How does the Office 365 Revolution Impact Governance and Process Automation? - Industry Watch - Casper365

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How does the Office 365 Revolution Impact Governance and Process Automation? - Industry Watch - Casper365
Industry Watch
  Delivering the priorities and opinions of AIIM’s 155,000 community

                                                                          How does the
                                                                            Office 365
                                                                        Revolution Impact
                                                                         Governance and
                                                                       Process Automation?

In Partnership with
How does the Office 365 Revolution Impact Governance and Process Automation? - Industry Watch - Casper365
ABOUT THE RESEARCH
As the non-profit association dedicated to nurturing, growing and supporting the information management community, AIIM is proud to provide this research at no
charge to our members. In this way, the entire community can leverage the education, thought leadership and direction provided by our work. We would like these
research findings to be as widely distributed as possible.
Feel free to use individual elements of this research in presentations and publications with the attribution — “© AIIM 2018, www.aiim.org”. Permission is not given for
other aggregators to host this report on their own website.
Rather than redistribute a copy of this report to your colleagues or clients, we would prefer that you direct them to www.aiim.org/research for a download of their own.
Our ability to deliver such high-quality research is partially made possible by underwriters, without whom we would have to use a paid subscription model. For that,
we hope you will join us in thanking our underwriters:

         Casper365®
         Business Cloud Integration Ltd
         1 Carisbrooke Court, Buckingway
         Business Park, Swavesey, Cambridge,
         CB24 4UQ, UK
         g +44 (0)1223 772 365
         f moreinfo@casper365.com
         k www.casper365.com/

                                                                                                             © AIIM 2018 www.aiim.org           AIIM Industry Watch        page 2
How does the Office 365 Revolution Impact Governance and Process Automation? - Industry Watch - Casper365
TABLE OF                                                                                                                     Industry Watch

                                                         CONTENTS
                                                                                                                                                                                   Delivering the priorities and opinions of AIIM’s 155,000 community

         ABOUT THE RESEARCH................................................................................................................2
         PROCESS USED AND SURVEY DEMOGRAPHICS ..................................................................................................... 4
         ABOUT AIIM .......................................................................................................................................................... 4
         ABOUT THE AUTHOR.............................................................................................................................................. 4

         ABOUT THIS SURVEY ....................................................................................................................5
         INTRODUCTION..........................................................................................................................6
         1. HOW FAR IS ADOPTION OF THE OFFICE 365 STACK EXTENDING BEYOND EMAIL, AND WHAT
         ISSUES ARE ORGANIZATIONS CONSIDERING IN THIS DECISION?................................................... 7
         KEY FINDINGS ...................................................................................................................................................... 7

         2. WHAT FACTORS ARE INFLUENCING THE DECISION TO MIGRATE TO SHAREPOINT
         ONLINE — AND WHEN NOT TO? WHAT ISSUES ARE ORGANIZATIONS ENCOUNTERING
         IN THEIR MIGRATIONS? ...............................................................................................................9
         KEY FINDINGS....................................................................................................................................................... 9

         3. HOW ARE ORGANIZATIONS ADDRESSING GOVERNANCE QUESTIONS IN OFFICE
         365 AND IN HYBRID ON-PREMISES/CLOUD ENVIRONMENTS?........................................................11
         KEY FINDINGS....................................................................................................................................................... 11

         4. HOW ARE ORGANIZATIONS MAKING THE DECISION WHEN TO LEVERAGE
         MICROSOFT PROCESS AND GOVERNANCE CAPABILITIES VS BUYING 3RD PARTY SOLUTIONS?.......12
         KEY FINDINGS....................................................................................................................................................... 12

         DEVELOPED IN PARTNERSHIP WITH:..............................................................................................13
         Business Cloud Integration Ltd - Casper365®....................................................................................................... 13

         LOOKING FOR YOUR NEXT STEP?................................................................................................15

         WHAT’S NEXT? ............................................................................................................................16
         Certified Information Professional (CIP) ............................................................................................................... 16

3 page              © AIIM 2018 www.aiim.org                                    AIIM Industry Watch
How does the Office 365 Revolution Impact Governance and Process Automation? - Industry Watch - Casper365
PROCESS USED AND SURVEY DEMOGRAPHICS
   About AIIM

Here at AIIM, we believe that information is your most important asset and we
want to teach you the skills to manage it. We’ve felt this way since 1943, back
when this community was founded.
Sure, the technology has come a long way since then and the variety of
information we’re managing has changed a lot, but one tenet has remained
constant — we’ve always focused on the intersection of people, processes,
and information. We help organizations put information to work.
AIIM is a non-profit organization that provides independent research, training,
and certification for information professionals. Visit us at www.aiim.org.

                               About the author
                               John Mancini
                               Chief Evangelist and Past
                               President of AIIM

 John Mancini is the Chief Evangelist and Past President of AIIM. He is a
 well-known author and speaker on information management and digital
 transformation.
 As a frequent keynote speaker, John offers his expertise on Digital
 Transformation and the struggle to overcome Information Chaos. He blogs
 under the title Digital Landfill (http://info.aiim.org/digital-landfill), has more
 than 11,000 Twitter followers, 6,000 Linkedin followers, and can be found
 on most social media as @jmancini77. He has published more than 25
 e-books, the most recent being:
    n  2017: A Digitally “Transformative” Year
    n  The State of Intelligent Information Management: Getting
      Ahead of the Digital Transformation Curve
    n Information Privacy and Security: GDPR is Just the Tip of the
      Iceberg
    n From ECM to Intelligent Information Management
    n 10 Strategies to Navigate the Shift from ECM to Content
      Services

                                                                                      © AIIM 2018 www.aiim.org   AIIM Industry Watch   page 4
How does the Office 365 Revolution Impact Governance and Process Automation? - Industry Watch - Casper365
11%         11%
                                                                                                                                                                                                                                          8%
                                                                                                                                                                                                    6%                            6%

