
• Using SharePoint for Microsoft Records Management

3. The Information Management Tool
The Project Knowledge Center (PKC)
Employees on
Corporate Network
Vendors, Contingent
Staff and Contractors
PKC Portal
Project Information
Building Information
Enterprise Data
Feeds

4. Key Implementation Challenges
• Scalability
• Automatic provisioning
• Legacy application
integration
• Information migration
• Central permissions
management
• Single-Sign-On

5. (Trying to) Break the Tool
Would SharePoint scale?
• Our plan: Find the most likely breaking point, and
“fail as fast as we can”

6. The Scalability Challenge
What was our “break it” plan?
• Phase 1: Brute force
• Large amounts of data into a single site collection
• No layer of ECM
• Phase 2: Elegant solution
• Data distributed across many site collections
• ECM strategies employed

7. To Our Surprise (and Delight)
It didn’t break!
• In fact, PKC on SharePoint gave us:
•
•
•
•
Improved performance
Unlimited scalability
A user-empowering tool (site provisioning, single sign on, etc.)
A hybrid tool (.Net and SharePoint) that allowed us to solve issues
requiring custom configuration

8. Key Implementation Challenges
Construction
Projects
Functionality
Building Master
Archive
Functionality
Project Archiving
Functionality
Custom Reporting
Customized Look &
Feel
Customized Project
Navigation
Project Users
Assignment
Access Request /
Denied interfaces
Static Content
Management (Help,
etc.)
Activity Logging
Framework
Error Logging
Framework
Personal Views
Online Document
viewing
Document
Download/Upload
Document
segregation per
project
Document dragand-drop
functionality
Document treeview
Document
metadata
Reporting
Infrastructure
Contextual
Audiencing
Permissions
Management
Alerts / Notification
Framework
Login / Logout /
interfaces
Search
User Authorization
General Page
Layout &
Functionality
Basic Framework
for Branding
SQL Connection
Framework
Basic information
storage (tables)
User Authentication

9. Must-Haves We Got Out-of-the-Box
Construction
Projects
Functionality
Building Master
Archive
Functionality
Project Archiving
Functionality
Custom Reporting
Customized Look &
Feel
Customized Project
Navigation
Project Users
Assignment
Access Request /
Denied interfaces
Static Content
Management (Help,
etc.)
Activity Logging
Framework
Error Logging
Framework
Personal Views
Online Document
viewing
Document
Download/Upload
Document
segregation per
project
Document dragand-drop
functionality
Document treeview
Document
metadata
Reporting
Infrastructure
Contextual
Audiencing
Permissions
Management
Alerts / Notification
Framework
Login / Logout /
interfaces
Search
User Authorization
General Page
Layout &
Functionality
Basic Framework
for Branding
SQL Connection
Framework
Basic information
storage (tables)
User Authentication

10. Additional Benefits
Construction
Projects
Functionality
Building Master
Archive
Functionality
Project Archiving
Functionality
Custom Reporting
Customized Look &
Feel
Customized Project
Navigation
Project Users
Assignment
Access Request /
Denied interfaces
Static Content
Management (Help,
etc.)
Activity Logging
Framework
Error Logging
Framework
Personal Views
Online Document
viewing
Document
Download/Upload
Document
segregation per
project
Document dragand-drop
functionality
Document treeview
Document
metadata
Reporting
Infrastructure
Contextual
Audiencing
Permissions
Management
Alerts / Notification
Framework
Login / Logout /
interfaces
Search
User Authentication
User Authorization
General Page
Layout &
Functionality
Basic Framework
for Branding
SQL Connection
Framework
Basic information
storage (tables)
Explorer View
RSS Subscription
SharePoint Alerts
Document
Versioning
Check-in / Checkout Framework
Document Content
Types
Datasheet view
Item-level
permissioning
Workflows
Social Features
SharePoint
Workspace
Office Connectors
SkyDrive Integration
Content Trends
Reports

11. Then and Now
Legacy Application
SharePoint Upgrade

12. Final Weigh-In
Construction
Projects
Functionality
Enhanced the business solution
Building Master
Archive
Functionality
Project Archiving
Functionality
Custom Reporting
Customized Look &
Feel
Customized Project
Navigation
Project Users
Assignment
Access Request /
Denied interfaces
Static Content
Management (Help,
etc.)
Activity Logging
Framework
Error Logging
Framework
Personal Views
Online Document
viewing
Document
Download/Upload
Document
segregation per
project
Document dragand-drop
functionality
Document treeview
Document
metadata
Reporting
Infrastructure
Contextual
Audiencing
Permissions
Management
Alerts / Notification
Framework
Login / Logout /
interfaces
Search
User Authentication
User Authorization
General Page
Layout &
Functionality
Basic Framework
for Branding
SQL Connection
Framework
Basic information
storage (tables)
Explorer View
RSS Subscription
SharePoint Alerts
Document
Versioning
Check-in / Checkout Framework
Document Content
Types
Lost the unnecessary weight of custom code
Gained additional muscle from SharePoint’s features
Datasheet view
Item-level
permissioning
Workflows
Social Features
SkyDrive Integration
Content Trends
Reports
SharePoint
Workspace
Office Connectors

