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:
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© 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 descrip on of the
department
Records Document
content
or Line of in which
Informa on
business technology/IT
you Security
Compliance work? Legal
3%
Other
management
41%
Which
We value our objectivity and is the best descrip on
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 organiza on?
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 es mate of the percentage of your organiza on’s
unstructured informa on and content that is housed in SharePoint
or Office 365 repositories (vs. other content repositories
or business applica ons)?
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
migra on
Security
concerns
Control
11.4
concerns
No budget We are in the No business
process of a jus fica on
migra on
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 organiza on migra ng into Office 365?
Reduce content Improve Integrate Reduce clu er Reduce cost Reduce total
32% fragmenta on compliance informa on 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 jus fica on or acquisi on environment
16.8 16.5
migra on migra on
25% 25%
21% 11.4
19%
From which repositories are you migra ng content and documents
16%
INTO Office 365/SharePoint Online? (check as many as apply)
Why is your organiza on migra ng into Office 365?
11%
On-premises SharePoint repositories 37%
18.8 18.6
17.9
16.8 16.5 File sync and share solu on 31%
Reduce content Improve Integrate Reduce clu er Reduce cost Reduce total
Web Content Managementcompliance
fragmenta on system informa on 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 jus fica on or acquisi on environment
migra on migra on File shares 51%
SaaS applica ons 25%
From Line
which repositories
of business applica ons are you migra ng31%
content and documents
INTO Office 365/SharePoint Online? (check as many as apply)
Why is your organiza on migra ng into Office 365? Legacy ERM system(s) 25%
Reduce content Improve Integrate Reduce clu er Reduce cost Reduce total
fragmenta on compliance 18.8
informa on 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 acquisi on environment File sync and share solu on 31%
Web Content Management system 25%
11.4
From which repositories are you migra ng 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 applica ons
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
applica ons
likely Likely Somewhat likely 31%
Very unlikely
File sync and share solu on 31% Legacy ERM system(s) 25%
Reduce content Improve Integrate Reduce clu er Reduce cost Reduce total We will migrate this on-prem
content into other 28% 31% 25% 16%
fragmenta on compliance
Web Content Management system informa on and confusion number of Legacyrepositories.
ECM system(s) 29%
from a merger in the content25% systems
or acquisi on environment
File shares 51% We will just leave this on-prem
25% 27% 20% 28%
content where it is.
SaaS applica ons 25%
We will migrate this on-prem
From which repositories are you migra ng content
Line of business applica ons 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 solu on 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 applica ons SOMETHING with this content.
How likely are you to do each of the following? We will migrate this on-prem
Line of business applica ons 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-premTHE OFFICE 365 REVOLUTION
3. How are organizations addressing Agree or disagree: "Storing the informa on and documents associated
governance questions in Office 365 and within individual processes directly within isolated SaaS applica ons
in hybrid on-premises/cloud environments? Agreecreates informa on
or disagree: "Storing silos
theand raises compliance
informa on concerns."
and documents associated
within individual processes
Strongly agree
directly within isolated
Agree
SaaS applica ons
Per AIIM’s Implementing Information Management on SharePoint and creates informa on 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 automa cally?
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 automa cally?
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 WatchTHE 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 organiza on? (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 organiza on? (Maximum FOUR)
Managing rapidly increasing storage volumes 25%
Strategic decisions onAllintegra on
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 integra on
withmul ple
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 s ll processes
difficult 23%
follows the Pareto rule — it delivers 80% of the features that 80% Managing mul ple
Achieving content types
uniformity of 17%
30%
of organizations need, and creates the ability to fill the gap with classifica on and metadata structures
Keeping up to date with version upgrades 14%
customization, custom development, or third parties. Maintaining and upgrading our customiza ons 20%
The userusers
Persuading interface is s ll 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 classifica on and metadata structures
improve existing functionality or provide functionality where SharePoint Maintaining and upgrading our customiza ons 20%
has none. Persuading users to manage and
share their content in SharePoint and not elsewhere 41%
As Microso con nues 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 con nues
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 con nue S ll 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%
func onality
They con nue S ll 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
func onality
© AIIM 2018 www.aiim.org AIIM Industry Watch page 12DEVELOPED 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
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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
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• Business Process Automation – • Service Delivery Automation –
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13 page © AIIM 2018 www.aiim.org AIIM Industry WatchImplementing
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 hereLOOKING
FOR
YOUR
NEXT STEP?
Do you have a question about this research?
Would you like to discuss these findings with
other members of AIIM?
CLICK HERE TO JOIN THE ONLINE DISCUSSIONWhat’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
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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
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agility. CIPs are uniquely positioned to help organizations achieve these benefits
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