System of Records and System of Engagement for SharePoint ECM.  Solutions for ECM SharePoint gaps; Email archive, Scanning and Capture, DoD 5015.2 Records Management

SAI > SharePoint > Sharepoint Enterprise Content Management

ECM framework for Design, Implementation and Migration engagements

Deploy SharePoint solutions and implement strategy to capture, manage, store, preserve, and deliver contents related to organizational process.

SAI professional services will deliver a framework to help clients make ECM investment decisions.

Maturity Model

SAI will assess the current business processes to provide a structured approach for building an ECM roadmap, in the context of an overall ECM vision. Business can be apply the model to audit and understand the current ECM state and also educate on the roadmap for maturing the enterprise capability.

Maturity model will be studied around the following major categories affecting the success of ECM deployments.

  1. People
  2. Process
  3. Technology.

Reactive

Basic

Effective

Optimized

Innovative

Defined roles

No trained users to manage contents

Basic understanding of contents life cycle by business users

Training to manage contents and systems

Management of ILM and content workflow

Advise business on continuous process improvements

Business Alignment

No strategic alignment between business and IT

Department solutions for content management

Key business drivers understood by IT and business

IT is equipped to implement evolving business needs

Steering committee with business and IT sets strategy development

Business Process

No defined process to manage contents

Ad hoc processes implemented as required

Process managed on a department or functional level

Enterprise wide BPM implemented interconnecting Systems and People

Dedicated process analysts for continuous improvements

Content/Process

Content inventory not available

Contents managed on department level

Enterprise wide content analysis available

Data repositories could be added following enterprise standards

Continuous review of data based on audit reports for regulatory compliance

Metadata

No concept of classification

Departmental tagging

Content classification implemented

Global taxonomy and master data management implemented

Social tagging and Taxonomy governance available

Governance

No Governance policies

No formal governance available and best practices scattered

Governance established and departments in charge to enforce policies

Governance distributed and widely followed across enterprise

Governance committee regularly updates policies based on business feedback

Retention

Content lifecycle not enforced

Archival as per user discretion. No formal procedures

Formal records management and archival requirements implemented

Enterprise wide records management policies, systems and infrastructure available

Information Life Cycle Management implemented and monitored

Compliance

No formal policy and procedure

Regulatory requirements implemented on department level

Enterprise compliance is addressed by ILM policies

Internal audits for continuous enforcement of regulatory requirements

Governance, Regulatory and Compliance committee oversees enterprise requirements

Find-ability

Rudimentary search and data accessed by users' business knowledge

Search efficiency improved meta data and tagging

Search that works. Users can find and access data from any place, any device and any where

Federated search, results from multiple sources

Search becomes a service with personalization based on roles

Applications/

Integration

No system and any major investments

Department based initiatives managing contents and workflow

Systems integrated to provide centralized services

Continuous improvements for ECM based on business feedback

Adoptions of major technology innovations

Service Level Agreement

None

Uptime only

Uptime RTO/RPO

Expansive

Complete

Security

Bare minimum with no formal review of contents and systems

Security localized to individual systems and no corporate policies on security

Records management enforced in content systems based on business

Centralized security procedures implemented to manage resources

Security implemented as centralized service providing authentication and authorization

Delivery Model

User access of system not a priority or not available

Users provided access to contents and efficiency not a driving factor

Access of data from anywhere, any place and any time

Content delivery based on user persona and improved usability design

Continuous improvement of efficiency based on user feedback

People
Contents
Technology

The resulting roadmap will provide breakdown of current capabilities, desired business objectives, and process to obtain the final capabilities.

SharePoint Information Architecture

Initiative will encompass strategy, planning, technology direction, and architecture for a set of solutions that will satisfy the legal, compliance, and operational needs for the management of electronic documents in SharePoint. SAI will help clients define strategies to move this information into a well understood information lifecycle for all unstructured content and documents.

SharePoint structural design required to establish a comprehensive IA with associated information governance rules to ensure compliance with internal information management objectives will be developed.

SharePoint Capacity

SAI will review and implement SharePoint Logical and Physical architecture to realize ECM vision objectives. SharePoint platform will be extended to address the ECM gaps like managing the large files sizes in SQL databases. Following services will be delivered

  1. SharePoint Health Check based on a comprehensive audit of SharePoint environment
  2. Disaster Backup and Recovery planning to meet the SLA requirements set by business
  3. SharePoint SQL best practice education for increased user adoption like Database integrity checks, Performance tuning and monitoring, Schema object maintenance and System upgrades

Business Process Design

Business can have full control of document lifecycle, namely, Authoring, Review, Approve, Publish, Audit and Archive through Workflow built and delivered on SharePoint environment. Pre build workflow template for various department activities can be customized and implemented for rapid deployment

Forms engine can be extended to capture key information about documents and SAI Auto tagging solutions will allow Meta data capture with less user interaction.

ECM infrastructure will be delivered through SharePoint interface to take advantage of Collaboration capabilities and integration with Office tools.

SAI solution will extend the SharePoint ECM foundational capabilities and supplemental ECM requirements are provided by PageLight, SAI ECM family of products.

ECM Implementation Methodology providing supplemental ECM requirements - Scanning and Capture, Business Process Management and Transactional Content Management

Consolidate ECM platform on SharePoint from legacy environments. Migration methodology will take advantage of PageLight, our migration tool and deliverables will include the following

  1. Content Analysis to recommend disposition plan.
  2. Meta data extraction from Content audit report.
  3. Migration roadmap to retire contents in legacy platform.
  4. Migration plan based on wave approach to transfer contents to SharePoint.
  5. Audit and validation of all contents migrated.
  6. Automatic tagging of contents during migration.

SAI will help consolidate ECM platform by migrating contents from SharePoint, Documentum and IBM FileNet.

Migrate contents from Legacy ECM environment to SharePoint ECM platform.