Content Chaos: Why SharePoint and Office 365 Aren't the (only) Answer
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When Microsoft launched SharePoint, it was made for simply sharing documents within departments. Today, many organizations are trying to use it as their primary content management solution—their “system of record”—even though it was never designed for this. In a recent ECM market study we see that: 93% of respondents use SharePoint in some manner within their organization More than 75% still have a “strong commitment” to it Yet... Only 11% of these organizations see their deployment as a success Why is this? The leading concern is around the lack of true information governance capabilities within SharePoint. This makes it challenging to address compliance and security concerns. Additionally, significant issues remain around utilizing SharePoint for workflow/business processes or case management tasks. Finally, confusion around how to leverage SharePoint Online and Office 365—whether as a standalone or hybrid model—has further contributed to the “content chaos” around SharePoint. In order to be successful, you need an organizational content management strategy that provides IT with security and compliance, while giving end users an intuitive experience for increased adoption. Ideally, your ECM should include: SharePoint integration and synchronization Federated search Automated records management Universal Content Security—from SharePoint to Alfresco and external collaboration Document processing including case management and capture Integration with Office/Email 365 and more…. How we can help This presentation will further discuss known issues around SharePoint. We will also identify ways your company can implement solutions that ensure security and user adoption—through integration with your existing SharePoint deployment. You will also have the opportunity to network with industry peers and talk with leaders in ECM solutions.
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Content Chaos: Why SharePoint and Office 365 Aren't the (only) Answer
- 2. CIO–Operational to Strategic Best Practices Foundational Stable, Secure, Efficient Operational Agile, Global, Growth Transformational Optimized, Big-Data Intelligence Strategic Competitive Advantage, Innovation Business Value Delivered
- 3. 25% of external development spend and 50% of IT spend will be on cloud, mobile, social and analytics in the next 4 years IT Pressure Driven by Content Trends By 2020 Digital Universe increases by 10 times from 4.4ZB to 44ZB 43% of Digital Universe needs protection, but 52% doesn’t have it Today > 50% of knowledge workers use an average of 3 Devices to create content • Content Chaos: IDC: The Digital Universe of Opportunities: Rich Data and the Increasing Value of the Internet of Things April 2014 • Apps: Predicts 2013: Business Impact of Technology Drives the Future Application Services Market – 2012 • Cloud & Apps: IDC THE DIGITAL UNIVERSE IN 2020: Big Data, Bigger Digital Shadows, and Biggest Growth in the Far East December 2012 By John Gantz and David Reinsel • BYOD: Info Workers Will Erase The Boundary Between Enterprise And Consumer Technologies – A BT Futures Report 2012
- 4. The Unfortunate History of ECM Cost & Complexity Failure to achieve timeline and budget goals. They take much longer and cost more than originally planned Business Value Projects don’t have high visibility to senior management, don’t drive ROI or improve top-line profit, and aren’t a strategic driver for the business Legacy of Project Failures User Adoption Failure to garner adoption more than 50% of the time AIIM: 8 Reasons Why ECM Implementations Experience High Failure Rates, and What to Do About It May 25, 2010 by John F. Mancini
- 5. Cloud Sync & Share Users Need Something that Works Rampant 3% Increasing 27% Minor 24% Have "official" cloud-based option 5% We prevent them from doing so 19% Quite likely, but I have no evidence 22% To what extent do you THINK your users or managers are bypassing on-premise content management in an ad-hoc way?
