The document discusses lessons in information governance from a presentation given by John Newton, founder and CTO of Alfresco. Some key lessons are that closed systems are not always the most effective, strong governance is needed to make open collaboration work, zero tolerance policies do not work with users, effective governance should be invisible to users, and governance does not stop at organizational boundaries. Alfresco provides an open source content management platform and has over 180,000 community members, 200 partners, and manages over 10 billion documents for 1,300 customers in 180 countries.

1. Lessons in
Information Governance
John Newton (@johnnewton)
Founder and CTO, Alfresco
AIIM ELC – London

2. Alfresco Overview
• Founded in 2005
• Open source
platform
• 180,000+
Community
• 200+ WW partners
• 1,300 active
customers in 180
countries
• 10 billion documents
• 8 million users
• New hybrid cloud &
application templates
© 2014 Alfresco Software Inc. All rights reserved.
2

3. We enabling
business-critical
document processes
patient records
insurance claims
legal contracts
scanning and imaging
government records
web sites
research collaboration
employee forms
financial reporting
request origination
customer invoices

4. It all started over 20 years ago…
© 2014 Alfresco Software Inc. All rights reserved.
Documentum Team – March 1991

5. Communists?
There are some
new modern-day
sort of
Communists who
want to get rid of
the incentive for
software makers
under various
guises!

6. Look who’s
talking!

7. Religious?!?

8. And Anarchy?!?
I said I’m
checking the
code change
in!

9. Open Source was Built
Differently

10. Quickly Open Source evolved
with Linux
Let’s stay
Open,
Modular and
Free!

11. Lesson No. 1
Closed systems aren’t
necessarily the most effective
Corollary: Sunshine is the
best disinfectant

12. Strong Governance led to
Professional Open Source
Open Source is
like Economy
Class!
You get nice
champagne in
first class, but you
still get there at
the same time!
Marten Mickos – CEO of Eucalyptus and former CEO of MySQL

13. Open Source
A New Value Chain for Software
PROJECT GOVERNANCE
Development Distribution Marketing
© 2014 Alfresco Software Inc. All rights reserved.
Sales /
Consulting
Support
Product Mgmt
Community participates in ideas, priorities, testing
and new components
Design
and
Compose
Internet
Downloads
Community
I want to buy!
Deployment
I fixed a
bug!
Contribution

14. Around the World

15. Lesson No. 2
Strong governance can make
open collaboration effective
Corollary: Open with
governance builds trust

16. People
are
busy
trying
to get
work
done

17.  Freeze
 Disposition
Schedule
 Cut off
 Transfer
 Hold
 MoReq
 Security
 Roles
 Events
 File Plan
 PDF(a)
 Audit
 Archive
 Declare
 Delete
 Close
 Relationships
 Permissions
 In-Place
 File
 Retention
 Accession
 Records
Folders
 DoD
 Metadata
 User Rights
 Record
Search

18.  Freeze
 Disposition
Schedule
None  Cut off
Of This Matters!
 Transfer
 Hold
 MoReq
 Security
 Roles
 Events
 File Plan
 PDF(a)
 Audit
 Archive
 Declare
 Delete
 Close
 Relationships
 Permissions
 In-Place
 File
 Retention
 Accession
 Records
Folders
 DoD
 Metadata
 User Rights
 Record
Search

19.  Freeze
 Disposition
Schedule
“End user adoption of RM
applications remains a
significant challenge”
 Cut off
 Transfer
 Hold
 MoReq
 Security
 Roles
 Events
 File Plan
 PDF(a)
 Audit
 Archive
 Declare
 Delete
 Close
 Relationships
 Permissions
 In-Place
 File
 Retention
 Accession
 Records
Folders
 DoD
 Metadata
 User Rights
 Record
Search
“Records Managers Must Focus On Business Needs, Budgets, And Technology To
Succeed” Forrester Research. September 18, 2013. Analyst Cheryl McKinnon

21. The Users World
Content Creators / Users
Finding Content
Sharing and Collaborating
‘Getting Work Done’
Does RM Help Them?

22. Firewall
Enterprise Collaboration

23. The Connected Enterprise
1,600
http://blogs.alfresco.com/wp/connected-enterprise-survey-results/

24. Business Connections
Business
Users = 1,888
http://blogs.alfresco.com/wp/connected-enterprise-survey-results/
http://inmaps.linkedinlabs.com/

25. http://blogs.alfresco.com/wp/connected-enterprise-survey-results/

27. Lesson No. 3
Users will do what they need
to do to get the job done
Corollary: Zero tolerance
doesn’t work!

28. Firewall
Information Silos

29. Team
Collaboration
Image
Management
Rich Media
Support
Web Content
Services
Document
Management
Social
Publishing
Process
Management
Accessible
ECM
Repository
Mobile
Support

30. Team
Collaboration
Image
Management
Rich Media
Support
Web Content
Services
Document
Management
Social
Publishing
Process
Management
Accessible
ECM
Repository
Mobile
Support
Records Management

31. The Real Needs of
Information Governance
In Place Records
Automatic Information Filing
Dynamic File Plan

32. Lesson No. 4
Effective governance is
invisible governance
Corollary: Effective
governance requires
prioritisation and intelligence

33. Cloud/OnPrem Hybrid helps
users…
Sync
Firewall

34. …and provides control
Sync
Firewall

35. Hybrid Cloud and Governance
Simple Smart
Connected Control
in the cloud
Hybrid
60%
Social
Collaborative
File Sharing
Personal Work
CRM
HCM
SMB
20%
Focus on the end
user.
ERP
Legal
Secure
Classified
Backup
Compliance
20%
+ on-premise
Deliver all the value
that ECM provides.

36. Lesson No. 5
Governance does not stop at
the walls of the enterprise

37. The Governance Continuum
Content Creators / Users
Exec Staff &
Record Managers
‘Get Work Done’ ‘Information Governance
& Compliance’

38. Lessons Learnt / Learned
1. Closed systems are not the most effective
systems
2. Strong governance can make open
systems work
3. Zero tolerance doesn’t work
4. Effective governance is invisible
governance
5. Governance does not stop at the walls of
the enterprise

39. Special bonus slide: Role of Information Governance in…
Digital Transformation
Digitize end-to-end
customer experience
Digitize products and
services as part of the
value ecosystem
Create trusted
machines
Source enhanced
operational capabilities
within a dynamic
ecosystem
Drive rapid customer-centric
innovation
Digitize for agility over
efficiency
Data,
Information
and Insights
New digitally
enhanced
products and
services
Digital operational excellence Digital customer experience
Source: Forrester

40. @johnnewton
john.newton@alfresco.com