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Senior Solutions Consultant June 21, 2012 OpenText Application Governance & Archiving for SharePoint Copyright © OpenText Corporation. All rights reserved.

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Presentation on theme: "Senior Solutions Consultant June 21, 2012 OpenText Application Governance & Archiving for SharePoint Copyright © OpenText Corporation. All rights reserved."— Presentation transcript:

1 Senior Solutions Consultant June 21, 2012 OpenText Application Governance & Archiving for SharePoint Copyright © OpenText Corporation. All rights reserved.

2 Agenda  About OpenText  Product Portfolio Overview  OpenText, Microsoft Partnership  Information Governance for SharePoint  What you should be asking…  The Ideal  Solution Overview  Discussion

3 Who is Open Text?  Founded 1991  Largest Independent ECM Vendor  More than 3,500 staff globally  The safe choice for your ECM strategy and investments  Publicly Traded: NASDAQ, TSX  FY2011: Revenue > $1 billion  23% Global Market Share  Customers  Consistent ECM market visionary Copyright © Open Text Corporation. All rights reserved. Slide 3

4 History of Innovation  First:  ECM vendor to receive highest partnering honors from both SAP and Microsoft Copyright © Open Text Corporation. All rights reserved. Slide 4  First:  SGML-aware search engine  First:  search-engine provider to Yahoo and Netscape  First:  to OEM Netscape’s Web Server for dynamically assembled HTML  First:  to develop archiving for SAP transactional content  First:  to deliver “integrated document management” that seamlessly integrated document management and workflow into collaborative spaces  First:  WYSIWYG web content management  First:  to treat real-time meetings as persistent collaborative content  First:  ECM vendor to develop SharePoint- based applications (i.e., not just Web parts)  First:  ECM vendor on SAP’s reseller price list

5 Content Sources Shared and Local Drives Digital Media Mobility Departmental Content Repositories Premises or Cloud Based SAP ECC SAP Business Suite Apps SAP NetWeaver SharePoint Services Exchange Services SharePoint Server Exchange Server BPM OT Collaboration OCR/ICR Forms OCR/ICR Forms Automated Classifications Records Management Search Metadata Archive & Storage Management OT Media Management Integration Services WEB Content Management Portfolio: Enterprise Content Governance Cloud ECM Cloud

6 Archiving and RM Services for the Enterprise Slide 6  Archiving Server provides certified and endorsed content and data archiving for  SharePoint  Exchange  Lotus  File System  SAP Massively Scalable Massively Scalable Enterprise Library Copyright © Open Text Corporation All rights reserved. Single Instance Compression Encryption Search

7 Long term, close partnership Microsoft Executive Sponsor: Jeff Teper, Corporate Vice President SharePoint Dedicated Microsoft Business Unit, Executive Sponsor James Latham, CMO Support across multiple products and Industries Joint sales, product development & marketing Open Text and Microsoft… Better Together! 70,000+ Microsoft ISV’s 150 Microsoft Global ISV’s Selected by Microsoft as 1 of 30 Strategic ISV’s

8 Joint Product Activities 8

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10 SharePoint is here… Sources: “State of the ECM Industry 2011,” AIIM, March 2011; “Microsoft TechNet,” Microsoft, February 9, 2011

11 So what are we using SharePoint for? Source: “SharePoint Industry Watch,” AIIM, July 2010 CONTENT

12 Information Governance ECM/RecordsManagement Search/eDiscovery Archival/StorageManagement Source: “The Rise of Information Governance,” The451 Group, August 2009 InformationGovernance

13 Considering Information Governance for SharePoint?  How much content do you have?  What types of content do you have?  Can you maintain the experience?  What are your compliance requirements?  Who will be using SharePoint, and how?  How long do you plan on keeping your content?  In SharePoint…  In your company…  What version of SharePoint do you have?

14 Considering Information Governance for SharePoint?  How much content do you have? Source: “The Digital Universe Decade – Are You Ready?,” IDC, May Exabytes 20 Exabytes IDC research shows that enterprises are increasing the size and scope of their collaboration environments, with SharePoint emerging as a major driver of information growth.

15 Considering Information Governance for SharePoint?  How much content do you have?

16 Considering Information Governance for SharePoint? What types of content do you have?

17 Considering Information Governance for SharePoint? What types of content do you have? What content do you want to access?

18 Considering Information Governance for SharePoint?  Can you maintain the experience?

19 Considering Information Governance for SharePoint?  What are your compliance requirements?

20

21 Considering Information Governance for SharePoint?  Who will be using SharePoint, and how?

22 of SharePoint sites within an organization are orphaned or inactive Considering Information Governance for SharePoint?  How long do you plan on keeping your content? Source: “Gathering MOSS? Revealing SharePoint Opportunities and Cost,” InfoTrends, August 2009 ActiveInactive You need to ask yourself: Is SharePoint the most cost effective place to store inactive content long term?