    ABOUT THE SURVEY                                                                                                                          management
                                                                                                                                                            Which is the best descripon of the
                                                                                                                                                               department
                                                                                                                                                Records Document
                                                                                                                                                          content
                                                                                                                                                                  or  Line of       in which
                                                                                                                                                                               Informaon
                                                                                                                                                                     business technology/IT
                                                                                                                                                                                                   you Security
                                                                                                                                                                                            Compliance work? Legal
                                                                                                                                                                                                                        3%

                                                                                                                                                                                                                                          Other
                                                                                                                                                          management
                                                                                                                                                                                       41%
                              Which
    We value our objectivity and      is the best descripon
                                   independence                  of theindustry association. The results of the survey and the market commentary made in this report are independent
                                                     as a non-profit
    of any bias from the vendor department
                                  community.  in which you work?
                                                                                                                       How many employees work at your organizaon?
    The survey was taken using a web-based     41%
                                                  tool in early October 2018. 57% of the survey participants were NOT associated with AIIM prior to taking the survey. A total of 254
    individuals participated in the survey who met the initial screening criteria of having some organizational experience with SharePoint.
    Key data points:
         n 41% of the participants are from Information technology/IT, 26% line of                                                         14%
                                                                                                                          n 51% are from outside North America.     10 - 100
                                                                                                                                                  11% Over11%
                                                                                                                                                           1000
           business and linked functions, and 25% from DM, CM, RM backgrounds.                                                                                        29%
                                                                                                                          n Largest segments are: high-tech
                                                                                                                                                         36%(17%), following  by government,
                                                                                                                                                                                       6%
                                                                                                                                                                                             energy,
                                                                                                                                                                                              8%     oil/
                                                                                                                                                                           6%
         n 71% of participants are from organizations with > 100 employees and 36%                                          gas & mining; and manufacturing, aerospace & food     3%
                     14%
           are from organizations
                             11%
                                  with
                                     11%> 1000 employees. Respondents with
How does the Office 365 Revolution Impact Governance and Process Automation? - Industry Watch - Casper365
THE OFFICE 365 REVOLUTION
   Introduction
  There is something significant going on with Office 365:
  n There are over 120 million Office 365 commercial monthly
    active users (ComputerWorld).
  n The percentage of organizations running SharePoint Online
    rose from 22% in 2016 to 56% in 2017. At the same time,
    66% of organizations are still running SharePoint Server 2013
    and 40% are still running SharePoint Server 2010. 50% of
    organizations still use manual processes to enforce SharePoint
    governance (Survey of 450 organizations by Hyperfish,
    Sharegate, and Nintex).
  n 58% of sensitive data in the cloud is stored in Microsoft Office
    documents (McAfee, Office 365 Adoption and Risk Report).
  n More than half of all commercial (business) Office users are
    using Office 365 rather than standalone/perpetual Office.
    At some point in the company’s fiscal 2019, Microsoft is
    expecting two-thirds of its business Office customers will be
    using Office 365. (ZDNet).

 All of which raises some interesting questions for information professionals
 that will be explored in this eBook:
     1. How far is adoption of the Office 365 stack extending beyond
        email, and what issues are organizations considering in this
        decision?
     2. What factors are influencing the decision to migrate to
        SharePoint Online — and when not to? What issues are
        organizations encountering in their migrations?
     3. How are organizations addressing governance questions in
        Office 365 and in hybrid on-premises/cloud environments?
     4. How are organizations making the decision when to leverage
        Microsoft process and governance capabilities vs buying 3rd
        party solutions?
 During the course of this eBook, we have quoted excerpts from AIIM’s
 Implementing Information Management on SharePoint and Office 365
 course. We strongly recommend that those who are new to Office 365
 and SharePoint concepts take this course; it provides a solid grounding in
 core concepts.

                                                                                © AIIM 2018 www.aiim.org   AIIM Industry Watch   page 6
How does the Office 365 Revolution Impact Governance and Process Automation? - Industry Watch - Casper365
THE OFFICE 365 REVOLUTION
                                                                                               Key Data Points
             1. How far is adoption of the Office 365 stack
                extending beyond email, and what issues are                                  n There is a dramatic shift occurring in the direction of SharePoint
                                                                                               Online and SharePoint 2019, but also a long tail of maintaining
                organizations considering in this decision?                                    multiple versions.
                                                                                             n 1 in 3 organizations is maintaining at least 2 versions of
         Office 365 is a hosted, online, subscription version of the traditional installed     SharePoint.
         version of Microsoft Office software. Office 365 commercial now has more
         than 135 million active users.                                                      n 50% of respondents are on either the online version of
                                                                                               SharePoint or the latest on-premises version of SharePoint.
         According to TechTarget, the core elements of Office 365 are:
                                                                                             n In the past 5 years, there has been a major change in
          n Office Suite (Word, Excel, PowerPoint, Outlook,                                    receptivity to SharePoint in the cloud, and a corresponding
            OneNote, Publisher, Skype for Business, Access)                                    decline in those resisting the cloud.
          n Exchange Online (email, calendar, tasks)                                         n Organizations continue to build upon rather than totally replace
          n SharePoint Online (web portal for collaboration)                                   existing SharePoint versions.

          n Yammer (enterprise social networking)                                            n SharePoint continues to be viewed as a complement rather
                                                                                               than as a total replacement for other ECM/DM systems.
          n OneDrive for Business (cloud file storage)
                                                                                             n There is still much room for expansion of Office 365 capabilities;
          n Planner (project management)                                                       over 50% of organizations have very limited use of Flow, Stream,
          n Power BI (business intelligence)                                                   Planner, Yammer, and Teams.

