Information Governance andR d M tRecords Management for your enterprisey p

with HP TRIM

Nino Leone – Senior Solution Architect – HPS&S (HP TRIM)September 28, 2010

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September 28, 2010

The world’s information doubles By end of 2010 the world’s informationThe world s information doubles every 12 to18 months

By end of 2010, the world s informationIs estimated at 900 exabytes

INFORMATIONINFORMATIONINFORMATIONINFORMATIONINFORMATIONINFORMATIONWAVEWAVE

INFORMATIONINFORMATIONWAVEWAVEWAVE WAVE WAVE WAVE

87 Billion emails sent everydayMore “Office” documents created

in 2009 than the history of

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across the globein 2009 than the history of

Microsoft Office

REGULATORYREGULATORYWAVEWAVE

Privacy

WAVEWAVEPrivacy

Governance

SecuritySecurity

Legal

2010: Transparency

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Compliance… it’s everywhere

Electronic Ledger Storage Law (Japan)

Canadian ElectronicEvidence ActSEC 17a-4 (USA)

Basel II CapitalA d (Japan)

11MEDIS-DC (Japan)

Evidence Act

HIPAA (USA)

AIPA (It l )

Accord

DOD 5015.2 V3

FDA 21

ISO 18501/18509

AIPA (Italy)

GDPdU & GoBS (Germany)

DOD 5015.2 V3ISO 15489

FDA 21 CRF Part 11

Sarbanes-Oxley Act (USA) BSI PD0008 (UK)Public RecordsOffice (UK)

NF Z 42-013 (France)

Financial Services

Authority (UK)Authority (UK)

These are just a few examples as there are over

20 000 compliance

If your company isn’t directly affected by compliance, think about your suppliers and partners; they may be and may pass down

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20,000 compliance requirements worldwide

partners; they may be and may pass down the request directly to you

DROWNING IN INFORMATION

Costs Costs • Storage• System Management

RiskRisk• Litigation • RegulatoryRisk

V l

Risk

V l

• Data loss

• LostValue Value Lost information• Lack of insight

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“It’s hard managing information according to the regulations and it’s only going to get worse”regulations, and it s only going to get worse

“M b d t k tti t b t“My budgets keep getting cut but requirements are going up”

“I am not quite sure what content in SharePoint is of business value”

“Legal says all our data and information must be discoverable”

“I want to build applications on SharePoint but

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I want to build applications on SharePoint but corporate is concerned about governance”

LIFESAVER: Information Governance

The systems, processes, and solutions to manage

information according to its value and risk treatinginformation according to its value and risk, treating

information as a corporate asset that can be effectively

t d di d d d di d fcaptured, discovered, managed, and disposed of.

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Characteristics of a record (ISO 15489)Wh t th it ti d ?What are authoritative records?

Authenticity ReliabilityWhat it purports to be

Creator authenticated

Trusted as accurate

Facts depended upon

Time authenticated Knowledge of facts

Integrity UsabilityComplete and unaltered

Protected

Found, retrieved, interpreted

Context of broader activitiesg y yProtected

Authorized changes traced

Context of broader activities

Activity sequence maintained

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A “ ll ti f i f ti ” t i l d tWhat defines a record?A “collection of information,” not a single document

D tDocuments

Physical objectsE-mails

All of the information, managed in context, that makes up an activity or business transaction

Meetings

Blogs, wikis, instant messagesTasks, workflows

g gWebsites and intranet sites

Records provide documentary evidence of business ti iti

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activities

Th PInformation Governance

Physical E-docs/email Bus. Apps

The Process

SharePoint

Capture

Capture & Discover

Classify

ReduceManage

Retain and Protect

Find and Hold

Manage records in business context…

1010

Dispose

Th PInformation Governance

Physical E-docs/email Bus. Apps

The Process

SharePoint

Capture

Capture & Discover

Classify

ReduceManage

HP TRIMEnterprise Records Management

Retain and Protect

Find and Hold

Manage records in business context…

1111

Dispose

C t d t i i f ti i b i t tHP TRIM softwareCapture, manage and secure enterprise information in business context

INTEGRATECAPTURE MANAGE & SHARE

Classification & file plansClassification & file plans Enterprise

Applications

(ERP, CRM)

SharePoint

Email

Classification & file plansClassification & file plans Retention and disposalRetention and disposal Security and audit trailsSecurity and audit trails Versioning, Check in/outVersioning, Check in/out