13. Thank You
Bill Nolan
CEO, Buildingi
bill.nolan@buildingi.com

14. Using SharePoint to Address
Microsoft’s
Records Management Program
Presenter:
Joanna Elazrak
Lead Program Manager, Business Consulting
Microsoft Legal & Corporate Affairs

15. Agenda

16. Business Case
Mitigate risk
Deliver compliance-driven business solutions
Establish an information governance plan
Meet records retention and eDiscovery requirements
Manage physical and electronic records with the same consistency
Business benefit
Easier to apply one set of policies that govern access rights,
retention periods and destruction protocols, regardless of
where information is stored
Find records faster
Lower risks of noncompliance and cut storage costs

17. Business Challenges Before SharePoint…
•
•
•
Productivity
& Process
•
•
Trying to find information needed to deliver Legal Services is time-consuming and frustrating
Collaboration both internally and externally is occurring primarily via email
Lost or hard-to-access information causes legal staff to re-create work when they could be spending time
developing new ideas, streamlining business processes or innovating on new solutions.
Duplication of Work Product - productivity and cost impact
Inefficient Business Processes
•
Many existing solutions provide the same functionality and existing solutions are dated and
underperforming
Business professionals prefer to spend their time focusing on product innovation than learning how to use
new technology and applications required for collaboration
Not all our colleagues, clients, business partners and customers use the same technology or devices
•
Lack of official Electronic Records Repository
•
•
•
Storing critical e-mails and documents on local drives, file shares and team sites
Lack assurance of appropriate protection of Attorney Client Privilege and Privacy
Limited ability to comply with Records Retention and eDiscovery requirements
•
•
Technology
Compliance

18. SharePoint Capabilities
18

19. Envisioning Our Journey
Vision
Utilize SharePoint to deliver
compliance-driven selfservice, document, records
and contract management
solutions that contain flexible
taxonomies to transform our
business groups with
business process automation
19

20. Corporate Records Management
Team
Policy
•
•
•
Establish Compliance-Driven Policies
Maintain Corporate Retention Schedule
Legal advice on risks
Business Operations
•
•
•
•
Physical RM Ops
Iron Mountain Offsite
Scanning Team
Disposition
Solution Delivery & IT
•
•
•
Record Center
Unified Records Management
Taxonomy

21. Records
Management
(electronic and physical)

22. Document Creation & Lifecycle
4
1
2
5
3
6
SharePoint Record Center
(On-premise and O365)
SP 2010
URM Framework

23. Data Volume for Electronic Records
Data Entry= 1,786 entries/wk (59hrs)
Immigration documents received = 734/wk (19hrs)

24. Data Volumes for Physical
Current boxes in storage = 105,745
Current active physical records = approximately 2M

25. Why Unified Record Management
Unified plan
for physical
and electronic
files
Unified
retention
schedule
Active file
management
and offsite
services
Unified hold
admin and
disposal

27. IT Infrastructure
Self-service Utility
200,000+ Regional MySites,
Collaboration, Team &
Divisional sites
Exec Presentations
Finance
Finance - LOB
Legal
Extranet Gold
IT
My (Personal)
Shared Extranet
Library
My Personal
HR
Portals
Microsoft Web (MSW)
Company Portal
Sales
Extranet
Video
Team
Engagement Process / Architecture & Consulting
Platform Solutions
Shared Services
27
Search (FAST)
People (UPA/UPRE)
Social
Taxonomy (MMS)
Analytics
(WebTrends, SP)
Records Center

28. Tenancies
On-Premise Corporate Records
SharePoint 2010 with URM
200 TB
Microsoft Corpnet
O365 Microsoft Tenant
SharePoint Online 2013
1 TB + Growing

29. On-Premise Architecture
Unified Retention Policies with Content Type Hub
In Place or Hybrid
Site (Collaboration or
Work Site, Long term)
In Place Records
Records sent to Record
Center on Site Close
Records Center
Site Content Transfer
Document Imaging
Records Disposed in Site
Records Submission
Physical Records
Management

30. Content Types
Term Store
Content Types
(Records Management
business category terms)
(64 Content Types based
on Retention Policies)
Step 1: Setup Term Store
Step 2: Setup Content Types
Step 3: Setup Record Libraries
Records
Center
Record Libraries
(64 Record Libraries for
each Content Type)
Content
Organizer Rules
(64 rules for each Content
Type)
Step 4: Setup Content Organizer Rules

31. Lessons
Learned and
Next
Steps

32. Lessons Learned So Far…
Scenariobased
Innovation
methodology
Evangelism to
Leadership
using BI
Trusting your
Technology
Business
Partners
Continued
validation of
architecture
with IT

33. Create
Create and organize
content easily with the
help of relevant
discovered information
Control
Manage content policy,
information architecture
and taxonomy
Protect
Reduce risk and manage
compliance with
centralized eDiscovery
tools

34. Record Management Future State
On-Premise Records Center
Records Center in the Cloud
+ ability to share with outside partners
Bringing it together

35. eDiscovery in
SharePoint &
Exchange

36. eDiscovery Overview
Identify
and
Preserve
Search
and
Process
Review
Produce

37. eDiscovery Center

38. eDiscovery & Record Center
Flexibility
Order
Easy
Use eDiscovery Center or In-Place Records to manage document
lifecycle and hold
Keep important documents organized so they are easier to find and
clean up content that is no longer needed or on hold

39. Q&A