Achieving Information Governance in SharePoint

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1 Achieving Information Governance in SharePoint Connecting SharePoint to your Information Governance Strategy April 4, 2013

2 Gimmal is a Solutions Company We extend the market-leading enterprise platforms with best-in-class information governance, compliance and business application software and services ERP-Link Suite Content Archiving and Collaborative Content Applications Compliance Suite and Unified Records Management For Electronic and Physical Information Governance Suite Content Consistency and Lifecycle control

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4 Principles Behind SharePoint 2013 We need the ecosystem more than it needs us The user should be in control end user experience trumps all Simple is powerful CLOUD FIRST Office is not the platform the web is the platform APIs should be independent of the implementation

5 Notable Enhanced Functionality Authentication Business Connectivity Services ediscovery Mobile Records Management Business Intelligence Social Computing Web Content Management Workflow Search

6 Considerations A Friendly SharePoint : D Everything is an APP Minimalist Empower the User Some things haven t changed

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8 New App Model: Past, Present and Future

9 New Governance & Compliance Features

10 Site Policies Sets the lifespan of the site Notification schedule Provides ability to automatically Close Delete Closed sites are removed from Outlook, OWA or Project Server

11 Site Policies

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13 Site Policies

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15 ediscovery ediscovery Center Content Sources In place preservation SharePoint Exchange Export Content

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20 Content Search Web Part New web part to aggregate content from aparticular scope Shows anything in the Search Index, from any source that has been indexed Follows security trimming rules Supports a rich set of dynamic values Leverages the new Display Templates

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22 Team Site Mailbox Documents are stored in SharePoint s are stored in Exchange Team Folders can receive s and have their own address Easy access to both from Outlook and SharePoint Unified compliance policy applies to both

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26 SkyDrive Pro, Synching & Sharing A document storage service that organizations provision and manage for their users SkyDrive Pro comes with several Office 365 plans, and with SharePoint 2013 Similar to its consumer counterpart, SkyDrive Pro lets people sync their work documents Save documents to SkyDrive Pro from Office desktop applications, or sync documents from any SharePoint library

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29 Cloud First

30 What does Cloud mean? Expense Mgmt, Financials, , CRM, Web Conferencing Collaboration Infrastructure, Platform, Software Office 365 Multi Tenant Exchange Lync SharePoint

31 Understand the Plan Office 365 Plans Enterprise / Education (Academic) / Government Plans Office365 Kiok Plans Office 365 Office 365 Small Business Small Business Premium Office 365 Midsize Business E1/G1 E2/A2/G2 E3/A3/G3 E2/A2/G4 E K1/G K1 E K2/G K2 Audience Workload Feature Developer Access Services YES YES YES YES YES YES YES YES YES Developer App Catalog (SharePoint) YES YES YES YES YES YES YES YES YES Developer App Deployment: Autohosted Apps YES YES YES YES YES YES YES YES YES Developer App Deployment: Cloud Hosted Apps YES YES YES YES YES YES YES YES YES Developer App Deployment: SharePoint Hosted Apps YES YES YES YES YES YES YES YES YES Developer App Management Services YES YES YES YES YES YES YES YES YES Developer BCS: Alerts for External Lists NO NO NO NO NO YES YES NO NO Developer BCS: App Scoped External Content Types (ECTs) NO NO NO NO NO YES YES NO NO Developer BCS: Business Data Webparts NO NO NO NO NO YES YES NO NO Developer BCS: External List NO NO NO NO NO YES YES NO NO Developer BCS: OData connector NO NO NO NO NO YES YES NO NO Developer BCS: Profile Pages NO NO NO NO NO NO NO NO NO Developer BCS: Rich Client Integration NO NO NO NO NO NO NO NO NO Developer BCS: Secure Store Service NO NO NO NO NO YES YES NO NO Developer BCS: Tenant level external data log NO NO NO NO NO YES YES NO NO Developer Browser based customizations YES YES YES YES YES YES YES YES YES Developer Client Object Model (OM) YES YES YES YES YES YES YES YES YES Developer Client side rendering (CSR) YES YES YES YES YES YES YES YES YES Developer Custom Site Definitions YES NO NO NO NO NO NO NO NO Developer Custom Site Provisioning NO NO NO NO NO NO NO NO NO Developer Developer Site NO NO YES YES YES YES YES YES YES Developer Forms Based Applications YES YES YES YES YES YES YES YES YES Developer Forms on Spreadsheets YES YES NO NO YES YES YES NO YES Developer Full Trust Solutions NO NO NO NO NO NO NO NO NO Source: us/library/jj aspx