DELIVER/ARCHIVEDesktop applications

Business applications

g,g, Simple contextual searchSimple contextual search Information sharingInformation sharing CollaborationCollaboration

FaxCD-RomEmail

Scanned images

Business applications Lifecycle workflowLifecycle workflow Automated processesAutomated processes Renditions (Long Term)Renditions (Long Term)

Paper WirelessPortals

Archival /storage

Structured data

Physical Content

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yHP TRIMHP TRIM

SharePoint IntegrationTransparent Records Managementg

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WEB 2.0 content is…

• Content collaboration not publishing

• Changing the way organizations Business Risk

do business

• Blogs, wikis, discussions, workspaces and social media

Non-Compliance

workspaces, and social media

• Does not address Information Governance and Records

Information Explosion

Governance and Records Management needs.Duplication

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... and SharePoint is leading the charge

Fl ibilit d RiCollaboration and Records ManagementFlexibility and Rigor

SharePoint & Web 2.0 Records Management

Collaborative

Unstructured

Secure

Very ControlledU s uc u ed

Free

User Driven

e y Co o ed

Acquired

Top DownUser Driven

Dynamic

Top Down

Rigorous

Transparently combine two worlds

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The Best of Both Worlds

T tHP TRIM for SharePointTransparent

User CommunityUser Community

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Corporate/RMCorporate/RM

TOTAL TRANSPARENCYS l f thTotal Transparency

HP TRIMSharePoint

Seamless for the user

HP TRIMSharePoint

Content in SharePoint

SitesTRIM Lifetime

Policies

Content in SharePoint andother systems:

Sites Documents Blogs/Wikis Discussions

Policies Physical records Email & Files CRM/ERP/Apps Discussions

Announcements

22--Way Content AccessWay Content Access

CRM/ERP/Apps Financials

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T t l THP TRIM for SharePointTotal Transparency

Integration to SharePoint 2010 and SharePoint 2007

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Total TransparencyHP TRIM for SharePointIntegration to SharePoint 2010 and SharePoint 2007

SHAREPOINT An CaD W

Ot

An CaD W

Ot

Wikis

Blogs

nouncemen

alendar item

Docum

ents

Whole lists

Sites

ther list item

Wikis

Blogs

nouncemen

alendar item

Docum

ents

Whole lists

Sites

ther list itemnts

ms

s msnts

ms

s ms

mm

TRANSPARENTMANAGEMENT

Lifetime

mgm

t polici

On D

eman

Custom

w

orkflow

Search

Edit

Lifetime

mgm

t polici

On D

eman

Custom

w

orkflow

Search

Edit

HP TRIMHP TRIM

ies

nd

wies

nd

w

1919 ComplianceCompliance

ClassificationClassificationSecuritySecurityRetentionRetention PoliciesPolicies

Enhance SharePointWith HP TRIM and you get...

– Transparent records management

– Seamless site archiving

– Physical records managementys ca eco ds a age e t

– DoD 5015.2 V3 (all chapters)

– Proven robust granular security– Proven, robust, granular security

– Full auditing

SharePoint UI and Search– SharePoint UI and Search

– ALL enterprise content managed

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ALL THIS FROM ONE VALUE ADDED SOLUTION

SharePoint 2010 – Why HP?

1. Enterprise-class portfolio to optimize collaboration & portals records managementcollaboration & portals, records management, information discovery, and UC&C solutions

2. Superior infrastructure: Reliable, green, and quantifiably demonstrable servers, software, storage, networking, and lifecycle tools

3 Expert R&D: best practices white papers3. Expert R&D: best practices, white papers, reference configurations, capacity planning

4. World-class services, delivery, , y,implementation, outsourcing, and customization via HP and HP-Microsoft Frontline partners

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Frontline partners

A i f T hi f tSharePoint and Records ManagementA view from Techinfocenter.com

–HP TRIM Records Management &HP TRIM Records Management & SharePoint •Transparently invokes itself directly from inside•Transparently invokes itself directly from inside SharePoint and carries out enterprise records policy with no user intervention

•HP TRIM 7 a true enterprise records management solution that no company should be without−Kollabria eGuide: Records Management for SharePoint 2010

Raimund Wasner Managing Director Kollabria April 2010

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Raimund Wasner, Managing Director, Kollabria, April 2010

HP TRIM 7 0HP TRIMC t d i f ti i it b i t tHP TRIM 7.0Faster more

Capture, manage and secure your information in its business context

Faster, more

transparent records

management

for your enterprise,

for SharePointfor SharePoint,

for all your information.

2323

Outcomes that matter.

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