          n Delve (social document discovery)                                                n Almost 40% of organizations say their average user has little
                                                                                               awareness of Office 365 capabilities.
          n Video (a private video library)
          n Sway (a tool for creating reports, presentations,
            and newsletters)                                                                  Is your organizaon using or planning to use any of these versions
                                                                                                        of SharePoint? (please check as many as apply)
         The desire for a hosted email solution has obviously been a huge driver for                      72%
         Office 365 adoption. But as the above list suggests, Office 365 is far more
         than just an email solution.
         Of particular interest to the AIIM community is adoption of the cloud version
         of SharePoint. Delivering information management solutions on SharePoint
         can be challenging; there are so many options in SharePoint, and these
         options have increased with the explosive growth of the cloud version.                                                       28%
                                                                                                                         23%
         The data suggests that despite 120 million active commercial users, the
         adoption of the full set of Office 365 capabilities is just in the early stages.                                                          13%
                                                                                                                                                                8%
                                                                                                                                                                             5%

                                                                                                      SharePoint      SharePoint   SharePoint   SharePoint   SharePoint   SharePoint
                                                                                                     Online (Office      2019         2016         2013         2010         2007
                                                                                                          365)

7 page
                                                                                             Is your organizaon using or planning to use any of these versions of
                © AIIM 2018 www.aiim.org              AIIM Industry Watch
                                                                                                SharePoint? (please check as many as apply)—yellow box = yes
How does the Office 365 Revolution Impact Governance and Process Automation? - Industry Watch - Casper365
Microso’s        majority on-         retained on- all provided by and on-prem, prem for the                                             1%                                                                                                                            1%
   Office 365           prem                  prem     third party (not all administered foreseeable
                                                                                                                                5%                     Move       Some content Majority stored     Private          Hybrid of       Retain   Undecided/No                  1%
                                                                                                                                             1%     everything to stored on 365, on 365, some cloud/hybrid, private cloud everything on-        plans
                                                          Microso)           by us         future                                           1%                                                                                                                            1%
                                                                                                                                                     Microso’s    majority on-  retained on- all provided by and on-prem, prem for the

THE OFFICE 365 REVOLUTION
                                                                                                                                             1%                                                                                                                            1%
               SharePoint             SharePoint          SharePoint           SharePoint           SharePoint            SharePoint                 Office 365        prem          prem      third party (not all administered foreseeable                               1%
              Online (Office             2019                2016                 2013                 2010                  2007                   How would you describe the use of SharePoint as an ECM/DM system
                                                                                                                                                                                                  Microso)           by us         future                                 1%
                   365)
      How many live versions of SharePoint are you suppor€ng?                                                                                      across your organizaon? Please choose the ONE answer that best fits.
                                                                                                                                                                                                            2018        2013
          What are your plans for2018
                                   SharePoint
                                       2013   in the cloud?                                                                                                How many live versions of SharePoint are you suppor€ng?
Is your organizaon using
                    48%   or planning
                                2018 2013use any of these versions
                                      to                        44% of                                                                                        What are your plans for2018
                                                                                                                                                                                       SharePoint
                                                                                                                                                                                           2013
                                                                                                                                                                                                  in the cloud?
                                                                                                                                                                                                 29%
   SharePoint? (please check as many as apply)—yellow box = yes                                                                                                                         48%                     2018    2013                                              44%
                                                                                                                                                                                                                                  22%
          SharePoint Online          37%                                                                                                                                          21%               20%
                                SharePoint 2019     SharePoint 2016     SharePoint 2013    SharePoint 2010    SharePoint 2007    Frequency                                                    19%
             (Office 365)                                                                                                                                                                                       17%
                                                                                                                                   39%                                      15%37%
                                                                                                                        24%        11%
                                                                                                                                                                                                                                                                   11%
                                                   22% 25% 26%                                                                     8%                                                                                                            10% 9%
                                                                                           20%                                     7%                            8%                                                    7%                            24%
           17%                                                                                                                     7%                      6%                                 22%                                                                         5%
                                                                                                                                   5%                                                                25% 26%                      20%
                                                                                                                                 19%                       17%
                                                                                                                                   4%
                                10% 10%                                                           11%                             11%
                                                                        9%                                        10%              3%
                                                                                                                                   2%                                                                                                   11%                        19%
                                                                                                                                                                                                                                                                    11%
                   10%                                    4%                   5%12%                                               2%                     It is our only   10%
                                                                                                                                                                        It is our10%
                                                                                                                                                                                 main       We use        We9%have a         We use     We10%
                                                                                                                                                                                                                                            have other We have no
                  3%                                                                       8%                                      2%                     ECM system    ECM system SharePoint for number of SharePoint for systems for                  ECM/DM
                                                                                                                                   2% 7%                                               ECM/DM4%                  5%12%collaboration ECM/DM and
                                                                                                                                                                                                  but it unconnected                                     systems
             4%                                                                                                                                                   3%
                                                                                                             4%                    2%                              10%                 is not our main SharePoint        sites and/or     do not use
           Move       Some content Majority stored      Private         Hybrid of        2%
                                                                                        Retain                                     1%
                                                                                                                                 Undecided/No                                               system         ECM/DM intranet  8% but not SharePoint             7%
        everything to stored on 365, on 365, some cloud/hybrid, private cloud everything on-                                       1%plans                                                                 systems          ECM/DM
                                                                                                                                   1%                        4%
                                                                                                                                                              Move      Some content Majority stored         Private         Hybrid of 4% Retain       Undecided/No
         Microso’s
            None       majorityOne
                                on-  retained on-
                                               Two all provided by   and on-prem, Four
                                                                 Three               prem for the                               Don’t
                                                                                                                                   1%know                 everything to stored on 365, on 365, some cloud/hybrid, private cloud everything    2% on-       plans
         Office 365        prem          prem      third party (not all administered foreseeable
                                                      Microso)           by us         future                                     1%                      Microso’s     majority on-    retained on- all provided by and on-prem, prem for the
                                                                                                                                   1%                      Office
                                                                                                                                                              None365         premOne         prem Two third party (not all administered Four
                                                                                                                                                                                                                     Three                foreseeable Don’t know
                                                                                                                                                                                                           Microso)          by us          future

