The Future of Compliance:
Pervasive, Not Invasive.
Andrew Chapman Director - Compliance Application Group EMC Content Management & Archiving Products
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Top 1000 Reasons to Implement Compliant-ECM
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Top 1000 Reasons to Implement Compliant-ECM
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Top 1000 Reasons to Implement Compliant-ECM
• Save Money • Make Money
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• Save Money • Make Money • Stay Out of Jail
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Top 1000 Reasons to Implement Compliant-ECM
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• Save Money • Make Money • Stay Out of Jail
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Top 1000 Reasons to Implement Compliant-ECM
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• Save Money • Make Money • Stay Out of Jail
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• Save Money • Make Money • Stay Out of Jail
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Top 1000 Reasons to Implement Compliant-ECM
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• Save Money • Make Money • Stay Out of Jail
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Objective
Compliance is one of the most dynamic and complex areas of business today due to the fact that, as a solution it affects a number of different and disparate departments, groups and users across the enterprise.
Objective
Compliance is one of the most dynamic and complex areas of business today due to the ALL fact that, as a solution it affects a number of different and disparate departments, groups and users across the enterprise.
Objective
Compliance is one of the most dynamic and complex areas of business today due to the ALL fact that, as a solution it affects a number of different and disparate departments, groups and users across the enterprise.
Q. How do we implement pervasive compliance solutions across an entire enterprise?
Compliance Scope Challenge
Compliance
Scope
Systems to Integrate Into
Native Management Management in Place Federated Management Extract-Transform-Load Data Types To Manage Unmanaged Content Unstructured Content eMail XML
Regulations To Enforce
Changes To Regulations
Regional Differences
Managed Content Structured Content Line-oriented Structured Content
Page-oriented Structured Content
Database Structured Content
Compliance Scope Challenge
Compliance
Scope
Systems to Integrate Into
Native Management Management in Place Federated Management Extract-Transform-Load Data Types To Manage Unmanaged Content Unstructured Content eMail XML
Regulations To Enforce
Changes To Regulations
Regional Differences
Managed Content Structured Content Line-oriented Structured Content
Page-oriented Structured Content
Database Structured Content
Compliance Scope Challenge
Compliance
Scope
Systems to Integrate Into
Native Management Management in Place Federated Management Extract-Transform-Load Data Types To Manage Unmanaged Content Unstructured Content eMail XML
Regulations To Enforce
Changes To Regulations
Regional Differences
Managed Content Structured Content Line-oriented Structured Content
Page-oriented Structured Content
Database Structured Content
Compliance Scope Challenge
Compliance
Scope
Systems to Integrate Into
Native Management Management in Place Federated Management Extract-Transform-Load Data Types To Manage Unmanaged Content Unstructured Content eMail XML
Regulations To Enforce
Changes To Regulations
Regional Differences
Managed Content Structured Content Line-oriented Structured Content
Page-oriented Structured Content
Database Structured Content
Compliance Scope Challenge
Compliance
Scope
Systems to Integrate Into
Native Management Management in Place Federated Management Extract-Transform-Load Data Types To Manage Unmanaged Content Unstructured Content eMail XML
Regulations To Enforce
Changes To Regulations
Regional Differences
Managed Content Structured Content Line-oriented Structured Content
Page-oriented Structured Content
Database Structured Content
Compliance Scope Challenge
Compliance
Scope
Systems to Integrate Into
Native Management Management in Place Federated Management Extract-Transform-Load Data Types To Manage Unmanaged Content Unstructured Content eMail XML
Regulations To Enforce
Changes To Regulations
Regional Differences
Managed Content Structured Content Line-oriented Structured Content
Page-oriented Structured Content
Database Structured Content
Compliance Scope Challenge
Compliance
Scope
Systems to Integrate Into
Native Management Management in Place Federated Management Extract-Transform-Load Data Types To Manage Unmanaged Content Unstructured Content eMail XML
Regulations To Enforce
Changes To Regulations
Regional Differences
Managed Content Structured Content Line-oriented Structured Content
Page-oriented Structured Content
Database Structured Content
Compliance Scope Challenge
Compliance
Scope
