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					Open Text Content Services for SharePoint:
Entwurf einer Information Worker Infrastruktur
bei der Münchener Rück

Tom Bonaty
Münchener Rückversicherungs-Gesellschaft AG
Topic Leader Office Productivity


Jens Rabe
Open Text Corporation
Vice President & General Manager, Microsoft LoB
Agenda

 Überblick Münchener Rück
 Document Lifecycle Managment Infrastruktur
 bei der Münchener Rück
 SharePoint als ECM Infrastruktur
 Business Cases
 Open Text & Microsoft
Diversifizierte Struktur –
diversifiziertes Risiko
                  Münchener-Rück-Gruppe

     Rückversicherung                     Erstversicherung




                        Assetmanagement
    Präsent auf allen Märkten


n   Atlanta
n   Boston
n   Chicago
n   Columbus                                                                           n   Hongkong
n   Dallas                                  n   München                                n   Kalkutta
n   Hartford                                n   Athen                                  n   Kuala Lumpur
n   Kansas City                             n   Genf                                   n   Mumbai
n   Los Angeles                             n   London                                 n   Peking
n   Montreal                                n   Madrid                                 n   Schanghai
n   New York                                n   Mailand                                n   Seoul
n   Philadelphia                            n   Moskau                                 n   Singapur
n   Princeton                               n   Paris                                  n   Taipeh
n   San Francisco                           n   Warschau                               n   Tokio
n   Seattle
n   Toronto
n   Vancouver
n   Waltham


                                                    n   Accra
                                                    n   Durban
                    n   Bogotá                      n   Harare
                    n   Buenos Aires                n   Johannesburg
                    n   Caracas                     n   Kapstadt       n   Auckland
                    n   Mexiko                      n   Nairobi        n   Brisbane
                    n   Santiago de Chile           n   Port Louis     n   Melbourne
                    n   São Paulo                                      n   Perth
                                                                       n   Sydney
                         Definition Document Life Cycle

                           Document Management              Records Management

                            Author Control                       Corporate Control

                                                             Declare records
                                                             Classify records
Scale of user activity




                                                                                       dispose
                                                             Assign retention period
                                                             Search and retrieval

                                                                                       access
                           Create records
                           Version control
                           Collaboration
                           Document classification                                     transfer

                           Publishing and processes

                                                 TIMELINE
Funktionale Anforderungen DLCM
Skizze der Business Architektur

            Benutzerschnittstelle – weitgehend eingebettet in das vertraute Arbeitsumfeld
               (Desktop, MS Outlook, Office 2007, MR Correspondence, ggf. SAP GUI,)
      Einheitliche Suche über alle Ablagemöglichkeiten, Deliver & Task Management, Worklflow,
                                            Collaboration


    Dokumenten-
                                                                               Aktenverwaltung
    Austausch von           Kollaborations-         Bearbeitung eigener
                                                                               auf lebende und
   statischen. nicht         plattform und            Dokumente mit
                                                                                  archivierte
   aktenrelevanten            Ablage von                 Versions-
                                                                              Dokumente (akten-
     Dokumenten                lebenden               Verwaltung (v.a.
                                                                                   relevant)
 (Installationsanleitu     Dokumenten (non-            non-business
                                                                              Anforderungen an
 ngen, Bilder, große       business, längere         Record, längere
                                                                               z.B. Compliance
   Bilder für CUGC,          Lebensdauer)              Lebensdauer)
                                                                                  vorhanden
   Filme, Software)

                                          SharePoint

              Dauerhafte rechtsgültige Archivierung (mit Retention-Management)
Document Life Cycle
                             Information Worker                                            Business Worker
                                                    Desktop Authoring Tools and SAP GUI
                                                (MS Outlook, Office 2007, MR Correspondence)
                                                      Unified search architecture (open)




                                                                                                                     Integration
  Integration




                                MOSS search engine                                     Internal SAP search engine




                                                      MS SharePoint
                                                                                           SAP Records Manager
  MS Sharepoint Server 2007                            Server 2007
                                                         My site




                                                                                                                     Interface for archiving
  Interface for archiving




                            Content Services for SharePoint                        Data/Document Archiving for SAP