- 6. 3/26/2015 Company Confidential, Do Not Distribute 10 Chaos Defined: Cloud & On-Prem Architecture
- 7. Case Study: Corporate Legal Where We Started: Millions of Documents in Email & Shared Drives Productivity & Security Concerns Tried Buying & Building
- 8. Case Study: Corporate Legal What We Delivered: Role-Based Views (Matter Management) Email & Office Integration + Workflow Automation Migration of Millions of Files
- 9. Who is Zia? EST. 200 3 Boulder, CO Critic al Not Casual Controlling Chaos + Delivering Rapid ROI Process & Integratio n Open Platforms Content People
- 10. Experienced Partnerships A d h e r e & A c c e l e r a t e Reduce the Risk Thousands of Hours of IP Pre-Existing Integrations Vertical/Department Focused
- 11. Deliver Results Zia Delivery Methodology Architecture & Project Management User AND Executive Involvement Quick Wins Initial Consulting Engagements (ICE)
- 12. Where We Work
- 13. Solving SharePoint: Adhere for Alfresco
- 14. Adhere: Consolidated Content Management Integration & Synchronizati on Automated Workflow Embedded Classification Universal Content Security Federated Search Records Management OUR TOOLBOX
- 16. Identification Our Pillars of Success Automation Control
- 17. Forensic Discovery Intelligent Classification Simple + Smart ECM Identification
- 18. Case Management Business Process Management Application Integration Document Assembly Automation
- 19. Control Hybrid Platform Enterprise-Class Universal Content Security Records Management
- 20. Solving SharePoint: Adhere for Alfresco
- 21. Content Chaos
- 22. Our employees demand SharePoint… but we need an ECM system for governance, security, and business process Solving SharePoint
- 23. AIIM 2015 SharePoint Survey 93% of organizations use SharePoint And… Over 75%still have a “strong commitment” to SharePoint
- 24. However…. Only 11%of respondents see their deployment as a success
- 25. The Facts Only 30%use SharePoint for Document Management Only 11%use SharePoint for Records Management Only 6%have true “Federated Search”
- 26. + Managing Content Online in Office, Exchange, and Lync + SharePoint A Cloudy Future Government Mortgage Legal Insurance
- 27. Plan to have at least some content in SharePoint Cloud 34% Don’t (either on-prem or private cloud) 26% Are Undecided 36% SharePoint Online
- 30. Why Not SharePoint as Your Enterprise CMS? SCALE Per Microsoft: • Synchronization Limit - 1800 Documents • Max 5000 Users • Max 10 Concurrent Editors UPGRADE Per Gartner: “SharePoint upgrade doesn't seems to have got any easier with 2013, and in fact things seemed to have gotten much worse.” -Gartner Report "SharePoint 2013" AUTOMATIO N Per Microsoft Technet: • Complex Workflow Requires Third- Party Tools • Max 15 Workflows Run Concurrently Against Content DB
- 31. Why Not SharePoint as Your Enterprise CMS? PROVISIONIN G Lacks: • Advanced Site Creation • Configuration • Rule-Based Provisioning ARCHIVING Lacks: • Site Archival • Decommissioning Functionality • Advanced Storage Optimization Capabilities COMPLIANC E & SECURITY Lacks: • Automation (Users won’t do it) • Governance Controls • Security Controls
- 32. REALIT Y Legal Costs & Risk Records Management Doubles Cost Maintenance Costs Double Storage Costs Double Adoption Decreases Hidden Cost & Risk with SharePoint Only Cut Additional ECM Costs & Move Forward with SharePoint Only Initiative
- 33. Failed Functional & Operational Strategy: As it relates to cloud, mobile, information governance, user adoption, higher TCO, and lower ROI SharePoint as Standalone Enterprise CMS
- 34. What Keeps You Up At Night? Real Use Case: Leading Pharma Manufacturer 70,000 SharePoint Sites 54 x $1 Billion Problem
- 36. Adhere: Consolidated Content Management Integration & Synchronizati on Automated Workflow Embedded Classification Universal Content Security Federated Search Records Management OUR TOOLBOX
- 37. The Tools You Use T o d a y All About Adoption +
