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The Business Case forHPE ControlPointWhite PaperRevision: 3Date created: 26 September 2016Principal author: Nigel Carruthers-TayloriCognition reference: 15/16495

Executive SummaryTable of ContentsExecutive Summary . 3Business Case for HPE ControlPoint . 5A Digital Recordkeeping Platform . 5Digital recordkeeping is the core . 7Products to supply the Platform . 8HPE ControlPoint Cost/Benefit . 11Summary . 11Details . 12The Business Case for HPE ControlPointPage 2 of 18

Executive SummaryExecutive SummaryBased on an organisation of 1500 staff and around 25Tb of information in targetrepositories, and using a conservative estimation, the implementation of HPE ControlPointproduces a significantly positive 5 year cost-benefit of 1.7M, a Net Present Value (NPV) of 1.5M, and a benefit-cost ratio of 4.15.Discount RateNPVPV of Total CostsPV of Total Benefits4%8%10% 1,527,232 1,330,071 1,244,290- 484,776- 452,796- 438,399 2,012,008 1,782,867 1,682,6894.153.943.84Benefit Cost RatioCosts: Software licencesSetup and maintenance of softwareQuantifiable benefits: Storage savings of 343K over 5 yearsDiscovery/Freedom of Information (FOI) savings of 1.9M over 5 yearsNon-quantifiable benefits: Managing security and privacy informationIncreased productivity for end usersCompliance and regulation risk avoidance.Digital information in most organisations is distributed across multiple repositories. Only about30% of this has business value, but the ability to identify and harness this value is difficult.This also means 70% is redundant, trivial and obsolete information that carries a significantcost to store and manage.To manage this, a strategy to implement ‘trusted sources’ ofinformation underpinned by a digital recordkeeping platform isrecommended.A digital recordkeeping platform identifies records across multiple information repositories,such as file stores, email, SharePoint and email, and either manages them as records withinthese repositories, or migrates them into a central records repository.The Business Case for HPE ControlPointPage 3 of 18

Executive SummaryThis central records repository is a digital recordkeeping solution that assists users to savedocuments (including emails) directly to it, and also has automated processes to managerecords of high business value stored in other systems. HPE Records Manager/ContentManager (HPE RM/CM) is such a solution that links to a number of business systems orinformation repositories to form an overall Digital Recordkeeping Platform.HPE ControlPoint links to HPE Records Manager/Content Manager tomanage and control records across multiple repositories. It analysesthe information environment, assesses the value of the information,finds security related information, controls records through policy, andharnesses the information for reuse.While there may be a number of products that make up the Digital Recordkeeping Platform, inthis analysis only the HPE ControlPoint product is analysed to determine the product’sindividual cost-benefit.The Business Case for HPE ControlPointPage 4 of 18

Business Case for HPE ControlPointBusiness Case for HPE ControlPointA Digital Recordkeeping PlatformMost organisations have an information management environment where information of allforms is managed in a variety of silos and formats: recordkeeping systems, personal andshared network drives, SharePoint, email, Financial and HR systems, and line-of-businesssystems.Digital information in most organisations is distributed across multiplerepositories. Only about 30% of this has business value, but the abilityto identify and harness this value is difficult.The US Compliance, Governance and Oversight Counsel (CGOC) conducted a survey in 2012that revealed on average 1% of organizational data is subject to legal hold, 5% is subject togovernmental regulatory retention requirements, and 25% has some business value. Thismeans that around 31% of the existing information held in file stores, email systems, andother line-of-business systems could be considered records of true value.If these records are not identified, managed and accessible, then the true value of thisinformation cannot be harnessed. Not only is this a productivity loss, but discovering andmanaging these true records is a difficult problem that can carry significant cost. Further tothis, there are critical security and privacy risks in some of this information, such asuncontrolled Tax File Numbers, credit card numbers, personal details and passwords, thatorganisations need to manage to meet compliance and regulation requirements.This also means 70% is redundant, trivial and obsolete informationthat carries a significant cost to store and manage.The flip side to this issue is that the 2012 CGOC Study pointed out that the remaining 69% ofthe enterprise’s information is redundant, obsolete and trivial information that carries asignificant cost in storage and productivity. The Study concluded that this information couldbe defensibly deleted without adversely affecting the organization, thus reducing the overalldigital storage footprint significantly and producing storage savings.A digital recordkeeping platform is recommended to identify, sanitise,manage and migrate records across multiple information repositories,including file stores, email, SharePoint and email.In this dynamic environment there is often an organisational culture where staff have afreedom of choice when it comes to using systems and storing information. Therefore it isThe Business Case for HPE ControlPointPage 5 of 18

