This implementation of SharePoint for records management, for Rockwell Automation, led to Microsoft awarding Concurrency “2012 Microsoft Partner of the Year for Content Management.” Concurrency was honored among all Microsoft partners worldwide as #1 for content management solutions.
Rockwell Automation’s internal legal and intellectual property department needed a solution to alleviate disorganization and improve onsite and remote workflow practices. The department also wanted to set an example for the company with regard to information security and records management. The challenge was to provide a system specifically tailored to the legal department’s needs, which would be easy to use and also provide sufficient structure for integrated information security and records management.
Rockwell Automation’s need for a solution scalable to large size required an infrastructure platform carefully designed to accommodate data expansion. Concurrency leveraged its established work program, initially conducting an Infrastructure Review, and then developing a SharePoint Infrastructure Design to accommodate the capacity, performance, availability and recovery requirements of the business.
Concurrency then planned and implemented the production environment. Concurrency built the infrastructure on base Windows Server 2008 R2 platforms and set up the SharePoint server farm consisting of SharePoint 2010 Web Servers, Application Servers, FAST Search Server, Domain/Active Directory Servers, and a SQL Database Server. Concurrency worked in close coordination with multiple additional Microsoft partners, including K2, Idera, Fujitsu, and Harmon.ie.
The intricacy and sophistication required in the infrastructure and taxonomic planning for a solution scalable to 30 terabytes required close partnership between Rockwell and the Concurrency consultants, who gained a detailed understanding of the company’s needs during provision of sites by metadata type. As a whole, the project comprised more than four web applications, more than two hundred site collections, and more than 500 sites. Site collections were planned in fine detail before roll-out to ensure space requirements would be met.
“Prior to implementing their SharePoint solution, electronic records management within Rockwell Automation’s legal department was entirely manual and only performed as part of a records clean-up activity driven by our corporate records manager. Now records management is process driven and automated, greatly improving both efficiency and compliance to corporate records retention policy. This is serving as an example for the rest of Rockwell Automation.”
Without a doubt, the most critical value provided by this solution relates to management and security of legal documents, including their disposition according to established policies. While the economic benefits of limiting legal liability are difficult to quantify, other benefits are more readily quantifiable. For example, automated processes relieve records-management employees of manual processes. Other personnel-related benefits are derived from the collaborative side of the solution, which allows secure collaboration of both internal staff and external legal counsel. Huge benefits in search have also driven business productivity gains.
“With our requirements pushing the boundaries of Microsoft SharePoint 2010, Concurrency has helped us work through the issues and develop a superior implementation.”download file