Systems to Integrate Into
Native Management Management in Place Federated Management Extract-Transform-Load Data Types To Manage Unmanaged Content Unstructured Content eMail XML
Regulations To Enforce
Changes To Regulations
Disposition Process
Regional Differences
Managed Content Structured Content Line-oriented Structured Content
Page-oriented Structured Content
Database Structured Content
Compliance Scope Challenge
Compliance
Scope
Systems to Integrate Into
Native Management Management in Place Federated Management Extract-Transform-Load Data Types To Manage Unmanaged Content Unstructured Content eMail XML
Regulations To Enforce
Changes To Regulations
Disposition Process
Regional Differences
Managed Content Structured Content Line-oriented Structured Content
Page-oriented Structured Content
Database Structured Content
Compliance Scope Challenge
Compliance
Scope
Systems to Integrate Into
Native Management Management in Place Federated Management Extract-Transform-Load Data Types To Manage Unmanaged Content Unstructured Content eMail XML
Regulations To Enforce
Changes To Regulations
Regional Differences
Managed Content Structured Content Line-oriented Structured Content
Page-oriented Structured Content
Database Structured Content
Compliance Scope Challenge
The name of the game is “Divide and Conquer” Divide and conquer (D&C) is an algorithm design that works by recursively breaking down a problem into two or more sub-problems until these become simple enough to be solved directly. 1. Establish the total scope of the problem. 2. Set boundaries between each sub-section. 3. Assess the manageability of each sub-section. 4. Can manage each sub-section? if not, start again…
Establish Boundaries Around The Problem…
Enterprise Content Subject to Compliance Control
Establish Boundaries Around The Problem…
Managed Unstructured Content ECM System Sharepoint Custom
Custom
?
Custom
Enterprise Content Subject to Compliance Control
?
Establish Boundaries Around The Problem…
Unmanaged Unstructured Content Network File Shares Desktops Managed Unstructured Content ECM System Sharepoint Custom
Custom
?
Custom
Enterprise Content Subject to Compliance Control
?
Establish Boundaries Around The Problem…
Unmanaged Unstructured Content Network File Shares Desktops Managed Unstructured Content ECM System Sharepoint Custom
Custom
?
Custom
Page-Oriented Enterprise Content Subject to Compliance Control Data
Database Content Line-oriented Data ETL Structured Content
?
Establish Boundaries Around The Problem…
Unmanaged Unstructured Content Network File Shares Desktops Managed Unstructured Content ECM System Sharepoint Custom Enterprise Content Subject to Compliance Control Page-Oriented Legacy Data Systems Database Content
Other
Custom
?
Custom
?
Other Active Systems Siloed Unstructured Content
Line-oriented Data ETL Structured Content
Establish Boundaries Around The Problem…
Unmanaged Unstructured Content Network File Shares Desktops Common Services Custom Classification Search Enterprise Content Subject to Compliance Control Policy Enforcement Page-Oriented Legacy Data Disposition Systems Database Content
Other
Custom
Managed Unstructured Content ECM System Sharepoint
Custom
?
?
Other Active Systems Siloed Unstructured Content
Line-oriented Data ETL Structured Content
The Exception To The Rule.
Unmanaged Unstructured Content Network File Shares Managed Unstructured Content ECM System
Custom
Desktops PST Files Saved to “My Documents” eMails In Sharepoint Repository Common Services Custom Classification Search Enterprise Content Subject to Compliance Control Policy Enforcement Page-Oriented Legacy Data Disposition Systems Database Content
Other
Custom
?
?
Other Active Systems Managed in Place Siloed Unstructured Content
Line-oriented ETL for Transactional eMail? Data ETL Structured Content
Understand Each Quadrant‟s Pros & Cons
Unmanaged Unstructured Content Managed Unstructured Content Sharepoint Unstructured Content ECM System Common Services Classification Custom Search Enterprise Content Subject to Compliance Control Policy Enforcement Page-Oriented Legacy Disposition Data Systems
Other
?
Custom
Network File Shares
Desktops
Custom
?
Structured Content
Database Content Line-oriented Data
Other Active Systems
Siloed Unstructured Content
ETL Structured Content
Understand Each Quadrant‟s Pros & Cons
Unmanaged Unstructured Content Managed Unstructured Content Sharepoint Cons
Network File Shares
Desktops
Pros
Users love it! Unstructured Content “Free Range” Convenient Uncontrolled ECM System Non-Invasive Common Services Uncategorized Cheap No Workflow Abilities Classification Custom Easy Administration No Encryption Search Enterprise Content Subject to Compliance Control Where To Discover Policy Enforcement Page-Oriented What To Discover Legacy Disposition Data No Immutability Systems No Controlled Disposition Database Content Viral Structured Content Other Weak Security Other Active No Line-oriented Auditability Systems
Data Siloed Unstructured Content ETL Structured Content
Custom
?