- 38. Adhere Solution Architecture Modular software is highly adaptable Easily configure one or many connectors Simple integration of additional solutions to work with connectors
- 39. SharePoint & YOUR Business
- 40. What’s Broken? Can’t Find Can’t Identify Can’t Process Can’t Secure
- 41. Turn SharePoint Into a Powerful SEARCH TOOL Search Across MULTIPLE REPOSITORI ES From One Location Federated results lists allow DIRECT INTERACTIO N with content using native repository functions Federated Search for SharePoint Can’t Find
- 42. Classification, Extraction, Validation Modern, Open, Intelligent Document Capture In-Process Capture (Ephesoft Web Services) Mobile Capture Can’t Identify
- 43. Discovery + Security Forensic Discovery SharePoint Email Shared Drives Laptops Can’t Identify
- 44. Discovery + Security Auto Classification Casual Content Confidential (PII/PMI) Secret Top Secret Auto Redaction Can’t Secure
- 45. SharePoint + Workflow 40% struggle with SharePoint Workflow #1 Response 54%use workflow/BPM enhancements with SharePoint Lack of BPM Functionaliti es is still a major issue Can’t Process
- 46. Introducing Alfresco Activiti Enterprise Workflow & Business Process Management (BPM) Graphical and Step Based Editors Full Administration Capabilities Enterprise-Level Support Clustered Process Engine for Scalability & Reliability Can’t Process
- 47. Alfresco Activiti 1.2 Featuring Choice of Process Designers Fully BPMN 2.0 Compliant Sharable Process Apps Content Aggregation Process Analytics Can’t Process
- 48. Advanced SharePoint BPM, Powered by Activiti Automated Classification and Extraction Integration with Alfresco Share Integration with Alfresco Records Management Security Enabled Can’t Process Adhere + Activiti
- 50. Dropbox Mobile Legacy ECM Shared Drives SharePointOffice 365 Email USBs Content Landscapes are Evolving And Becoming More Complex
- 51. Today’s (Unfortunate) Reality Content travels, yet perimeters offer no protection Simplified B2B/B2C sharing technologies are pervasive Many users can’t tell the difference between sharing best-practices and worst-practices Companies don’t classify data—let alone protect it Management doesn’t leverage the person who knows best—the user
- 52. Legal Risks: Confidentiality, Privacy Compliance: HIPAA, SOX, PCI-DSS Corporate Risks: Brand, Customer/Employee Satisfaction Why Now?
- 53. What Hasn’t Worked Secure the perimeter of an organization so that everything inside of it was presumed to be safe Mandate usage of enterprise business applications However, content constantly moves beyond the perimeter – through the cloud to mobile devices and third parties
- 54. Add the Human Factor Internal Or External Accidental or Intentional
- 55. Cyber Attacks Incidents Data Breaches And There Have Been…
- 56. Need a New Paradigm Enable PERSISTENT protection and security throughout the information/data lifecycle Assign policies to content and let the policy “travel” with the content Eliminate the need to exchange keys directly Make it easy and transparent for the user
- 57. Data Centric Security. Everywhere. 1. Enforce and Control Data Usage 2. Monitor File Activity 3. Install Alerts and Report Violations 4. Protect Data Inside and Outside the Company Attach a smart and secure assertion that defines policies— who can access, allowed operations, and where
- 58. SmartCipher + SharePoint SharePoint as “plain storage” or “smart storage” SmartCipher policy administration is embedded within SharePoint Automatically assign users with permissions and policies ALL operations are logged in SmartCipher server and available in the reporting Support for both on-premise as well as hosted solutions Support for SharePoint 2010/2013
- 60. Food for Thought Building Universal Content Security Classify and segment content – Forensic Discovery, Intelligent Classification Secure information, not systems Extend internal risk model outside firm Monitor for anomalies on info assets
- 61. Everyone’s a Records Manager… And Nobody Knows It!
