How does the Office 365 Revolution Impact Governance and Process Automation? - Industry Watch - Casper365
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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
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
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
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
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
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
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 organizaon 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 organizaon 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
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 supporng? 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 supporng? Is your organizaon 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 supporng? 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 supporng? 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 supporng? 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
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%
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
DEVELOPED IN PARTNERSHIP WITH: Business Cloud Integration Ltd Casper365 is an automation platform for Office 365 and SharePoint Online that leverages your cloud investment to improve business productivity & adoption. CIOs, CTOs, IT Directors and Department heads rely on Casper365 to deliver fast, secure and compliant SharePoint sites. The Casper365 platform can quickly create sites, developed from years of experience, to automate business processes such as Project Management directly and securely into your Office 365 environment. Casper365 offers a range of business ready solutions that can be used immediately, easily customized to fit your business requirements or you can “bring your own” solution. Casper365 empowers businesses with the following benefits: • Business Process Automation – • Service Delivery Automation – Deploy business ready solutions in Allows IT to delegate controlled your environment instantly functionality directly to the business • Improve IT Governance & Control – • Platform Integration - Seamlessly Manage user access to deploy only integrate with existing and 3rd party the solutions you need business applications including • Secure by Design – Solutions NetSuite via the Casper365 Secure deployed in your environment using API managed Office 365 Credentials Casper365 empowers your business users to; • Configure complex corporate • Get your sites quickly without IT solutions to deploy into your Office oversight using your Office 365 365 environment credentials • Deploy your SharePoint solutions like • Access Casper365 directly from the a SharePoint Pro without learning any Office 365 Waffle skills • Accelerate your team’s productivity Our enterprise clients are benefitting from up to 60x faster deployment by using Casper365. Casper365 is owned and managed by Microsoft Gold Partner Business Cloud Integration giving you access to world class SharePoint Enterprise Content Management expertise with decades of experience. For more information, visit www.casper365.com/AIIM/ 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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What’s Next? The CIP Can Help You and Your Organization Navigate the World of IIM. Now is not the time to wait on your Digital Transformation initiative. IIM practices and methodologies are critical to your success, and AIIM can help. Digital disruption calls for digital leaders with the skills and experience to optimize information assets and transform business. Become that leader now through AIIM’s Certified Information Professional (CIP) program. AIIM worked with industry experts and focus groups to define the body of knowledge necessary for information professionals understand core IIM practice areas and methodologies, built a certification and test based upon this body of knowledge that is available at locations around the world, and created a set of training courses and materials to help information professionals prepare for the examination. Here at AIIM, we believe that information is your most important asset and 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 have expertise and work experience. AIIM has a number of resources that can help 1943, back when this community was founded. 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; nonmember fee is $60 USD) AIIM is a non-profit organization that provides independent research, training, and certification for information professionals. n AIIM Training Courses n Online CIP Prep Course © 2018 n In-Person CIP Prep Classes AIIM n Practice Exam 8403 Colesville Road, Suite 1100 Silver Spring, MD 20910, USA CIPs reflect a more integrated, more holistic view of information management. +1 301 587 8202 Changes in one process, technology, or practice invariably affect others in the organization. CIPs are able to see the forest and the trees and understand and www.aiim.org plan for these outcomes. Because of this, CIPs will identify and understand changes that could cause compliance issues, thereby reducing liability. AIIM Europe Office 1, Broomhall Business Centre, Organizations that manage their information more effectively enjoy reduced costs, Worcester, WR5 2NT, UK faster time to market, increased revenues and cash flow, and increased business +44 (0)1905 727600 agility. CIPs are uniquely positioned to help organizations achieve these benefits because they understand the interactions between different information intensive www.aiim.org processes and activities.
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