23 23 WARFIGHTER SUPPORT ENHANCEMENT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP Growth of unstructured content Inability to find and re-use relevant content Content fragmented across application and content silos Excessive time is spent on searching for information Need for long-term preservation and legal compliance Enterprise Content Management Drivers

24 24 WARFIGHTER SUPPORT ENHANCEMENT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP 24 ECM benefits - ECM benefits - save time/improve business efficiencies Certified solution adhering to U.S. DoD Supports FIAR objectives, eDiscovery, research and business activities. Easier access to all records types (existing SAP archive, SharePoint documents, and MS Exchange) Architecture rationalization – simplified management & operations Migrating from highly customized application COTS architecture and scalability – OpenText tightly integrated with SAP and Microsoft Storage optimization through de-duplication and compression

25 What’s the Ideal?  Centralized Governance:  Ensuring that all of your organizations content, including SharePoint is managed centrally under a unified set of policies  Taking measures to ensure that SharePoint site creation is being managed and aligned to policy  Optimization/Performance:  Redirecting active SharePoint content to optimize SharePoint performance and meet back-up windows  Long Term Preservation  Archiving old and inactive SharePoint content to off- set storage costs and ensure compliance  End-user Transparency  Making sure end-users have access to all content through SharePoint  Ensuring the “experience” is never affected

26 26 File System Archiving Legal Content Management Correspondence Tracking Archiving/Mgmt. Monitoring Application Governance & Archiving Storage Services

27 Agenda  About OpenText  Product Portfolio Overview  OpenText, Microsoft Partnership  Information Governance for SharePoint  What you should be asking…  The Ideal  Solution Overview  Discussion

28 AG&A for SharePoint – 3 functional areas  Web Parts and content specific SharePoint pages that allow users to search and work with Content Server items, including ERP, , FSA.  Interactive and/or manual site retirement  Deploy sites with predefined policies which utilize OpenText Content Management features – RM, permissions, storage etc.

29 Architecture

30 Site Deployment Support for SharePoint SharePoint Administrator Tools Retention Policy Metadata Mapping Search Auditing Archiving Project Sites Scanning Transparency  SharePoint Site Deployment  Site Types/ Site Groups  Deployment Console  Execution Engine  Property Inheritance  Automatic Document/Site numbering  CLM Integration preconfigured in Site Profiles Governance & Compliance

31 Content Lifecycle Management for SharePoint Slide 31 Document management Content security Records management eDiscovery Auditing Archiving Digital asset management Scanning Lifecycle End User Tools Copyright © Open Text Corporation All rights reserved.  Lifecycle SharePoint Content  Interactive/Automatic Document Archiving  Site Archiving  Records and Information Management  Content Server User Interface  Browsing the Content Server  Work in SharePoint with Content Server items  Search Content Server items

32 OpenText Site Deployment  What SharePoint offers out of the box  Site Templates  List Templates  Content Types  What OpenText customers are requesting  Automated/Simplified site creation process  Automatically created sites should already have all needed functionality, e.g. SharePoint Features, Document Libraries, folder strutures, security settings to support governance.  Collect and store metadata with SharePoint site  Central place to keep track of all SharePoint sites in a farm

33 OpenText Site Deployment Provides  Site Metadata  Define metadata structure for a new site  Leveraging standard SharePoint Content Types  Site Types  Generalized „Site Templates“  SharePoint Template + Feature Activation + Metadata Structure + Folder Structure + Lifecycle Workflows + Site Archive Profiles  Site Groups  Site Types assigned; customizing Site Types  Create/Manage sites per departement or business solution  Execution Engine  Dynamic script actions for site creation

34 Solution Define Site Metadata Define Site Types Create Deployment Scripts Create Site Groups Site Deployment Console Create Sites Manage Site Lifecycle Site Group Deployed Sites Define the behavior/lifecycle of SharePoint sites in the Site Deployment console Self Service for department-specific site creation (Site Groups) Important content of outdated sites archived and sites deleted automatically

35 Site Deployment Console

36 Sites with Metadata

37

38 Site Types, beyond Metadata  SharePoint Template  Metadata Schema  Folder Plan  Access Control  Feature Activation  Parent Site  Archiving Profile  Workflows for all Lifecycle steps

39 Site Group Console

40 Benefits for SharePoint Administrators  Site creation can be completely automated, including approval workflows  Created sites already include OpenText functionality, no manual configuration after site creation  Sites with built-in lifecycle can be created  Predefined steps discerning when a site can be destroyed are set in place when the site is created  Important content archived before sites are automatically deleted  Deleted sites can be restored when needed