- 62. Information Governance Key FindingsAIIM 2014 Industry Watch – Automating Information Governance Report Paper records are stabilizing Electronic are increasing rapidly 12% of organizations store what they need to 43% feel that automation is the only way to keep up Email & cloud strategies are variable and widely ineffective
- 63. Information Governance RisksAIIM 2014 Industry Watch – Automating Information Governance Report 3 Biggest Risks From Failure of Information Governance EXCES S Litigation Costs DAMAG E To Reputation LOSS Of Intellectual Property
- 64. Information Governance BenefitsAIIM: 2014 Industry Watch – Automating Information Governance Report 3 Biggest Benefits From Good Information Governance REDUCTIO N In Storage Costs FASTER Response to Events and Inquiries SHARING and Exploiting Knowledge Resources
- 65. The Two Worlds of ECM Get Work Done Governance Content Creators Records Managers
- 66. Declaration Security Classification Disposition Hold Audit Put Another Way: The RM Continuum Create Collaborate Edit Search Version Workflow
- 67. Alfresco Records Management Single Integrated Repository “Enterprise-Class” RM Declaration, Retention, Disposal, Freeze/Holds… Complete Audit Trail BPM/Workflow with Activiti DoD 5015.2 Certification
- 68. Alfresco Records Management EasyRM Features: In-Place Records Management Intelligent File Plan Automated Declaration “File from Anywhere”
- 70. Easy RM Intelligent File Plan Dynamic Creation & Filing Rules for Filing Records Auto-Create Records Folders Automated Filing & Declaration Location Change Attribute Change
- 71. SharePoint + Records Management Only 13%Say SharePoint Aligns With Their Information Governance Policies Only 11%Use SharePoint for Records Management
- 72. Everyone’s a Records Manager and Nobody Knows It SharePoint + Alfresco RM Simple Collaboration Meets Enterprise Governance Automated Archiving From SharePoint Business Process/“Event-Driven” RM Enterprise Integration – ERP, CRM, HCM
- 74. Content Chaos
- 75. Automated Document Processing With Accelerate People + Paper Loans, Claims, Benefits, Applications COST CONFIDENTIALI TY COMPLIANCE CUSTOMER/ CONSTITUENT SATISFACTION 4 Cs
- 76. Accelerate: Document Processing For Your Process Application Integration Advanced Workflow/BP M Capture Anywhere Universal Content Security Case Management Actionable Analytics OUR TOOLBOX
- 77. What’s Next? Assessment/Health Check SharePoint + Alfresco Modeling Intelligent Migration Learn More – ziaconsulting.com/resources Webinars & Videos Data Sheets & Brochures Case Studies
- 78. Questions?
Notes de l'éditeur
- We do 2 things really, really well. Control Chaos – SharePoint, Shared Drives, Legacy ECM, Dropbox, etc… Automate Processes – Mortgage Loans, Insurance Claims, University Applications – People + Paper
- CIOs must move past cost cutting and optimization and process improvement They need to be the Company’s visionary, change agent, innovator, capability builder, efficiency expert & cost-cutter
- Content Chaos: IDC: The Digital Universe of Opportunities: Rich Data and the Increasing Value of the Internet of Things April 2014 Apps: Predicts 2013: Business Impact of Technology Drives the Future Application Services Market – 2012 Cloud & Apps: IDC THE DIGITAL UNIVERSE IN 2020: Big Data, Bigger Digital Shadows, and Biggest Growth in the Far East December 2012 By John Gantz and David Reinsel BYOD: Info Workers Will Erase The Boundary Between Enterprise And Consumer Technologies – A BT Futures Report 2012
- Only 19% say they prevent it
- Need to create this diagram this week
- Our History / Our Focus We do content – not just any content, but critical. With a focus on process-intensive content Take our skills and build repeatable solutions on open platforms To again help you control your chaos and automate your manual/paper-centric processes
- Adhere & Accelerate
- Do stuff
- If we are just presenting, not uploading to slideshare: Do we want to put bigger name logos on here? ADP? Iron Mountain? Google?
- Simplified & Streamlined – users don’t know (Easy) – automatically route, transform, publish – can even include tools like embedded Capture to classify docs w/in business processs Today about SharePoint but can be Shared Drive, Email, Legacy ECMs – wherever your content is stored
- Allow employees to use SharePoint for all interactions with content Use Alfresco as backend content repository for records management and IG Access Alfresco documents from within SharePoint Automatically synchronize, publish, or archive documents from SharePoint to Alfresco
- We help you find, automation, secure, store While always keeping a focus on adoption
- Only 11% of respondents see their SharePoint deployment as a success Most organizations use SharePoint primarily for collaboration – with only 30% using widely for Document Management and only 11% using widely for Records Management Only 13% say SharePoint aligns with their Information Governance policies Only 6% have true “Federated Search” – the ability to search across both SharePoint and other document repositories and silos
- Only 11% of respondents see their SharePoint deployment as a success Most organizations use SharePoint primarily for collaboration – with only 30% using widely for Document Management and only 11% using widely for Records Management Only 13% say SharePoint aligns with their Information Governance policies Only 6% have true “Federated Search” – the ability to search across both SharePoint and other document repositories and silos
- Only 11% of respondents see their SharePoint deployment as a success Most organizations use SharePoint primarily for collaboration – with only 30% using widely for Document Management and only 11% using widely for Records Management Only 13% say SharePoint aligns with their Information Governance policies Only 6% have true “Federated Search” – the ability to search across both SharePoint and other document repositories and silos
- Can we change this slide to a neutral background and put in logos or icons for state & local, federal, banking and insurance? Phil, would you choose others?
