Solving Content Chaos

Solve Content Chaos

CIO–Operational to Strategic Best Practices

Access & Availability

Security

Info Governance, Compliance & Legal Risk Mitigation

Process Optimization

Business Insight/Financial Impact

Create & Execute a Business & IT Vision That Drives Innovation & Impacts Company Financial Performance

CIO–Operational to Strategic Best Practices

Functional Stable, Secure & Efficient

Operational Agile, Global & Growth

Transformation Optimized, Big-Data Intelligence

Strategic Competitive Advantage, Innovation

Business Value Delivered

ECM Challenges Content Chaos Costly & Complex

What’s Different? Adoption

u  System of Record u  Automation of

Governance u  Actionable Analytics u  Intelligent Migration

User Adoption Organizational Adoption

Case Study: Corporate Legal

u  Where We Started: ¤ Millions of Documents in Email &

Shared Drives ¤ Productivity & Security Concerns ¤ Tried Buying & Building

Case Study: Corporate Legal

u  What We Delivered: ¤ Role-Based Views (Matter Management) ¤ Email & Office Integration +

Workflow Automation ¤ Migration of Millions of Files

Who is Zia?

EST.

2003 Boulder, CO

Critical Not Casual Controlling Chaos

+ Delivering Rapid ROI

Process & Integration

Open Platforms

Content People

E x p e r i e n c e d P a r t n e r s h i p s 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

Deliver Results

Zia Delivery Methodology

Architecture & Project Management User AND Executive Involvement Quick Wins Initial Consulting

Engagements (ICE)

Where We Work

Identification

Our Pillars of Success

Automation

Control

u  Forensic Discovery u  Intelligent Classification u  Simple + Smart ECM

Identification

u  Case Management u  Business Process Management u  Application Integration u  Document Assembly

Automation

Control

u  Hybrid Platform u  Enterprise-Class u  Universal Content Security u  Records Management

Solving SharePoint: Adhere for Alfresco

Content Chaos

Our employees demand SharePoint…

but we need an ECM system for governance, security, and

business process.

Solving SharePoint

AIIM 2015 SharePoint Survey

93% of organizations use SharePoint

Only

11% of respondents see their deployment

as a success

HOWEVER…

Over

75% still have a “strong

commitment” to SharePoint

And Yet…

The Facts

Only

30% use SharePoint for

Document Management

Only

11% use SharePoint for

Records Management

Only

6% have true

“Federated Search”

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"

AUTOMATION

Per Microsoft Technet:

•  Complex Workflow Requires Third Party Tools

•  Max 15 Workflows Run Concurrently Against Content DB

Why Not SharePoint as Your Enterprise CMS?

PROVISIONING

•  Lack of Advanced Site Creation

•  Lack of Configuration •  Lack of Rule-based

Provisioning

ARCHIVING

•  Lack of Site Archival •  Lack of

Decommissioning Functionality

•  Lack of Advanced Storage Optimization Capabilities

COMPLIANCE & SECURITY

•  Lack of Automation

(users won’t do it) •  Lack of Governance

Controls •  Lack of Security

Controls

REALITY u  Legal Costs & Risk

u  Records Management Doubles Cost

u  Maintenance Costs Double

u  Storage Costs Double u  Operational,

Transformational, & Strategic Do Not Happen

u  Adoption Decreases

Hidden Cost & Risk with SharePoint Only Cut Additional ECM Costs & Move Forward with SharePoint Only Initiative

Failed Functional and Operational Strategy: As it relates to cloud, mobile, information

governance, user adoption, higher TCO and lower ROI

SharePoint as Stand Alone Enterprise CMS

What Keeps You Up At Night?

u  Real Use Case: ¤  Leading Pharma Manufacturer ¤ 70,000 SharePoint Sites ¤ 30 x $1 Billion Problem

Adhere: Consolidated Content Management

Integration & Synchronization

Automated Workflow

Embedded Classification

Universal Content Security

Federated Search

Records Management

OUR TOOLBOX

The Tools You Use Today

All About Adoption

+

Adhere Solution Architecture

u  Modular software is highly adaptable

u  Easily configure one or many connectors

u  Simple addition of additional solutions to work with connectors

SharePoint + Workflow

u  SharePoint + Alfresco Activiti u  Activiti Enterprise

40% struggle with SharePoint Workflow

#1 Response

54% use workflow/BPM enhancements with

SharePoint

Lack of BPM Functionalities is still a major issue

Classifying Documents, Extracting Data

Modern, Open, Intelligent

Document Capture

In-Process Capture

(Ephesoft Web Services)

Mobile Capture

Auto-Classification

u  Casual Content u  PII/PMI u  Secret u  Top Secret

Turn SharePoint into a powerful

SEARCH TOOL

Search across

MULTIPLE REPOSITORIES

from one location

Federated results

lists allow DIRECT INTERACTION with content using native repository

functions

Federated Search for SharePoint

Solving Content Security

What Keeps You Up at Night?