                                                              Enterprise Library
Erfüllte Anforderungen Information
Worker
   Einheitliches integriertes Email Management (Ablösung PST Files)
   Klassisches Dokumentenmanagement sichergestellt (ohne Bezug zu Business
   Objekt)
   Kollaborationsplattform für Teams und Projekte über Unternehmensgrenzen hinaus
   Einheitliches Ablagekonzept für Projekte, Teams, Unternehmensdokumente etc.
   Sehr gute Integration in die vorhandene Arbeitswelt (Office 2007)
   Standard - Anforderungen aus Sicht Archiv umgesetzt
   Einheitliche übergreifende Suche bis ins Archiv
   Metadaten-Suche und Übernahme
   Einfache Handhabung, um Trainingsaufwände gering zu halten
   Wesentlich besserer Handhabung des Betriebes (Backup, etc)
   Keine großen Veränderungen hinsichtlich Usability nötig
   Verbindung von SAP RM, MS SPS auf ein einheitliches Archiv (Open Text
   Enterprise Library)
   Übergreifende Berechtigungsarchitektur auf Basis MS Active Directory
   Gesamtlösung basiert auf Standards
Fazit


  Plattformstrategie: Microsoft & SAP
  Integration und erweiterte Funktionalität durch Open Text
In Richtung Enterprise Wide ECM

                      Traditional ECM                         Enterprise Information
      Complexity of                                                    Management
       content and
        associated
business processes




                                        Solutions
                                                                                                           Volume of
                                                                                                           content
                        Well
                         ECM Services




                                           ECM Services




                                                              ECM Services




                                                                             ECM Services




                                                                                            ECM Services
                       Defined              Enterprise Wide ECM
                        Value




                                                      Enterprise Library
ECM Komponenten


                                              Open Text Content Services
                                              for SharePoint:
                                                Decouple application from content
                                                through Enterprise Library
                                                Allow in place classification
                                                Provide the storage backend for
                                                SharePoint
                                                Standardize meta data to enterprise
  Open Text Solutions and                       compliant standards (away from the
  Frameworks for SharePoint                     user)
     Provide specialty ECM solutions on         Introduce content lifecycle and
     top of MS infrastructure                   application life cycle concepts for
     Add specific functionality not offered     SharePoint
     by the core content services               Optimize infrastructure footprint
  SharePoint is the “application                Connect into other enterprise
  server”                                       content
  Office is the client
Open Text Lösungen für SharePoint

                                             Legal Information Management

                                                 Regulated Documents

 Solutions for SharePoint


                                                  Case Management

                                                Controlled Documents

 Frameworks for SharePoint Services


                                       Content Lifecycle Management Services


 Content Services for SharePoint      Archive Services         BPM Services



                                      SharePoint Blob       Storage Optimization
                                      Storage Provider

                                                            Extended ECM and
 Enterprise Library Services          Search Support
                                                             Process Services
Das Case Management Framework




                  Well File    Reg Docs            Contracts            Legal


Correspondence                                                                     Case File

                                                  Case Management

                                                Controlled Documents

 Frameworks for SharePoint Services

                                       Content Lifecycle Management Services


 Content Services for SharePoint      Archive Services         BPM Services


                                      SharePoint Blob
                                                            Storage Optimization
                                      Storage Provider
                                                            Extended ECM and
                                      Search Support
 Enterprise Library Services                                 Process Services
Erweiterte Funktionalität in MOSS


  Virtual Hierarchy Business Model
  Meta Data Inheritance
  Subscription Service
  Automated site creation
  Power Search
  Ethical walls – exclusionary security
  Unique document numbering
  Extended Audit
  Extended Archiving
Automatische Site Generierung




                       For each matter there is an
                       associated Area of Law




                          For each Area of Law there is
                          a site template
                          Specify folders/libraries to
                          create
                                  Matter sites are automatically
                                  created based on the area of
                                  law site template
Metadaten Vererbung




                      Any document imported or created
                      in a Matter site folder inherits all the
                      metadata from the folder.
                      No profile entry is required.
                      A unique document ID is created
                      for each document.
Business Cases

Business Case1:
Life Cycle Management for SharePoint Content

Business Case 2:
SharePoint Infrastructure Footprint

Business Case 3:
Records Management as Standard Product Functionality

Business Case 4:
Litigation Support
Business Case 1:
Life Cycle Management for SharePoint Content




      SharePoint        Enterprise Library
Life Cycle Management for
SharePoint Content

 SharePoint is introduced as an IT infrastructure, growth and long
 term content maintenance are a challenge.

 Business Scenario: Company is looking to replace file shares with
 SharePoint sites. SharePoint sites can be ordered from internal IT
 for a period of either 12 or 24 months. The company lacks a
 solution that manages the structure and the content of those sites
 after its official use. Deleting the sites/content is not an option for
 legal reasons.
Life Cycle Management for
SharePoint Content

Solution
     Open Text Case Management framework drives provisioning of pre-
     structured sites, ensures meta data consistency of content, ensures
     setup of classification scheme in SharePoint
     Open Text CLM Services for SharePoint allow an automatic
     retirement of entire SharePoint sites.
     The site structure and the content is stored in Enterprise Library. The
     content can still be searched and browsed from SharePoint, even if
     archived.
     Company now can offer a 12/24 month service level for SharePoint
     sites, keeping the required infrastructure for live content as small as
     possible and maintain content for another x years in the archive.
     The archive will then dispose of the content automatically.
Business Case 2:
SharePoint Infrastructure Footprint




