Collaboration and content management approach - from ARANZ conference 2012

1. Collaboration and
Content
Management

2. Our Agenda
What makes SharePoint a great Platform for
collaboration?
Why does SharePoint need RecordPoint?
Case Studies
Questions

3. Introductions
Anthony Woodward Paula J Smith, ARIM
Chief Technology Officer Solution Specialist
RecordPoint Intergen
• Technology professional with fifteen years • RIM Professional with over 10 years
of experience in information technology experience
focusing on Records management and • Professional member of RIMPA,
collaboration. AIIM and RIM Society GB
• Member of the Microsoft Partner Council • ECM Specialist for Intergen
and a Microsoft Virtual Technical • Experience across public and private
Specialist. sectors in UK and New Zealand
• Broad range of corporate and government • Worked with Archives New Zealand
business problems including technical on development of New Zealand
publishing, product data management, Standards, PRA audit tool and other
and records management. consultations
Collaboration and Content Management

4. Welcome Paula to the dark side!
Re-enactment…

5. Collaboration and Content Management

6. Our Customers
Managing Million of Records
Collaboration and Content Management

7. What makes SharePoint a great platform for
collaboration…

8. What makes SharePoint a great platform for
Collaboration
 Ubiquitous - you own it and people are using it
 Integrated - key workloads brought together in a single
platform
 Flexible - easy to enhance and extend
 Interoperable - open, documented, standards based
solution
 Connected - built as a core part of the Office family
 Understood – built on .NET, Windows Server and SQL Server
 Trusted - leader in the Gartner ECM Magic Quadrant
Collaboration and Content Management

9. Why does SharePoint
need RecordPoint?

10. RM 1.0 Current Challenges?
 Traditional eDRMS solutions have failed to deliver
proactive governance
 Low adoption means not truly Enterprise
 RM is a separate application, not a lifecycle step
 Non-intuitive end user experience
 Too hard, slow and inflexible to implement
 Not integrated with users business process
 Separate repository and redundant infrastructure, just to be compliant
 Reactive governance is too expensive
 Minister or higher up’s get upset
 High FOI/ discovery cost
 Loss of jobs
 Punitive damages
 Loss of reputation
Collaboration and Content Management

11. Microsoft’s Research
A considerable amount of the
requirements of ICA standard is
delivered SharePoint 2010.
• 88% of Records functionality as defined by the ICA standard (ISO 16175) is
now available “out of the box” using Sharepoint 2010
• Additional configuration and Third party applications are required to provide
specific records compliance functionality
• RecordPoint built exclusively for SharePoint
• RecordPoint provides solutions that embrace and extend Microsoft
SharePoint™ 2010 Platform to provide Australasian compliant (ISO 15489 &
ISO 16175) enterprise scale content and records management
Collaboration and Content Management

12. RecordPoint Features
©2012 RecordPoint Software. All rights reserved.

13. A More Practical Approach
Use rules to map business (information) processes to
Records Management system
Business
Processes
Records
System
©2012 RecordPoint Software. All rights reserved.

14. How do RecordPoint Rules Work?
Archive Site
Collection 0
Content DB 0
200GB
Content DB 0
1TB
©2012 RecordPoint Software. All rights reserved.

15. Customer Case Studies
©2012 RecordPoint Software. All rights reserved.

16. Purpose
Making home ownership possible.
Vision
Leading the nation in affordable housing finance solutions.
Over 56,000 success stories and
counting
Currently over 15,000 loans
with value over 1.5bn

17. Records Management Journey
Physical records have been handled well...
Electronic records not so much!!!
Traditional file server environment
“MY” Records culture which provided
“Security by Obscurity”
No supported enterprise search tool
Collaborative environment????

18. Identifying Technology
Enabled HomeStart to start small and scale over time
Gives users the features they were exposed to and
liked with WSS
Support skills are easier to come by and users can
pick it up quicker
Enabled HomeStart to introduce a DM Culture
Users focus on managing docs while RM just happens
Dedicated RM resources ensure compliance
Making users aware of RM responsibilities while creating
a DM culture

20. Timely Access to Records Documents & Information Systems
Enterprise Search
Consume Information Create and Collaborate on information
Bubble up and present Create and collaborate on documents
relevant information from within departmental and team document
document libraries and libraries or within a meeting or project
other content sources context

21. Custom Views of Information

22. RecordPoint – Record Managers “Disposal” View

23. Search for Information
Most important aspect of the project from a users perspective. Users need
confidence that they will find their documents again.
Tardis All SharePoint content including documents and pages
People HomeStart employee search
Network Shares Assists with the transition of documents over time
Record Point Documents that have been submitted to the records centre
Security trimming only displays authorised documents
Faceted search adds granularity to search results

24. Customer Case Studies
©2012 RecordPoint Software. All rights reserved.

25. Who are we?
> The Australian Communications and Media Authority
(ACMA) is responsible for the regulation of:
> broadcasting
> radiocommunications
> telecommunications, and the
> internet
> Around 700 staff and contractors
> 3 main sites in Canberra, Sydney, and Melbourne
> Plus a number of small regional locations

26. Technology landscape
> We try to be a “leading edge” (not bleeding edge)
adopter of technology
> We were one of the first agencies to roll out Windows
7 as our Standard Operating Environment (SOE)
> Corporate rollout of SharePoint 2010 for team
collaboration completed in July 2010
> Business Program Committee has approved an
extensive program of system upgrades ($20m+) to
replace and modernize all of our legacy ICT systems

27. Records landscape
> Serious push to convert agency to electronic
recordkeeping (~12 paper files / month since Oct 09)
> Uptake of TRIM for corporate recordkeeping patchy
across sections
> TRIM does not have a good reputation, partly due to
SOE upgrade problems
> Legacy information stores and other silos (e.g. shared
drives) still a problem
> Lots of corporate records in legacy applications

28. Issues
> How do we:
… provide a consistent, easy to use interface to staff for their
daily recordkeeping and document management?
… make recordkeeping an integral part of all our new/upgraded
applications?
… minimise the risk of incompatibility as we continue to be
“leading edge” adopters of technology?
… centralise recordkeeping governance and management?
… minimise customization requirements and ensure we have an
supported and manageable upgrade path into the future?