60K… 6000

2 YRS LATER 25,000+

What Keeps You Up at Night?

What Are We Talking About Here?

u  Employee Records u  Board Minutes

u  M&A Documents u  Intellectual Property

u  Sales Data

u  Financial Reports

u  Strategic Plans

u  Secure Deal Rooms u  Contracts

u  Legal Documents u  Marketing Materials

u  Customer Data

u  Tax / Banking Documents

u  And more….

Internal Documents External Documents

UCS provides seamless control & protection of data in any type of file, anywhere inside or outside the organization, on any device… wi thout changing ex is t ing business processes or user behaviors.

Universal Content Security (UCS)

UCS Benefits

u  Protection of proprietary, confidential, and regulated information u  Simplified policy definition and maintenance

u  Automatically copies policies from data source to target file

u  Auditing, logging, and reporting capabilities

u  Transparent to the end user and non-disruptive to the business

u  Powered by Covertix SmartCipher

Case Study: Smart Cipher

u  Leading Global Telco ¤ Collaboration – Business Partners,

Customers, Prospects ¤ Mobility – BYOD for Executives ¤ Cloud – Securing Cloud Sync &

Share

Everyone’s a Records Manager…

And Nobody Knows It!

SharePoint + Records Management

Only

13% say SharePoint aligns with their

Information Governance policies

Only

11% use SharePoint for

Records Management

The Two Worlds of ECM

u  Get Work Done u  Governance

Content Creators Records Managers

Disposition Audit

Security Archive

Destruction

Put Another Way: The RM Continuum

Create Edit Find

Version Workflow

Collaborate

Everyone’s a Records Manager and Nobody Knows It

u  SharePoint + Alfresco RM ¤  Simple Collaboration meets Enterprise Governance ¤  Automated Archiving from SharePoint ¤  Business Process / “Event-Driven” RM ¤  Enterprise Integration – ERP, CRM, HCM

Easy RM: Alfresco Records Management

u  Alfresco RM ¤  In-Place Records Management ¤  Intelligent File Plan ¤  Automated Declaration

u  DoD 5015.2 Certification u  Advanced Workflow u  Retention, Disposal, Legal Holds…

In-Place Records Declarations

Easy RM u  Intelligent File Plan

¤ Dynamic Creation & Filing

¤ Rules for Filing Records

¤ Auto-Create Records Folders

u  Automated Filing & Declaration ¤  Location Change ¤ Attribute Change

Demo: HR Onboarding

Content Chaos

Automated Document Processing with Accelerate

u  People + Paper u  Loans, Claims, Benefits, Applications

COST CONFIDENTIALITY COMPLIANCE

CUSTOMER/ CONSTITUENT

SATISFACTION

4 Cs

Accelerate: Document Processing For Your Process

Application Integration

Advanced Workflow/BPM

Capture Anywhere

Universal Content Security

Case Management

Actionable Analytics

OUR TOOLBOX

What’s Next?

u  Assessment / Health Check u  SharePoint + Alfresco Modeling u  Intelligent Migration

u  Learn More - ziaconsulting.com/resources ¤  Webinars & Videos ¤  Data Sheets & Brochures ¤  Case Studies

Questions?

Information Governance Key Findings AIIM – 2014 Industry Watch – Automating Information Governance Report

u  Paper records are stabilizing, but electronic are increasing rapidly

u  12% of organizations store what they need to

u  43% feel that automation is the only way to keep up

u  40% of organizations are moving to a larger Information Gov View

u  Email & Cloud Strategies are very variable and widely ineffective

Information Governance Risks AIIM – 2014 Industry Watch – Automating Information Governance Report

3 Biggest Risks from Failure of Information Governance

EXCESS Litigation

Costs

DAMAGE To Reputation

LOSS Of Intellectual

Property

Information Governance Benefits AIIM – 2014 Industry Watch – Automating Information Governance Report

3 Biggest Benefits from Good Information Governance

REDUCTION In storage

costs

FASTER Response to events and inquiries

SHARING And

exploiting knowledge resources