  How would you describe the use of SharePoint as an ECM/DM system                                                                                     Which Office 365 capabilies does your organizaon currently
          How
 across your   many live versions
             organizaon?         of SharePoint
                           Please choose    the ONE areanswer
                                                        you suppor€ng?
                                                              that best fits.                                                                                         use, and how extensive is that use?
       What are your plans for SharePoint
                                      2018   in  the
                                              2013   cloud?                                                                                         How would
                                                                                                                                                            Howyou
                                                                                                                                                                 manydescribe
                                                                                                                                                                         live
                                                                                                                                                                 widespread       the  useofof
                                                                                                                                                                            use versions
                                                                                                                                                                                   significant    SharePoint
                                                                                                                                                                                                SharePoint
                                                                                                                                                                                               use                as you
                                                                                                                                                                                                      pockets ofare
                                                                                                                                                                                                                 use an we
                                                                                                                                                                                                                        ECM/DM
                                                                                                                                                                                                                          suppor€ng?   system
                                                                                                                                                                                                                           don't use this
                                2018   2013
                                                    48%       2018          2013                                                  44%              across your organizaon? Please choose        2018
                                                                                                                                                                                                      the  ONE answer that best fits.
                                                                                                                                                                                                        2013
                                                                                                                                                                           Flow     15%                2018             2013
                                                                                                 29%                                                                                           48% 23%                   22%                         40%

                                                                                                                                                                       Stream           19%               20%               18%                      43%
                                             37%                                                                                                                                                                                     29%
                                                                                           22%
                                     21%                 20%                                                                                                          Planner           19%
                                                                                                                                                                                        37%                26%                    23%                   32%
                                                  19%
                                                                        17%                                   24%                                                                                                              22%
                               15%          22%                                                                                                   Dynamics 365 integraon 21% 25% 20%    19%                                 14%                     42%
                                                                      25% 26% 20%                                                                                               19%
                                                                                                                                                                                          17%
    17%                                                                                                       10% 9%                 11%
                                                                                                                                                                  Yammer
                                                                                                                                                                       15%   20%        25% 26%
                                                                                                                                                                                      20%                                    21%                       38%
                  8%                                                          7%
           6%                                                                                                                              19%
                       10% 10%                                                             11%         10%
                                                                                                                            11%            5%                          Teams            22%                 23%                     31%          10% 9% 24% 11%
                                                                9%                                                                                            8%                                                                                                19%
                                                                                                                                                                                                                       7%
                                                                                                                                                           6% SharePoint
           3%                                      4%                  5%                  12%                                                                                                  43%                                31%               18%     8% 5%
                               10%
        It is our only It is our main      We use           We have a                8% We have other We have no 7%
                                                                                We use                                                                                                                                            12%
        ECM system ECM system SharePoint for number of SharePoint for systems for                            ECM/DM                                                 OneNote
                                                                                                                                                                        10%              25%                      29%                          34%                 12%
                    4%                 ECM/DM     but it  unconnected      collaboration          4% and
                                                                                             ECM/DM           systems                                                                                                                    8%                                     7%
     Move           Some content Majority stored        Private         Hybrid of          Retain     Undecided/No                                       It is our only It is our main     We use        We have a       We use                 We have other We have no
  everything to stored on 365, on 365, is not our main
                                           some            SharePoint
                                                    cloud/hybrid,     privatesites and/or
                                                                               cloud   everything on-use2%plans
                                                                                              do not
                                                                                                                                                         ECM system OneDrive
                                                                                                                                                                     4% ECM system SharePoint
                                                                                                                                                                                          32%      for number of33%SharePoint for                20%4% for 15%
                                                                                                                                                                                                                                                 systems         ECM/DM
   Microso’s        majority on-  retainedsystem
                                            on- all providedECM/DM
                                                                 by and intranet
                                                                          on-prem,but prem
                                                                                        not for
                                                                                              SharePoint
                                                                                                 the                                                                                   ECM/DM but it unconnected collaboration                  ECM/DM and  2% systems
   Office 365         None
                        prem            One
                                       prem                  systems
                                                             Two
                                                   third party                 ECM/DM
                                                                                 Three foreseeable Four
                                                               (not all administered                              Don’t know
                                                      Microso)           by us            future                                                       Outlook/Exchange               is not our main 64%
                                                                                                                                                                                                         SharePoint   sites and/or               21%
                                                                                                                                                                                                                                                  do not use 5% 10%
                                                                                                                                                                       None             Onesystem         ECM/DM
                                                                                                                                                                                                          Two       intranet but not
                                                                                                                                                                                                                          Three                  SharePoint
                                                                                                                                                                                                                                                        Four        Don’t know
                                                                                                                                                                                                          systems       ECM/DM

