With all the raz-ma-taz around the release of SharePoint in May, and the rush to SharePoint deployments, many enterprises forgot to ask themselves whether they should deploy it. There are also possible GRC issues for open source GPL licenses, new research shows.

SharePoint Causing Compliance Problems?

Seems everyone’s ‘doing’ SharePoint at the moment, or at least wishes they were. Recent research from AIIM (news, site) shows that the pace of deployment gathers speed, especially since SharePoint 2010 was released.

However, from a GRC perspective, the research shows that many enterprises deploying SharePoint are not entirely clear why they are deploying with just 15% of enterprises adopting retention policies and legal discovery procedures.

The problems here are obvious, many are risking content chaos within SharePoint as well as outside of it, not to mention the compliance problems that this involves. And the problem appears to stem from a lack of understanding by management of what SharePoint should be doing for them.

The survey shows that half of the smaller businesses implementing SharePoint are addressing the issues of information management for the first time, while 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.

And it would appear that nothing is going to change quickly. 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.

However, the research 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 security, records management and archiving.

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.

EMC Expands e-Discovery Portfolio

EMC has recently announced two new products to the EMC (news, site) SourceOne family providing users with ways to manage growth, retention and e-discovery of unstructured content -- documents, audio and video files that reside on disparate systems.

With the new products, companies can take a first step to approaching information governance by identifying what is being stored where, putting them in a better position to understand and classify their data. The new products include:

  • EMC SourceOne File Intelligence: Provides insight into the volumes of unstructured content so customers understand what content they have, where it is stored and the value of the content. It can be set up to run regular scans of content in file servers using basic file attributes or conduct a more complex analysis based on the file content.
  • EMC SourceOne for File Systems: An archiving module for EMC SourceOne, EMC SourceOne for File Systems allows for the policy-based archival of inactive or duplicate content stored on file systems and enforces consistent retention and disposition policies over high volumes of unstructured content to ensure compliance with internal policies and external regulations.

SourceOne File Intelligence and File Systems are available now following a controlled release in June with a full release slated for the third quarter.

IBM Adds Compliance with BigFix Buy

IBM is also looking at the compliance and security market, this time with the announcement that it plans to buy compliance and security management company BigFix -- according to some reports for as much as US$ 400 million.

Big Blue says the deal will accelerate IBM's (news, site) efforts to help its organization more intelligently secure the enterprise by managing and automating security and compliance updates on thousands of computers globally.

It says that BigFix's real-time visibility and control for globally distributed computing devices will complement IBM's existing smarter data center offerings and strengthen its ability to build security into the fabric of the enterprise. The deal is expected to close in the third quarter.

OpenLogic Survey Shows High Risk of GPL Violations

Colorado-based OpenLogic (news, site), an enterprise open source solutions vendor, has just released the results of a survey that shows many companies are unaware that they may be distributing open source software, and thereby triggering critical "copyleft" provisions of open source licenses.

Under copy left provisions, companies may be required to open source code that they have written and combined with the open source program.

More than 65% of respondents who believed that they were not distributing open source software were in fact providing software to customers, partners or others outside the organization.

In addition, only 22% of companies were using any tools or services to determine whether software contained open source, despite the fact that 84% use open source software.

According to Kim Weins of OpenLogic many enterprises are operating in the dark about their open source usage with no accurate visibility into what open source software they are using.

If you want to follow this up, highlights of the survey can be accessed at the OpenLogic website.

New IBM RM Capabilities

And some final news from IBM that you may have missed. It has just announced that Lotus Domino environments with document management software DOCOVA can now do records management too: DLI.tools and Innovative Ideas Unlimited (IIUI) jointly announced the release of IIUI's Records Manager Express for DOCOVA.

IIUI's Records Manager Express module provides DOCOVA with DoD 5015.2 certified records management capabilities and further enables the software to provide compliance with Sarbanes-Oxley, HIPAA, and FDA 21 CFR Part 11 regulations.

Additionally, full auto-filing rules, records retention and disposition schedules can be maintained and managed without requiring any programming knowledge for Records Managers.