- Cloud is definitely part of the discussion - 34% plan to have at least some content in SharePoint cloud, but 26% do not (either private cloud / on-prem) and 36% are undecided. 41% say moving to "save costs" (but obviously we know that might not be real) and major concerns exist - around security, governance, and management: * Security (60% major concern, another 35% some concerns = 95% have concerns * Information Governance (50% major, 25% some = 95% have concerns) * Hybrid Model/Integration - also 90%+
- Cloud is definitely part of the discussion - 34% plan to have at least some content in SharePoint cloud, but 26% do not (either private cloud / on-prem) and 36% are undecided. 41% say moving to "save costs" (but obviously we know that might not be real) and major concerns exist - around security, governance, and management: * Security (60% major concern, another 35% some concerns = 95% have concerns * Information Governance (50% major, 25% some = 95% have concerns) * Hybrid Model/Integration - also 90%+
- You need to: Identify. Manage. Secure. Store. Automatically.
- I said co-exist, but first let me tell you why you must co-exist! SCALE – This is from microsoft for SP 2013 Source:http://technet.microsoft.com/en-us/library/cc262787.aspx#Boundaries UPGRADE Finally, for IT leaders considering migration to 2013, Microsoft doesn't support upgrades that skip generations, adding to the burden for users currently still on 2007, who might otherwise consider a migration to 2013 if they did not have added challenge of having to migrate through 2010 first. Inplace migration to SharePoint 2013 is also not possible. Developers must use the database attach method, which involves creating a copy of the existing 2010 database and attaching it to a fresh 2013 environment, a more involved (but safer) process than the in-place method that was available for earlier upgrades
- I said co-exist, but first let me tell you why you must co-exist! SCALE – This is from microsoft for SP 2013 Source:http://technet.microsoft.com/en-us/library/cc262787.aspx#Boundaries UPGRADE Finally, for IT leaders considering migration to 2013, Microsoft doesn't support upgrades that skip generations, adding to the burden for users currently still on 2007, who might otherwise consider a migration to 2013 if they did not have added challenge of having to migrate through 2010 first. Inplace migration to SharePoint 2013 is also not possible. Developers must use the database attach method, which involves creating a copy of the existing 2010 database and attaching it to a fresh 2013 environment, a more involved (but safer) process than the in-place method that was available for earlier upgrades
- There is little to no information governance Productivity is down Organizations do not know what they have, how to store it or what they can delete Information is not protected or secured These cost estimate are from Microsoft’s recommended Office 365 architecture for the federal government
- Allow employees to use SharePoint for all interactions with content Use Alfresco as backend content repository for records management and IG Access Alfresco documents from within SharePoint Automatically synchronize, publish, or archive documents from SharePoint to Alfresco
- Simplified & Streamlined – users don’t know (Easy) – automatically route, transform, publish – can even include tools like embedded Capture to classify docs w/in business process Today about SharePoint but can be Shared Drive, Email, Legacy ECMs – wherever your content is stored
- Simplified & Streamlined – users don’t know (Easy) – automatically route, transform, publish – can even include tools like embedded Capture to classify docs w/in business processs Today about SharePoint but can be Shared Drive, Email, Legacy ECMs – wherever your content is stored
- Configure connections and determine sync timeframes Technically out of gas, Blah, blah blah, can I show you a demo?