Custom
?
Understand Each Quadrant‟s Pros & Cons
Unmanaged Unstructured Content Managed Unstructured Content Sharepoint Cons
Network File Shares
Desktops
Pros
Controlled Unstructured Content Invasive Categorized Expensive ECM System Workflows/Lifecycles Administration Burden Common Services Encryption Hard To Integrate Into Classification Custom eSignature Support Can Be Overkill Search Enterprise Content Subject to Compliance Control Print/File Control Storage Overhead Policy Enforcement Page-Oriented Controlled Printing Legacy Disposition Data Version Control Systems Rendition Control Database Content Security Structured Content Other Immutability Other Active Line-oriented Controlled Disposition Systems Data Scaleable Siloed Unstructured Content ETL Structured Content Long Term Retention Auditable
Custom
?
Custom
?
Understand Each Quadrant‟s Pros & Cons
Unmanaged Unstructured Content Managed Unstructured Content Sharepoint Cons
Network File Shares
Desktops
Pros
Non-Invasive Unstructured Content Unstable Unifies Compliance Highly Complex ECM System Common Services Hard To Validate Hard To Maintain Classification Custom Workflow Difficult Search Enterprise Content Subject to Compliance Control No Encryption Policy Enforcement Page-Oriented Security Headache Legacy
Disposition Systems Data Database Content Line-oriented Data ETL Structured Content
Custom
?
Custom
?
Other
Structured Content
Other Active Systems
Siloed Unstructured Content
Understand Each Quadrant‟s Pros & Cons
Unmanaged Unstructured Content Managed Unstructured Content Sharepoint Cons
Network File Shares
Desktops
Pros
High Volume Unstructured Content Structured Content Only High Value Data De-normalized ECM System Easy To Categorize Need To Predict Output Common Services Relieves Prod. Systems Needs New Applications Classification Custom RM For DB Data! Search Enterprise Content Subject to Compliance Control Non-Invasive
Legacy Systems
Other
Custom
?
Custom
Policy Enforcement Disposition
Page-Oriented Data
?
Structured Content
Database Content Line-oriented Data
Other Active Systems
Siloed Unstructured Content
ETL Structured Content
C-Level Summary…
Unmanaged Unstructured Content Network File Shares Desktops Common Services Classification Search Policy Enforcement Disposition Custom Page-Oriented Data
?
Custom
Managed Unstructured Content Sharepoint ECM System
Custom
?
Legacy Systems
Other
Database Content
Other Active Systems Siloed Unstructured Content Line-oriented Data ETL Structured Content
Option One - Ignore it…
Option Two – Move Content Between Quadrants
Unmanaged Unstructured Content Managed Unstructured Content Sharepoint Unstructured Content ECM System Common Services Classification Custom Search Enterprise Content Subject to Compliance Control Policy Enforcement Page-Oriented Legacy Disposition Data Systems
Other
?
Custom
Network File Shares
Desktops
Custom
?
Structured Content
Database Content Line-oriented Data
Other Active Systems
Siloed Unstructured Content
ETL Structured Content
Option Two – Move Content Between Quadrants
Unmanaged Unstructured Content Managed Unstructured Content Sharepoint Unstructured Content ECM System Common Services Classification Custom Search Enterprise Content Subject to Compliance Control Policy Enforcement Page-Oriented Legacy Disposition Data Systems
Other
?
Custom
Network File Shares
Desktops
Custom
?
Structured Content
Database Content Line-oriented Data
Other Active Systems
Siloed Unstructured Content
ETL Structured Content
Option Two – Move Content Between Quadrants
Unmanaged Unstructured Content Managed Unstructured Content Sharepoint Unstructured Content ECM System Common Services Classification Custom Search Enterprise Content Subject to Compliance Control Policy Enforcement Page-Oriented Legacy Disposition Data Systems
Other
?
Custom
Network File Shares
Desktops
Custom
?
Structured Content
Database Content Line-oriented Data
Other Active Systems
Siloed Unstructured Content
ETL Structured Content
Option Two – Move Content Between Quadrants
Unmanaged Unstructured Content Managed Unstructured Content Sharepoint Unstructured Content ECM System Common Services Classification Custom Search Enterprise Content Subject to Compliance Control Policy Enforcement Page-Oriented Legacy Disposition Data Systems
Other
?