        How
        Howwould
       Which  many   you
               Officelive describe
                       365versions the
                                   of
                           capabilies  use ofyour
                                      SharePoint
                                        does     SharePoint
                                                     are     as ancurrently
                                                                   ECM/DM system
                                                         you suppor€ng?
                                                      organizaon
       across your organizaon?    Please   choose    the ONE  answer that best fits.                                                                     How would you describe the use of SharePoint as an ECM/DM system
                      use, and how extensive
                                       2018   2013is that use?                                                                                            How knowledgeable
                                                                                                                                                         Which
                                                                                                                                                         across  Office
                                                                                                                                                                your             would
                                                                                                                                                                        365 capabilies
                                                                                                                                                                      organizaon?      you sayyour
                                                                                                                                                                                         does
                                                                                                                                                                                     Please      the organizaon
                                                                                                                                                                                            choose    average
                                                                                                                                                                                                      the ONE user  in your
                                                                                                                                                                                                                   currently
                                                                                                                                                                                                               answer   that best fits.
                                                                         2018              2013
                                        48%
                               widespread use               significant use               pockets of use                we don't use this                  organizaonuse,
                                                                                                                                                                         is about the current
                                                                                                                                                                             and how  extensive
                                                                                                                                                                                          2018
                                                                                                                                                                                               capabilies  of Office 365?
                                                                                                                                                                                                  is that use?
                                                                                                                                                                                                 2013
                                                                                                                                                                            widespread use              34%
                                                                                                                                                                                                     significant use           pockets of use          we don't use this
                              Flow
                            15%                              23%                   22%                   29% 40%
                         37%                                                                                                                                                                                                                   29%
                 Stream      19%                              20%                  18%             22%             43%                                                     Flow   29%15%              23%                   22%                      40%
                              21%                              20%                                                                                                                                                                 26%
                 Planner     19%                           19% 26%                         23%                           32%                                                                                                             22%
                                                                               17%                                                                                     Stream           19%
                                                                                                                                                                                         21%           20%
                                                                                                                                                                                                         20%             18%                         43%
                          15%                               25% 26%                                                                                                                                  19%
                                                                                                                                                                                                                       17%
Dynamics 365 integraon        25%                               19%                 14%                           42%          11%                                   Planner     15%19%                 26%                      23%                   32%
                                                                                                                      10% 9%
                    8%                                                                7%                                    19%                                                                                                                                           11%
                Yammer
               6%            20%                                20%                   21%                           38%             5%            Dynamics 365 integraon                25%                19%              14%                     42%10% 9%
                                                                                                                                                                     8%                                                       7%                             11%
                       Teams                  22%                     23%                       31%                        24%                                   6%
                                                                                                                                                                  Yammer                                                                                                        5%
                                                                                   12%                                                                                                  20%               20%                21%                       38%
                    10%
                SharePoint            It is our main 43%We use
                                                                           8%
                                                                  We have a 31% We use       18%           7%have no
                                                                                                        8% We                                                          Teams
                It is our only                                                               We have other                                                                              22%                 23%                     31%                      24%
              4%ECM system            ECM system SharePoint for number of SharePoint  4%for systems for     ECM/DM
                                                                                                                                                                 It is our only It is our main    We use        We have a         We use      We have other We have no
                    OneNote                 25%  ECM/DM  but  it unconnected
                                                               29%            collaboration
                                                                                     34%    2%
                                                                                             ECM/DM   and
                                                                                                      12% systems                                                SharePoint
                                                        is not our main       SharePoint    sites and/or   do not use                                            ECM              ECM system 43%
                                                                                                                                                                        system Completely      SharePoint for number ofNot
                                                                                                                                                                                                   Somewhat
                                                                                                                                                                                                                          31%SharePoint
                                                                                                                                                                                                                             very        forNot18%
                                                                                                                                                                                                                                               systems   for8% ECM/DM
                                                                                                                                                                                                                                               knowledgeable
                                                            system             ECM/DM                                                                                         knowledgeable    ECM/DM   but it unconnected
                                                                                                                                                                                                 knowledgeable                collaboration ECM/DM
                                                                                                                                                                                                                       knowledgeable              at all and   systems
                  OneDrive
                None                     One      32%          Two               33%Three intranet but20%
                                                                                                       not SharePoint
                                                                                                      Four         Don’t know
                                                                                                                  15%                                                OneNote             25% is not our main29%SharePoint             34%
                                                                                                                                                                                                                               sites and/or              12%
                                                                                                                                                                                                                                                do not use
                                                                               systems        ECM/DM
                                                                                                                                                                                                  system         ECM/DM intranet but not SharePoint
      Outlook/Exchange                                            64%                                         21%           5% 10%                                                                               systems         ECM/DM
                                                                                                                                                                    OneDrive                  32%                           33%                  20%           15%

                                                                                                                                                        Outlook/Exchange                                   64%                                   21%         5% 10%
  How would you describe the use of SharePoint as an ECM/DM system                                                                                                    © AIIM 2018 www.aiim.org
         Which
 across your    Office 365 capabilies
             organizaon?              does
                           Please choose      your
                                            the ONEorganizaon
                                                     answer thatcurrently
                                                                 best fits.                                                                                                                                                                AIIM Industry Watch                       page 8
                      use, and how
                                2018extensive
                                       2013     is that use?                                                                                                     Which Office 365 capabilies does your organizaon currently
How does the Office 365 Revolution Impact Governance and Process Automation? - Industry Watch - Casper365
THE OFFICE 365 REVOLUTION
            2. What factors are influencing the decision to                               Key Data Points
               migrate to SharePoint Online — and when not                              n 47% of organizations say that at least 60% of their organization’s
               to? What issues are organizations encountering                             unstructured content is housed in SharePoint repositories.
               in their migrations?                                                     n 46% are actively planning migration of their SharePoint content
                                                                                          to the cloud.
         Per AIIM’s Implementing Information Management on SharePoint and               n 57% have security or control concerns about SharePoint cloud
         Office 365 course:                                                               migration.
            One of the big decisions that need to be made when working with             n On average, there is no single clear reason for the SharePoint
            SharePoint is where it will be hosted. Will it be hosted internal to your     cloud migration decision.
            organization or available online via Office 365?...
                                                                                        n 57% of organizations planning a migration from other
            Perhaps the most compelling reason to deploy SharePoint on-                   repositories into Office 365…and getting rid of file share chaos
            premises is to have access to every customization option available.           and shifting SharePoint repositories from on-premises to the
            On-premises servers allow for custom developed code on-server and             cloud are core reasons for the Office 365 migration.
            solutions that aren’t available for the online version…
                                                                                        n The most likely strategy as on-premises versions of SharePoint go
            On the other side, online solutions mean no upfront costs to                  out of support is to move these repositories to Office 365.
            purchase a server and install the software and no need to perform
            maintenance functions. This is particularly true of patching, which         n On average, 46% of an organization’s sensitive documents (that
            happens automatically. Online also offers the ability for external            is, documents containing personally identifiable information/
            third parties to share your information — when authorized. All of the         PII or documents needed for business, regulatory, legal,
            integrations to third party identification providers means you don’t          or intellectual property purposes) are contained in Office
            have to manage passwords for external users. Finally, SharePoint              documents.
            Online has functionality, due to the Office 365 integration, which will
            never be available in the on-premises product.