- Automated
- Can’t Find AKA the swivel chair
- Can’t Identify IPC = Embedded within your document process Mobile Capture = everyday value for everyday people
- Automated
- Automated
- Automated
- Automated
- Automated
- OPM hack – linked to China – The forms authorities believe to have been accessed, known as Standard Form 86, require applicants to fill out deeply personal information about mental illnesses, drug and alcohol use, past arrests and bankruptcies. They also require the listing of contacts and relatives, potentially exposing any foreign relatives of US intelligence employees to coercion. Both the applicants Social Security number and that of his or her cohabitant is required.
- Plain storage: Files will remain encrypted within SharePoint and when checked out Smart Storage: Files will get encrypted upon check out and automatically decrypted when checked in
- Classify and segment client content Initial review/discovery of sensitive unstructured information Shift from “open” internal assets Secure information, not systems Access rights travel with document Access rights governed by policies Extend internal risk model outside firm Policy-based encryption (metadata) Extension of DLP outside firm Monitor for anomalies on info assets Identify business risks Clock deviations from standard behavior
- · Repository first and foremost: the heritage of the engineers who designed and architected Alfresco is in Enterprise products such as Documentum, etc. Hence Alfresco is a highly scalable content platform able to manage all unstructured content in any file format in a single repository which makes for easier search and assures the integrity of the content by providing a single point of truth. Alfresco makes lesser use of the database than other technologies as files are stored on the file system in their original format. Content encryption is available and database use is required for meta-data, users etc. so there is potential for a considerably lower demand on the database. · Open Standards: Fundamental to the design of Alfresco is the use of Open Standards (such as CMIS and REST) along with open APIs to enable clear visibility on how to extend the out-of-the-box functionality of Alfresco (if required). Unlike proprietary software this openness allows your own teams or a system integrator to see exactly how to create extensions to the Alfresco functionality. · Meta data: The design foundation in Alfresco of managing content means there is significant depth to the way in which meta-data works to define the context of an item of content. The value of which is apparent in how capabilities such permissions, business rules and workflow can operate. · BPM / Workflow: Alfresco has a BPM/Workflow engine embedded (Activiti). Activiti is an Alfresco designed/engineered product which provides the scope for back-office efficiencies in content-centric processes. · Hybrid Infrastructure: Alfresco was designed to operate through a web-browser with no footprint on the desktop. In addition Alfresco is platform agnostic which allows customers a choice on what combination they can use in the platform stack. These elements along with Alfresco’s Cloud Sync combine to provide Alfresco customers with a solution to the challenges of collaborating with external parties. “….. to provide true team collaboration, both inside and outside the firewall.” – Ovum, “…….. a cloud element that is very fast to deploy and can be self-provisioned by employees.” 451 Research, “Alfresco is an innovator with its mobile and cloud strategy, offering hybrid options for customers that require both on premises and cloud repository support” – Forrester. · Governance / Records Management: Unlike other ECM products, the Records Management module is designed and written by Alfresco and is integral to the Alfresco product. Attached is a short white paper from IFC (independent information management consultancy) and I am picking out the following comments which I feel convey the “Records Management under the covers” principle and highlights the way in which your users don’t need to necessarily change their regular way of working. · Conceptually, many Records Management Systems were based on a single centralised repository model where an organisation’s standalone records system would capture records into its own data store from a variety of external sources, including users and other business systems. But these solutions were never designed to meet the needs of today’s workforce, making it difficult to collaborate, create and review content to get work done. They require that end users change their working practices and understand complex file plans. These solutions are seen as a pain, rather than tools that users want to use, all of which has resulted in poor system adoption and a lack of compliance. · Records Management from Alfresco is different. Alfresco Records Management is integrated into a single Enterprise Content Management (ECM) platform—Alfresco One. Alfresco makes it easy for end users to share and collaborate with colleagues, customers and business partners. Designed as a simple to use, simple to deploy Open Source solution, the Alfresco Records Management solution removes many of the hurdles associated with traditional solutions whilst still providing all the features identified above that are needed to ensure compliance.