                  SharePoint & SQL Server Environments




                          Enterprise Library
SharePoint Infrastructure
Footprint

  SharePoint stores all binary content in the underlying SQL
  database as BLOBs. Furthermore, content cannot be referenced if
  used multiple times across SharePoint sites – it needs to be
  copied if the same content is to be used in a secondary location.
  These two factors make the necessary SQL server infrastructure
  relatively expensive, both the license cost for the required SQL
  server licenses as well as the maintenance/backup cost for the
  databases themselves
  Business Scenario: Company currently has 80k active users, 50TB
  of binary content and generates 3TB of new content per month.
  Expect a ratio of 80% of the total SharePoint to be binary content.
SharePoint Infrastructure
Footprint

Solution:
     Open Text Archive Services for SharePoint take advantage of the
     newly introduced Remote Blob Storage Provider interface which
     allows to use Enterprise Library as the default storage provider for
     binary content underneath SharePoint.
     If you take this company as an example, the difference between
     running SharePoint natively and running SharePoint with Open Text
     Content Services will be an estimated 55 TB saving on required DB
     size. (Rational: 50TB are binary content today, SharePoint will see
     30% duplicates -> 65TB, Enterprise Library will require about 10TB
     of Database space itself; typical ratio between normal table space
     and binary content in the SharePoint DB is 80/20)
Business Case 3:
Records Management as Standard Product Functionality




                      SharePoint
Records Management as
Standard Product Functionality

 SharePoint does not offer DoD certified Records Management
 functionality in standard product. Customers requiring records
 management policies for their content will challenged with the
 implementation of native MOSS functionality
 Business Scenario: While MS provided a sample implementation
 through an add on pack to get DoD certification, the
 implementation of the add on pack requires a lot of services efforts
 and custom coding to make it work. Custom coding represents a
 risk when upgrading to the next version of SharePoint as the
 required efforts can get out of hand.
Records Management as
Standard Product Functionality

Solution:
    Open Text CLM Services for SharePoint offer out of the box
    DoD certified records management for SharePoint content.
    No custom development is needed to get the functionality
    to work, it is a matter of setting up the fileplan and setting
    up the archiving/records classification rules in the Open
    Text SharePoint admin screens.
    For simple file plan generation, Open Text offers integration
    into the Skupsky schemas which offer OOTB fileplans for
    various industries.
Business Case 4:
Litigation Support
Litigation Support


  One of the major drivers for regulated industries to invest into an
  ECM strategy is the support of legal discovery. Organizations that
  introduce SharePoint will have to ensure that SharePoint content
  can eventually be made available to legal discovery. Given the „file
  system nature“ of SharePoint, finding and holding critical content
  can be a challenge in a SharePoint infrastructure.
  Business Scenario: Oil company decided to make Open Text
  Enterprise Library the strategic content backbone which would
  hold collaborative content, email content and SAP content. Legal
  discovery searches can be applied against Enterprise Library
  content; content identified as critical can be put on hold to avoid
  deletion; content review sets can be made available to the litigation
  support application.
Litigation Support


Solution:
     Open Text CLM Services for SharePoint provide automated
     mechanisms to archive aging or critical content into Enterprise
     Library.
     Archiving rules can be set along literally any existing meta data
     property and provide for a very granular content selection.
     Once archived, content remains available to the SharePoint user
     either through links and/or through the webparts.
     Archiving also allows to associate a records classification with the
     content, automatically triggering a defined life cycle.
     Discovery searches across Enterprise Library will include all
     SharePoint content.
Bausteine einer ECM Gesamtlösung

              Users                                                    Business
                                                                      Applications




                                                                                           Archiving
                                 Microsoft                    Microsoft         Instant      and
                                SharePoint                    Exchange         Messaging   Retention
 Federated                                                                                  Rules
 Enterprise
  Search


                                       Open Text Enterprise Library



                                                                                            DELETE



                                                                          Exchange
                      Legacy             Shared
                                                      My Documents         (Public
                      Archive            Folders
                                                                           Folders)

 LEGACY
Microsoft & Open Text


 Member of all related TAP Programs
   Early access to Microsoft products and training
   Joint architecture and product roadmap discussions
 Only Depth Managed Partner in ECM (Office Platform)
 Mutual participation at major user conferences
 Interop Vendor Alliance member
 Joint marketing activities
 Joint sales engagements worldwide
 Office on Microsoft Campus, Building 25
Thank You

				
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posted:3/18/2011
language:German
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