                                                                                           What is your best esmate of the percentage of your organizaon’s
                                                                                           unstructured informaon and content that is housed in SharePoint
                                                                                                or Office 365 repositories (vs. other content repositories
                                                                                                               or business applicaons)?
                                                                                                                     29%

                                                                                                                              21%
                                                                                                                                                   19%
                                                                                                     16%
                                                                                                                                       14%

                                                                                                    81-100%         61-80%   41-60%   21-40%      1-20%

                                                                                            What is keeping you from moving your on-premises SharePoint
                                                                                                deployments to the cloud? (check as many as apply)
9 page         © AIIM 2018 www.aiim.org            AIIM Industry Watch
                                                                                                              32%
How does the Office 365 Revolution Impact Governance and Process Automation? - Industry Watch - Casper365
25%                             25%

THE OFFICE 365 REVOLUTION
            81-100%                61-80%                 41-60%
                                                          16%
                                                                       21%

                                                                                 21-40%
                                                                                          19%
                                                                                                        1-20%
                                                                                                                                      We’re
                                                                                                                                    planning a
                                                                                                                                    migraon
                                                                                                                                                   Security
                                                                                                                                                   concerns
                                                                                                                                                                    Control
                                                                                                                                                                    11.4
                                                                                                                                                                   concerns
                                                                                                                                                                                 No budget We are in the No business
                                                                                                                                                                                           process of a jusficaon
                                                                                                                                                                                            migraon
                                                                                                                                                                                                                                   No me

                                                                                                         11%

  What is keeping you from moving your on-premises SharePoint
      deployments to the cloud? (check as many as apply)                                                                                Why is your organizaon migrang into Office 365?
                                                                                                                           Reduce content     Improve           Integrate  Reduce cluer Reduce cost    Reduce total
                          32%                                                                                              fragmentaon      compliance       informaon and confusion18.8               number of
                                                                                                                                                                                                     18.6
        We’re          Security        Control      No budget We are in the No business                No me                             17.9              from a merger in the content                  systems
      planning a       concerns       concerns                process of a jusficaon                                                                       or acquision environment
                                                                                                                                                          16.8                                                       16.5
      migraon                                                 migraon
          25%                             25%

                                                                           21%                                                                                                11.4
                                                                                          19%
                                                                                                                      From which repositories are you migrang content and documents
                                                          16%
                                                                                                                         INTO Office 365/SharePoint Online? (check as many as apply)
          Why is your organizaon migrang into Office 365?
                                                         11%

                                                                                                                           On-premises SharePoint repositories                                              37%
                                                                    18.8               18.6
            17.9
                              16.8                                                                        16.5                      File sync and share soluon                                      31%
                                                                                                                                  Reduce content   Improve                  Integrate  Reduce cluer        Reduce cost        Reduce total
                                                                                                                            Web Content Managementcompliance
                                                                                                                                  fragmentaon      system                informaon and confusion
                                                                                                                                                                                            25%                                 number of
          We’re         Security        Control     No budget We are in the No business                  No me                                                         from a merger in the content                             systems
        planning a      concerns       concerns11.4           process of a jusficaon                                                                                   or acquision environment
        migraon                                               migraon                                                                              File shares                                                             51%

                                                                                                                                             SaaS applicaons                                  25%

                                                                                                                          From Line
                                                                                                                                which      repositories
                                                                                                                                    of business applicaons are you migrang31%
                                                                                                                                                                              content and documents
                                                                                                                             INTO Office 365/SharePoint Online? (check as many as apply)
           Why is your organizaon migrang into Office 365?                                                                            Legacy ERM system(s)                                   25%

      Reduce content        Improve            Integrate  Reduce cluer           Reduce cost         Reduce total
      fragmentaon         compliance                           18.8
                                             informaon and confusion                   18.6           number of                   On-premises SharePoint
                                                                                                                                        Legacy ECM        repositories
                                                                                                                                                   system(s)                                         29%               37%
             17.9                          from a merger in the content                                 systems
                               16.8                                                                        16.5
                                            or acquision environment                                                                        File sync and share soluon                                         31%

                                                                                                                                     Web Content Management system                                     25%
                                                   11.4

 From which repositories are you migrang content and documents                                                          Microso has announced        end dates for on-premises SharePoint
                                                                                                                                                 File shares                            51% support.
    INTO Office 365/SharePoint Online? (check as many as apply)                                                           When this happens,   you     will
                                                                                                                                          SaaS applicaons
                                                                                                                                                             need to do SOMETHING with this content.
                                                                                                                                                                          25%
                                                                                                                                     How likely are you to do each of the following?
      On-premises SharePoint repositories                                                     37%                                           Line of businessVery
                                                                                                                                                             applicaons
                                                                                                                                                                 likely  Likely         Somewhat likely          31%
                                                                                                                                                                                                                  Very unlikely