41 Business Issue  Managing Enterprise Records with one set of policies and schedules  Ensure capture, preservation, and defensible disposition of enterprise content stored in SharePoint  One central Records Management program is needed for all enterprise content  Adhering to external regulations and internal policies  Intuitive and flexible classificiation of content  Comply with worldwide standards and certifications  Litigation Readiness  Being prepared for eDiscovery

42 Solution  Business content (records and non records) created in SharePoint is classified into the Enterprise Library  Interactive/automatic classification supported  Web Parts/SharePoint pages allow users to browse/search for business content (electronic and physical) Enterprise Library SharePoint Classification of business content

43 Benefits for SharePoint Users Documents, folders, and sites can be classified Flexible classification, e.g., browsing classifications or pick list of recently used classifications Manage classified content in place Classified content is automatically updated with business specific metadata (content type mapping) New SharePoint sites have already built-in Retention & Records Management functionality Disposition process - Automatic deletion of orphaned links

44 Benefits for SharePoint Users Browsing/searching for electronic and physical Records from within SharePoint Requesting, borrowing and creating flag for pickup on physical items.

45 Using SharePoint as a portal to access enterprise content

46 Business Issue  Accessing enterprise content through a SharePoint portal – e.g. intranet portal  Content Server contains important enterprise content, is used as corporate memory  Browsing Content Server items  Searching for Content Server items  Avoid content duplication by exposing enterprise content within SharePoint

47 Solution  Expose Content Server items with the Enterprise Library Web Part  Display other Content Server information with LiveReports (Generic Web Part)

48 Benefits for SharePoint Users Content Server items exposed in SharePoint portals in the same way as native SharePoint Items Uploading/creating new content from within SharePoint supported Full page view for Content Server items available Content Server functionality, e.g., version history, audit information, metadata information available

49 Exposing and managing business relevant s in SharePoint

50 Business Issue  Standard Outlook®/Exchange/SharePoint does not provide Management capabilities like:  Options to classify content  Drag & drop from Outlook to SharePoint  management assistant  Tamper-proof and cost-effective long-term storage  Automatic PST Ingestion

51 Solution Enterprise Library SharePoint Capture s, e.g. Enterprise Connect Deploy SP Sites with access to managed s Archiving Management Monitoring Archiving Management Monitoring

52 Solution - Accessing managed s in SharePoint

53 Benefits for SharePoint Users Users see managed s in SharePoint together with other SharePoint content.  E.g., in a SharePoint site used for project management you can access all managed s related to the project. -specific properties, e.g., “From”, “Subject”, and “Received” are displayed. Managed personal s can be accessed from SharePoint “MySites”. Managed s can be copied into SharePoint document libraries or links can be created.

54 Decomissioning file shares while accessing and working with legacy content through SharePoint

55 Business Issue  Microsoft recommends:  Users should to stop working with File Shares and start working with SharePoint  Huge amounts of data on File Servers  Large percentage of content is duplicates  Even if you migrate only a part of the documents to SharePoint, this would be still a lot of data  In standard SharePoint it is cumbersome to store all this data:  Potential need for many content databases  Expensive SQL Server storage needed

56 Solution File Server Enterprise Library SharePoint Archive (Move) Deploy SP Sites with access to archived File System content

57 Benefits for SharePoint Users  Users can still access their old file system content when they start working with SharePoint  New SharePoint sites already have access to the old file system content (no manual configurations needed)  Migrated file system content:  Permissions still in place  Original folder structures still in place  Users can copy needed documents/folders selectively into SharePoint document libraries or create links there

58 Storing SharePoint content on less expensive storage media

59 Business Issue  Standard SharePoint stores all document content inside the SharePoint SQL databases  Document I/O consumes a lot of SQL Server CPU and memory  More expensive SQL Server hardware needed  IT operations time & expense  A lot of expensive SQL Storage (SAN) required  Database administration costs are higher

60 SQL Server Database Solution SQL Server Database SharePoint Enterprise Disk Systems Open Text Storage Services OpenText Content Services

61 Benefits for SharePoint Administrators  Easier SharePoint Database Management  Less Content Databases needed  Shorter backup/restore times  Easier Site Collection Management  The content of a single site collection can be any size  No need to split up existing site collections

62 bettertogethercentral.com Slide 62 Copyright © Open Text Corporation All rights reserved.  Southeast Water  Marathon Oil  Biomedical Systems  Hydro One  Baker Donelson et al PC  Central Vermont Public Service  Georgia systems Operations Company  Forrester Report

63 Agenda  Discussion


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