29. A IM S R e p lace m e n t P ro je ct In fo rm atio n M o d e l Le ge n d
D e live rab le fo r th is p ro je ct
O n lin e d a ta lo d g e m e n t (c o m p la in ts /c o m p lia n c e ) Existin g ite m e n h an ce d b y th is p ro je ct
Existin g ite m le ve rage d b y th is p ro je ct
E x te rn a l w e b
S p e c ia lis e d In te rn e t A p p lic a tio n s W e b fo rm s
s e rv ic e s N e w ite m d e live re d b y o th e r p ro je cts
C u s to m e r
C o m p lia n c e
C ase
C o m p lia n c e
N o tes
C o n ta c t C o m p lia n c e ite m
ite m ite m
L ic e n c e D o c u m e n t re c o rd
* “R e so u rce ” is a ge n e ral te rm co ve rin g lice n sab le o r o w n ab le ite m s su ch
as b ro ad cast o r sp e ctru m lice n se s , n e w sp ap e r o w n e rsh ip , d o m ain n am e s,
e tc.
E n te rp ris e In te g ra tio n P la tfo rm (E IP ) * “Exte rn al R e fe re n ce ” allo w s cap tu re o f tran sactio n s ab o u t a cu sto m e r
an d /o r co n tact, e g o p e n in g a case , issu in g an in vo ice e tc .
C u s to m e r M a n a g e m e n t C a s e M a n a g e m e n t (T B D ) L ic e n c e M a n a g e m e n t D ig ita l R e c o rd s D a ta W a re h o u s e (S Q L
E xtra c t, T ra n sfo rm a n d L o a d
(D y n a m ic s C R M ) (L S te lc o m ) M a n a g e m e n t/ S e rv e r)
D a ta S to ra g e
(S h a re P o in t)
(S S IS )
D ocum ent
C u s to m e r C o n ta c t Fact
re c o rd
C ase L ic e n c e
E x te rn a l
R e s o u rc e * C o m p lia n c e ite m D im e n s io n
R e fe re n c e *
C u s to m e r c a re & s e rv ic e C o m p lia n c e m o n ito rin g C o m p lia n c e re p o rtin g
S ta n d a rd c u s to m e r S ta n d a rd c a s e m a n a g e m e n t S ta n d a rd lic e n c e C u s to m uS h a re P o in t
C sto m C ognos 8 BI
m a n a g e m e n t in te rfa c e in te rfa c e m a n a g e m e n t in te rfa c e UI R e p o rtin g

30. Design and build choices

31. What the Legacy EDRMS shows to end users
File Number
File
Folders
Documents
Title + Classification
Owner
Disposal

32. What RecordPoint shows to end users
Files
Folders
Icon changes
depending on
record status

33. Virtually transparent recordkeeping!
where’s the recordkeeping
metadata?

34. Virtually transparent recordkeeping!
Recordkeeping
metadata sits
behind the
scenes

35. Virtually transparent recordkeeping!
Finalised records
transferred to RP
archive for
safekeeping

36. Making it happen
> NAP – Documents remain regular SharePoint documents, users can edit
and delete as normal
> Archive – Documents that aren’t modified in a certain time period (e.g. 18
months) will be sent to the RecordPoint archive
> Files – We set up a new SharePoint Library template that uses a new
“Record” content type, this tells RP to manage the documents as records
(can also be done on Lists)
> Patterns – We can match on SharePoint URL patterns, Site Name, List
Name or other metadata to set file classification and associate disposal
classes
> Class rollup – Users never have to set a function/activity when creating
document library, this is a behind-the-scenes function of the Records
team to ensure proper retention

37. RecordPoint Roadmap - 2012
RecordPoint
RecordPoint
RecordPoint Online R4
Online R2
Customer 3.3 RecordPoint for Customer
Feedback RecordPoint® Exchange Server Feedback
and Research Online Launch RecordPoint 4.0 and Research
RecordPoint for RecordPoint Online
RecordPoint 3.2 Wave 15 (3.4) R3
RecordPoint 4.1
RecordPoint 4.2
H2 H1 H2 H1 H2 H1
2011 2012 2012 2013 2013 2014
 Social media record collection to be added in RecordPoint V3.3
 RecordPoint for Exchange to added in RecordPoint 4.0
©2012 RecordPoint Software. All rights reserved.

38. Are there any
questions?

39. Questions?
Anthony Woodward Paula Smith, ARIM
CTO Solution Specialist
RecordPoint Intergen
anthony.woodward@recordpoint.com.au Paula.Smith@intergen.co.nz
www.linkedin.com/in/woodwardanthony www.linkedin.com/in/paulajsmith1
personal twitter: @woodwa Personal twitter: @cerr1d
More Information on RecordPoint at: www.intergen.co.nz
http://www.recordpoint.com.au
RecordPoint on twitter @recordpoint Intergen on twitter @TeamIntergen
Collaboration and Content Management

40. Thank you
barry.barryson@intergen.co.nz