             File sync and share soluon                               31%                                                                       Legacy ERM system(s)                                  25%
       Reduce content     Improve          Integrate  Reduce cluer Reduce cost                        Reduce total                   We will migrate this on-prem
                                                                                                                                    content into other                        28%              31%             25%             16%
       fragmentaon     compliance
       Web Content Management system     informaon   and confusion                                     number of                                Legacyrepositories.
                                                                                                                                                        ECM system(s)                                        29%
                                       from a merger in the content25%                                   systems
                                        or acquision environment
                              File shares                                                                   51%                      We will just leave this on-prem
                                                                                                                                                                              25%           27%            20%           28%
                                                                                                                                                 content where it is.
                           SaaS applicaons                                  25%
                                                                                                                                       We will migrate this on-prem
 From which   repositories are you migrang content
          Line of business applicaons         31%
                                                    and documents                                                               Microso   hasintoannounced
                                                                                                                                       content     Office 365. end
                                                                                                                                                                 45%
                                                                                                                                                                    dates for on-premises
                                                                                                                                                                               37%
                                                                                                                                                                                          SharePoint support.
                                                                                                                                                                                      12% 6%
    INTO Office 365/SharePoint Online? (check as many as apply)                                                                  When this happens, you will need to do SOMETHING with this content.
                      Legacy ERM system(s)                                   25%
                                                                                                                                               How likely are you to do each of the following?
       On-premises SharePoint repositories                                                      37%                                                                  Very likely      Likely      Somewhat likely            Very unlikely
                   Legacy ECM system(s)                                            29%

                File sync and share soluon                                            31%
                                                                                                                                               We will migrate this on-prem
                                                                                                                                             content into other repositories.         28%                  31%               25%        16%
         Web Content Management system                                           25%

                                     File shares            51%
    Microso has announced end dates for on-premises SharePoint      support.                                                                 We will just leave this on-prem
                                                                                                                                                          content where it is.
                                                                                                                                                                                      25%             27%              20%           28%
     When this happens,      you will need to do25%
                 SaaS applicaons                SOMETHING with this content.
                How likely are you to do each of the following?                                                                                  We will migrate this on-prem
               Line of business applicaons                                       31%                                                                content into Office 365.               45%                        37%            12% 6%
                                      Very likely          Likely      Somewhat likely            Very unlikely
                                                                                                                                                 © AIIM 2018 www.aiim.org                                    AIIM Industry Watch               page 10
                       Legacy ERM system(s)                                      25%
                     We will migrate this on-prem
THE OFFICE 365 REVOLUTION
             3. How are organizations addressing                                          Agree or disagree: "Storing the informaon and documents associated
                governance questions in Office 365 and                                     within individual processes directly within isolated SaaS applicaons
                in hybrid on-premises/cloud environments?                                 Agreecreates informaon
                                                                                                or disagree:  "Storing silos
                                                                                                                          theand  raises compliance
                                                                                                                              informaon             concerns."
                                                                                                                                            and documents  associated
                                                                                           within individual  processes
                                                                                                          Strongly agree
                                                                                                                           directly within isolated
                                                                                                                                           Agree
                                                                                                                                                    SaaS applicaons
          Per AIIM’s Implementing Information Management on SharePoint and                     creates informaon silos and raises compliance concerns."
                                                                                                            Neither agree nor disagree                       Disagree
          Office 365 course:
                                                                                                                     Disagree
                                                                                                            Strongly agree                                   Agree
              SharePoint supports basic retention rules including the ability to delete                     Neither agree nor disagree                       Disagree
              an item or move it to the recycle bin; however, the real power of                             Strongly Disagree
              SharePoint retention is in the ability to run workflows as a part of the
              retention policy. In fact, SharePoint supports the implementation of
              a multi-stage retention policy where some actions are taken at one                            37%                                 39%                          18% 4% 3%
              time and different actions are taken at a different time. SharePoint
              allows for retention to be established either based on content types or
              by library and folder.                                                                        37%                                 39%                          18% 4% 3%

              Records are granted special status inside of SharePoint. Not only do
              they typically have a retention schedule — even if it’s infinite — they
              are protected from changes. For a given content type there are
              actually two retention schedules — one for records and one for non-
              records. Records, once declared, enjoy a different legal status than
              other documents in the system, and therefore deserve some special                    What % of governance is performed automacally?
              attention, which this section provides.                                                                  SharePoint online only         all SharePoint

          So how deeply are users tapping into the governance capabilities of                      What % of governance is performed automacally?
          Office 365, and how far along are they in their journey to automate                                 23%            24%online only
                                                                                                                       SharePoint                     all SharePoint
          governance? The data suggests there are still many organizations that                                     21%             21%
          have yet to fully understand the governance capabilities of Office 365.                                             24%                                              19%
                                                                                                              23%                                                                    17%
                                                                                                                    21%                               16%
                                                                                                                                    21%                                15%
             Key Data Points                                                                                                                    13%
                                                                                                                                                                 12%
                                                                                                                                                                               19%
                                                                                                                                                                                     17%
                                                                                                                                                      16%
                                                                                                                                                                       15%
           n Organizations are beginning to realize that SaaS adoption                            9% 9%
                                                                                                                                                13%
             carries with it an increase in isolated information silos and                                                                                       12%
             compliance concerns.                                                                 9% 9%

           n For nearly 50% of organizations, SharePoint governance is still
             largely a manual process.                                                            81-100%     61-80%          41-60%            21-40%            1-20%          0%

                                                                                                  81-100%     61-80%          41-60%            21-40%            1-20%          0%

11 page          © AIIM 2018 www.aiim.org           AIIM Industry Watch
THE OFFICE 365 REVOLUTION
   4. How are organizations making the decision                                          What are the biggest ongoing issues for SharePoint
      when to leverage Microsoft process and                                                 in your organizaon? (Maximum FOUR)
      governance capabilities vs buying 3rd party                                                                      All of the above                 8%
      solutions?                                                                            What are the biggest ongoing issues
                                                                                           It’s too complex to manage and enhance 16%
                                                                                                                                      for SharePoint
                                                                                                       in your organizaon? (Maximum FOUR)
                                                                                      Managing rapidly increasing storage volumes                                                25%
                                                                                                   Strategic decisions onAllintegraon
                                                                                                                               of the above                 8%
Per AIIM’s Implementing Information Management on SharePoint and                                        with social, mobile and cloud                                    19%
Office 365 course:                                                                           It’s too complex    to manage    and
                                                                                                       Aligning governance, securityenhance                             16%
                                                                                                                                                                                             33%
                                                                                      and usage policies with other enterprise apps