- · Repository first and foremost: the heritage of the engineers who designed and architected Alfresco is in Enterprise products such as Documentum, etc. Hence Alfresco is a highly scalable content platform able to manage all unstructured content in any file format in a single repository which makes for easier search and assures the integrity of the content by providing a single point of truth. Alfresco makes lesser use of the database than other technologies as files are stored on the file system in their original format. Content encryption is available and database use is required for meta-data, users etc. so there is potential for a considerably lower demand on the database. · Open Standards: Fundamental to the design of Alfresco is the use of Open Standards (such as CMIS and REST) along with open APIs to enable clear visibility on how to extend the out-of-the-box functionality of Alfresco (if required). Unlike proprietary software this openness allows your own teams or a system integrator to see exactly how to create extensions to the Alfresco functionality. · Meta data: The design foundation in Alfresco of managing content means there is significant depth to the way in which meta-data works to define the context of an item of content. The value of which is apparent in how capabilities such permissions, business rules and workflow can operate. · BPM / Workflow: Alfresco has a BPM/Workflow engine embedded (Activiti). Activiti is an Alfresco designed/engineered product which provides the scope for back-office efficiencies in content-centric processes. · Hybrid Infrastructure: Alfresco was designed to operate through a web-browser with no footprint on the desktop. In addition Alfresco is platform agnostic which allows customers a choice on what combination they can use in the platform stack. These elements along with Alfresco’s Cloud Sync combine to provide Alfresco customers with a solution to the challenges of collaborating with external parties. “….. to provide true team collaboration, both inside and outside the firewall.” – Ovum, “…….. a cloud element that is very fast to deploy and can be self-provisioned by employees.” 451 Research, “Alfresco is an innovator with its mobile and cloud strategy, offering hybrid options for customers that require both on premises and cloud repository support” – Forrester. · Governance / Records Management: Unlike other ECM products, the Records Management module is designed and written by Alfresco and is integral to the Alfresco product. Attached is a short white paper from IFC (independent information management consultancy) and I am picking out the following comments which I feel convey the “Records Management under the covers” principle and highlights the way in which your users don’t need to necessarily change their regular way of working. · Conceptually, many Records Management Systems were based on a single centralised repository model where an organisation’s standalone records system would capture records into its own data store from a variety of external sources, including users and other business systems. But these solutions were never designed to meet the needs of today’s workforce, making it difficult to collaborate, create and review content to get work done. They require that end users change their working practices and understand complex file plans. These solutions are seen as a pain, rather than tools that users want to use, all of which has resulted in poor system adoption and a lack of compliance. · Records Management from Alfresco is different. Alfresco Records Management is integrated into a single Enterprise Content Management (ECM) platform—Alfresco One. Alfresco makes it easy for end users to share and collaborate with colleagues, customers and business partners. Designed as a simple to use, simple to deploy Open Source solution, the Alfresco Records Management solution removes many of the hurdles associated with traditional solutions whilst still providing all the features identified above that are needed to ensure compliance.
- Dynamic File Plan Set rules for filling records Auto-create record folders The System can automatically file and declare based on triggers: Attribute change Location change
- Only 11% of respondents see their SharePoint deployment as a success Most organizations use SharePoint primarily for collaboration – with only 30% using widely for Document Management and only 11% using widely for Records Management Only 13% say SharePoint aligns with their Information Governance policies Only 6% have true “Federated Search” – the ability to search across both SharePoint and other document repositories and silos
- Allow employees to use SharePoint for all interactions with content Use Alfresco as backend content repository for records management and IG Access Alfresco documents from within SharePoint Automatically synchronize, publish, or archive documents from SharePoint to Alfresco
- Simplified & Streamlined – users don’t know (Easy) – automatically route, transform, publish – can even include tools like embedded Capture to classify docs w/in business process Today about SharePoint but can be Shared Drive, Email, Legacy ECMs – wherever your content is stored
- We do 2 things really, really well. Control Chaos – SharePoint, Shared Drives, Legacy ECM, Dropbox, etc… Automate Processes – Mortgage Loans, Insurance Claims, University Applications – People + Paper