Custom
Network File Shares
Desktops
Custom
?
Structured Content
Database Content Line-oriented Data
Other Active Systems
Siloed Unstructured Content
ETL Structured Content
Option Two – Move Content Between Quadrants
Unmanaged Unstructured Content Managed Unstructured Content Sharepoint Unstructured Content ECM System Common Services Classification Custom Search Enterprise Content Subject to Compliance Control Policy Enforcement Page-Oriented Legacy Disposition Data Systems
Other
?
Custom
Network File Shares
Desktops
Custom
?
Structured Content
Database Content Line-oriented Data
Other Active Systems
Siloed Unstructured Content
ETL Structured Content
Option Three – Address Each Quadrant As A Silo
Unmanaged Unstructured Content Managed Unstructured Content Sharepoint Unstructured Content ECM System Common Services Classification Custom Search Enterprise Content Subject to Compliance Control Policy Enforcement Page-Oriented Legacy Disposition Data Systems
Other
?
Custom
Network File Shares
Desktops
Custom
?
Structured Content
Database Content Line-oriented Data
Other Active Systems
Siloed Unstructured Content
ETL Structured Content
Bring It Together With Common Services
Unmanaged Unstructured Content Managed Unstructured Content Sharepoint Unstructured Content ECM System Common Services Classification Custom Search Enterprise Content Subject to Compliance Control Policy Enforcement Page-Oriented Legacy Disposition Data Systems
Other
?
Custom
Network File Shares
Desktops
Custom
?
Structured Content
Database Content Line-oriented Data
Other Active Systems
Siloed Unstructured Content
ETL Structured Content
Bring It Together With Common Services
Unmanaged Unstructured Content Managed Unstructured Content Sharepoint
Network File Shares
Desktops
eDiscovery Unstructured Content
ECM System Common Services
Custom
Classification Custom Search Enterprise Content Subject to Compliance Control Policy Enforcement Page-Oriented Legacy Disposition Data Systems
Other
?
Custom
?
Structured Content
Database Content Line-oriented Data
Other Active Systems
Siloed Unstructured Content
ETL Structured Content
Records Management Scope Challenge
Common Services Classification Search Policy Enforcement Disposition
Common Classification Model Unified/Consolidated Search Unified Reporting Common Policy Retention Enforcement Disposition Process
eDiscovery Process
Unmanaged Unstructured Content
Managed Unstructured What We Really Need… Content
Network File Shares
The Future
Sharepoint
Unstructured Classification Systems •Desktops Uniform, CentralizedContent Formal, ECM System • A corporate classification plan • Cooperative Systems • Systems designed to work together Custom • Operating System Support for Compliance Enterprise Content Subject to Compliance Control • Support basic RM functionality on the Page-Oriented „desktop‟ Legacy • In-place Database Compliance Data • Systems ETL Intelligent • IT & Compliance Cooperation via Categorization Database Content Structured requirements Content Other • Unify compliance and IT
Custom
?
Custom
?
Other Active Systems
Siloed Unstructured Content
Line-oriented Data ETL Structured Content
Unmanaged Unstructured Content
Managed Unstructured What We Really Need… Content
Network File Shares
Desktops
Far In To The Future Sharepoint
Unstructured Content “Self Enforcing Compliant Content”
ECM System
Custom
Imagine a world where: • Content enforced compliance not systems Custom • Content owned its own metadata Enterprise Content Subject to Compliance Control • Policies “stuck” to content even when the content left its Page-Oriented Legacy application Data Systems • You could dispose of all copies of a document no matter where they resided Database Content
Other
?
Custom
?
Structured Content
Other this is Most of Active possible today using DRM but imagine if this Line-oriented Systems to content… was native Data
Siloed Unstructured Content ETL Structured Content
Objective
Compliance is one of the most dynamic and complex areas of business today due to the ALL fact that, as a solution it affects a number of different and disparate departments, groups and users across the enterprise.
Q. How do we implement pervasive compliance solutions across an entire enterprise?
Summary
Q. How do we implement pervasive compliance solutions across an entire enterprise? 1. 2. 3. 4. 5. 6. 7. Divide and Conquer Move Content to Appropriate Locations Manage In Silos and/or Federate Standardize Categorization Unify Common Services Think eDiscovery Keep it Robust but Simple
Contact Information
Andrew Chapman Chapman_Andrew@emc.com
chapman@nevertalkwhenyoucannod.com http://www.nevertalkwhenyoucannod.com/