   SharePoint has a broad set of features, but not every possible feature               Managing Expanding
                                                                                                    rapidly increasing
                                                                                                                 the use storage   volumes
                                                                                                                          of SharePoint                                              25%
                                                                                                         for more business processes                                                             35%
   that every conceivable project might need. It’s best to think of                                   Strategic decisions on integraon
                                                                                                           withmulple
                                                                                                                 social, mobile   and  cloud                               19%
                                                                                                   Managing               content   types                               17%
   SharePoint as generally sufficient for most situations with extension                                   Aligning governance, security
                                                                                                                                                                                                 33%
                                                                                        and usageup policies  with  other  enterprise   apps
   points that allow you to plug in customizations and code necessary                     Keeping      to date  with  version  upgrades
                                                                                                       Expanding the use of SharePoint
                                                                                                                                                                  14%
   to close the gap and deliver solutions. Said differently, SharePoint                                     forinterface
                                                                                                                more business                                                                      35%
                                                                                                    The user              is sll processes
                                                                                                                                  difficult                                    23%
   follows the Pareto rule — it delivers 80% of the features that 80%                                Managing mulple
                                                                                                           Achieving   content types
                                                                                                                     uniformity of                                       17%
                                                                                                                                                                                           30%
   of organizations need, and creates the ability to fill the gap with                      classificaon and metadata structures
                                                                                           Keeping up to date with version upgrades                                14%
   customization, custom development, or third parties.                             Maintaining and upgrading our customizaons                                           20%
                                                                                                       The userusers
                                                                                                   Persuading  interface is sll difficult
                                                                                                                     to manage    and                                            23%
                                                                                                                                                                                                         41%
   Many third parties have released add-ins for SharePoint that extend         share their content in SharePoint and not elsewhere
                                                                                                               Achieving uniformity of
                                                                                                                                                                                            30%
   the product without the need for custom code. These solutions                                classificaon and metadata structures

   improve existing functionality or provide functionality where SharePoint            Maintaining and upgrading our customizaons                                          20%
   has none.                                                                                         Persuading users to manage and
                                                                                 share their content in SharePoint and not elsewhere                                                                         41%
                                                                                As Microso connues to expand its SharePoint and Office 365
   Key Data Points                                                            feature set, what are your views on the use of 3rd party add-ons?
                                                                                                                                           2018       2013
 n Expanding user adoption, change management, broader                           As
                                                                                  31%Microso connues
                                                                                              31%
                                                                                                        to expand its SharePoint and Office 365
   process integration, and governance remain key SharePoint                   feature set, what are your views on the use of 3rd party add-ons?
   issues.                                                                                                                                                                                         25%
                                                                                                                                               2018    2013
                                                                                                         22%
 n 3rd party add-ons remain important, but the reason for
                                                                                     31%20%                         31%
   deploying them has shifted from fixing SharePoint shortcomings                                                               16%
   to enhancing core functionality.                                                                                                                                                         14%
                                                                                                                                        13%                                                            25%
                                                                                                            22%                                       10%
                                                                                                                                                             8%
                                                                                             20%
                                                                                                                                                                          6%
                                                                                                                                   16%                                           3%              14%
                                                                                                                                           13%
                                                                                                                              10%
                                                                                                                                    8%
                                                                                They connue Sll required to Required less Not needed                                    Not ever  Don’t know or
                                                                                   to greatly       fix      and diminishing   now                                      needed
                                                                                                                                                                           6% by us      N/A
                                                                                    enhance   shortcomings     over me
                                                                                   standard                                                                                      3%
                                                                                 funconality
                                                                                  They connue Sll required to Required less Not needed                                    Not ever   Don’t know or
                                                                                     to greatly       fix      and diminishing   now                                      needed by us      N/A
                                                                                      enhance   shortcomings     over me
                                                                                     standard
                                                                                   funconality

                                                                                                              © AIIM 2018 www.aiim.org                                      AIIM Industry Watch                    page 12
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13 page         © AIIM 2018 www.aiim.org             AIIM Industry Watch
Implementing
Information Management
               on SharePoint
                              and Office 365

Delivering information management solutions on SharePoint can be challenging. There are so many options
in SharePoint. In this course, you’ll learn how to take your information management knowledge and apply it
to SharePoint in ways that make it easy to use today and adaptable to the needs of tomorrow. The course is
ideal for anyone who needs to build information management solutions on SharePoint. Developed by 15-time
Microsoft MVP Rob Bogue, this highly interactive course is applicable across all industries. Whether you’re an
ECM expert from another platform or new to information management, you’ll find out how to make it real in this
practical course. Practical labs have you building the same kinds of term sets, hierarchies, workflows, records
retention rules, and other components that you will need to deliver back in your organization. Instruction
interspersed with labs allow you to connect what you know to what you’ll need to do to be successful.
                                                                        For further information click here
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     FOR
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     NEXT STEP?
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Would you like to discuss these findings with
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       CLICK HERE TO JOIN THE ONLINE DISCUSSION
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The path to CIP should be fairly simple for information practitioners who already          we want to teach you the skills to manage it. We’ve felt this way since
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practitioners at all levels prepare to become a Certified Information Professional:        Sure, the technology has come a long way since then and the variety
  n CIP Data Sheet                                                                         of information we’re managing has changed a lot, but one tenet has
  n CIP Exam Outline                                                                       remained constant. We’ve always focused on the intersection of people,
                                                                                           processes, and information. We help organizations put information to work.
  n CIP Study Guide (free to professional members;
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