SharePoint Surge Continues but Strategies are Lacking

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Survey shows implementations of Microsoft SharePoint generally go ahead without a formal business plan, and with confusion about where and how it is to be used.

SharePoint Research

We see that organizations are pushing forward with enterprise-wide rollouts of SharePoint for collaboration and intranet, and are using this universal access to provide single-sign on portals into existing document and records repositories, thereby opening them up for better knowledge sharing.

A recent survey by AIIM (Association for Information and Image Management) has found that less than 50% of SharePoint implementations were subject to a formal business case, and only half of those required a financial justification. As a result, most did not have a management plan as to which of SharePoint’s many features were to be used, and where. Meanwhile, SharePoint deployment is proceeding rapidly, with 22% of respondents reporting it to be in use by 100% of staff. This adoption rate is set to double by this time next year.

Half of the smaller businesses implementing SharePoint are addressing the issues of information management for the first time. Even in the largest organizations, a quarter have no previous experience with Enterprise Content Management (ECM) or Document Management (DM) systems. As a result, only 22% provide any guidance to staff on the use of content types and classification. In addition, just 15% have retention policies and legal discovery procedures - risking content chaos within SharePoint as well as outside of it, according to the AIIM report.

Even for organizations that do have existing ECM and DM systems, nearly a third have yet to define how SharePoint fits with their existing ECM and DM systems. The most popular option is to use SharePoint for collaboration and intranet publishing while relying on existing systems for document and records management. In many cases, SharePoint will be used as a portal or front-end to those existing systems. Only 8% of survey respondents are planning to phase out their existing ECM suite in favor of SharePoint, while 7% plan to invest in a new ECM or records management suite to go with their SharePoint system.

According to Doug Miles, Director of Market Intelligence for AIIM, “We see that organizations are pushing forward with enterprise-wide rollouts of SharePoint for collaboration and intranet, and are using this universal access to provide single-sign on portals into existing document and records repositories, thereby opening them up for better knowledge sharing.”

The AIIM report also shows that among those who are using SharePoint for traditional ECM applications, there is strong growth in the use of add-on packages to strengthen and supplement standard functionality, particularly in BPM, security, records management, search, Enterprise 2.0 and archive.

Based on over 600 responses, the AIIM Industry Watch research report is entitled “SharePoint- strategies and experiences” and is free to download from the AIIM website at http://www.aiim.org/research/SharePoint-2010.aspx. It is underwritten by Allyis, Autonomy, EMC, HP, IBM, Kofax, NewsGator and Open Text.

About the research
The survey was taken by 624 individual members of the AIIM community between May 6th and June 5th, 2010, using a Web-based tool. Invitations to take the survey were sent via e-mail to a selection of the AIIM worldwide community members.

About AIIM
AIIM (http://www.aiim.org) is the community that provides education, research, and best practices to help organizations find, control, and optimize their information. For over 60 years, AIIM has been the leading non-profit organization focused on helping users to understand the challenges associated with managing documents, content, records, and business processes. The AIIM community includes over 65,000 users and professionals.

About the Sponsors

About Allyis
Allyis develops and supports technologies that help businesses operate, share information, and communicate more effectively. Whether developing an employee intranet to connect a dispersed workforce, designing a knowledge management strategy to surface talent and expertise, or providing content management support, Allyis leverages people and technology to make business more efficient and effective. http://www.allyis.com

About Autonomy
Autonomy, a global leader in infrastructure software for the enterprise, spearheads the Meaning Based Computing movement. Autonomy's technology allows computers to harness the full richness of human information, forming a conceptual and contextual understanding of any piece of electronic data, including unstructured information, such as text, email, web pages, voice, or video.http://www.autonomy.com

About EMC
EMC Corporation (NYSE: EMC) is the world’s leading developer and provider of information infrastructure technology and solutions that enable organizations of all sizes to transform the way they compete and create value from their information. Information about EMC’s products and services can be found at http://www.EMC.com

About HP
HP Information Management solutions allow organizations to capitalize on their business information by managing, protecting and extracting value from their information assets. These solutions integrate information across the enterprise, facilitate informed business decisions, meet compliance requirements, and reduce the cost of document and information management - while enhancing data protection and availability. http://www.hp.com/go/im

About IBM
For more information about IBM Enterprise Content Management, visit http://www.ibm.com/software/data/ecm.

About Kofax
Kofax is a Microsoft Gold Certified Partner and the leading provider of document driven business process automation solutions. For more than 20 years, Kofax has provided award-winning solutions that leverage Microsoft technologies to streamline the flow of information throughout an organization by managing the capture, transformation and exchange of business critical information. http://www.kofax.com

About NewsGator
NewsGator makes SharePoint social. Our Enterprise 2.0 software suite, Social Sites, boosts any organization’s performance with the power of innovation management, collaboration and knowledge-sharing both inside the enterprise and out. NewsGator is the pre-eminent provider of social business computing software – with a 2.5 million user install base across 350 Global 2000 enterprise customers, civilian agencies and DoD entities. http://www.newsgator.com

About OpenText
Open Text, an enterprise software company and leader in enterprise content management, helps organizations manage and gain the true value of their business content. Open Text brings two decades of expertise supporting 50 million users in 114 countries. We help organizations capture and preserve corporate memory, increase brand equity, automate processes, mitigate risk, manage compliance and improve competitiveness. http://www.opentext.com
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AIIM Market Intelligence blog: http://aiim.typepad.com/ecmbynumbers/
Beth Mayhew
Director, Marketing
301.755.2681
bmayhew(at)aiim(dot)org

Doug Miles
Director, Market Intelligence
+44.1905.727600
dmiles(at)aiim(dot)org

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Beth Mayhew
AIIM
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