Business Case for HPE ControlPointvery difficult for organisations to replace all information repositories with an enterprise-wideEnterprise Content Management (ECM) or Electronic Document and Record ManagementSystem (EDRMS). Instead, a digital recordkeeping ‘platform’ can be implemented to provideECM/EDRMS functions in targeted areas, and also be used to identify, link and managerecords in key repositories across the environment.This fully implemented Digital Recordkeeping Platform would be a vehicle for delivering anexciting change within the information environment and transition the organisation to digitalrecordkeeping. It can deliver ‘trusted sources of information’ within the organisation, which iswhere Business Information Systems are identified as ‘trusted sources’ for managing particularinformation types underpinned by the Digital Recordkeeping Platform. Each ‘trusted source’would manage the identified key information stored within it using records compliance lifecycles.This will allow the creation of ‘trusted sources’ of information,underpinned by the digital recordkeeping platform.All trusted sources can then be governed by this platform, bringing the trusted sourcestogether into an information management and governance framework. The platform wouldenable the migration and/or capture of digital records from these sources into therecordkeeping system, or the application of in-place recordkeeping policies to the informationin its existing repository. These elements would be brought together as a platform wheredigital recordkeeping services are accessed across an integration layer within the ITenvironment.This Digital Recordkeeping Platform, as shown in Figure 1, can be expanded to include thecapture of records from business processes or from various presentation interfaces, whetherthat be desktop, web, collaborative workspace, or mobile device. Therefore it is a multilayered platform that includes the services layer, an integration layer, a business processlayer, and the presentation layer. At each layer several products or components may exist.The Business Case for HPE ControlPointPage 6 of 18

Business Case for HPE ControlPointFigure 1: Digital Recordkeeping PlatformDigital recordkeeping is the coreThe core solution would assist users to save documents (includingemails) directly to it and become a central repository of high valuebusiness information that meets recordkeeping requirements.The core solution would be a digital recordkeeping solution that, out-of-the-box, providesusers with the ability to share and access information securely. The digital recordkeepingsolution could provide an enterprise system that underpins the day-to-day applications usedby staff, transparently capturing and managing digital objects. The digital recordkeepingsolution would then assist users to save information directly to it and become a centralrepository of controlled and managed documents (including emails) that meets recordkeepingrequirements.The digital recordkeeping solution would enable the management of documents and filesregardless of their format or storage location. This would include all forms of electronicdocuments created via email, word processing applications, scanned documents and paperfiles.The Business Case for HPE ControlPointPage 7 of 18

Business Case for HPE ControlPointAdditionally, hardcopy records can be managed through a combination of file requests andusing scanning technologies to convert paper-based information into digital forms. Onceconverted into digital form the paper based copy can be legally disposed. The end goal wouldbe to remove the use of all hardcopy files.Integrating or underpinning corporate applications with the digitalrecordkeeping platform would provide a means for transparentlyclassifying, sanitising and sentencing data in those applications.The solution is then expanded to form the Digital Recordkeeping Platform that provides ameans for transparently classifying, sanitising and sentencing data from both existing andfuture corporate systems, and subsequently managing its timely destruction. This allows vitalsystems such as HR, Finance and email systems, which do not have a native recordsmanagement capability, to capture, manage and control records within it, thus making themcomply to ISO16175 Principles and Functional Requirements for Records in Electronic OfficeEnvironments.Products to supply the PlatformHPE Records Manager/Content Manager is a strong product that can provide the required coredigital recordkeeping solution. It is well supported in the Australian and New Zealand markets,and links to a range of information governance products to provide the Digital RecordkeepingPlatform described above.Industry analysts Gartner and Forrester conclude that HPE Records Manager/Content Manageris a leader in the ECM market1. ECM is a superset of EDRMS, and includes technologies suchas web publishing and scanning. In Australia HPE RM/CM is the most prevalent ECM solution,occupying 75% of the Federal Government market, around 40-55% of the State Governmentmarket, and similar for local governments2. The product also has good private organisationcoverage, and is prevalent in the superannuation, education, and not-for-profit sectors.Gartner Magic Quadrant for Enterprise Content Management , September 2015 and TheForrester Wave: Enterprise Content Management, Q3 201312iCognition survey for Department of Communications, 2015The Business Case for HPE ControlPointPage 8 of 18