32 New Office 365 Functionality Functionality Office 365 (2010) Office 365 (2013) Site Creation Content Type Hub Send To Locations Records Center ediscovery ediscovery Site Client Development MySites SAP Integration (Duet) Cloud Development

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34 How

35 Information Lifecycle Hold Temp Retention 90 Days Location(s) Network Shares Inbox Work in Progress Disposition Retention 12 Months Location(s) SharePoint Final Retention Retention Schedule Location(s) Records Center Retention Location Metadata Security Versions Disposition Metadata Name Metadata Name Content Type Metadata Name Content Type

36 Retention Categories & Content Types Business Function Retention Category (Big Buckets) Enterprise Content Type Organizational Content Type Local Content Type LEG01: Contracts Employee Agreements Employee Agreements Legal (LEG) Vendor Contracts Master Service Agreements LEG02: Litigation Bankruptcy Files Mediation Records Non Disclosure Agreements Statements of Work

37 Record Strategy In Place Records Ability to declare an item a record in the original location Prevents editing/modification Record Center Centralized management of records Numerous features enabled by default Multi Stage Hybrid Leverages multiple policy stages In Place used short term Record Center used long term HR Site Project Site Procurement Site

38 Content Organizer & Routing Automatically routes documents to libraries and folders based on rules Provides Send To functionality Submissions routed automatically Can be used to control the number of documents in a specific folder (Partitioning)

39 Content Organizers Single Send To Scale-Out Easily Move Content Training

40 User Adoption Metadata vs Tagging Required vs Generated Metadata Know your Competition What s in it for me?

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43 Consistency Creation of an Information Architecture Site Standardization Functionality and Organization Leave room for flexibility

44 Governing the People Some SharePoint Sites will be managed and under the Information Architecture But without proper Site Provisioning in place Sites can live disconnected from the corporate Information Architecture SharePoint Admin SharePoint does not come with Complete Site Governance control

45 What are we doing with content over the long term? What are we doing to leverage the value of the dormant content living in our environment? Of SharePoint Sites are Over time inactive or orphanedthis bar moves What about those File Shares we were thinking of moving to SharePoint?

46 Quick Guide

47 Records Management Reality Solution Lack of Information Lifecycle Well defined Information Lifecycle Content Types typically not used, or not consistently Content disposal and retention policies are not used or applied per business rules Records Management separated from content management Records Center not structured like file plan or retention schedule Standardized Content Types Retention rules applied to all content based on Lifecycle State, Content Type or other criteria Records Management just another state in the Information Lifecycle Enhanced Records Management Functions

48 Site Governance Reality Non standard site proliferation Administration not controlled Inconsistent application of security Content ownership unclear Static Site Templates established Sites abandoned or become stale Solution Controlled, workflow based process for deploying compliant sites Adds administrative roles, controls highly governed activities Standardized security model Standardized methods for assigning ownership Dynamic Application of Governance Changes

49 Usability Reality Solution Lack of standards for locating content Over reliance on search Single search box not functionally rich Unwanted search results Search results cannot be acted upon Inconsistent use of meta data Lack of standard publishing model Lack of support for bulk functions Standard libraries, content types to expedite nav & define search scopes Extended, parametric search Expanded functionality for search results Meta data rules inheritance support Enhanced document template support Standard publishing model Standard security model Drag and drop support

50 Information Management Information Governance DoD Fortune SharePoint 72 Site Gov/Commissioning Metadata Rule Mgmt Auto Classification Usability Enhancements Physical Records Compliant Content Transfers Container Open/Close Vital Records Metadata Based Security Forensic Destruction Event Based Retention Case File Retention Formal Disposition /Outlook Integration Retention Policies Time based retention Classification Some aspects attributed to: RIMtech Inc. Bruce Miller RIMTAR Report

51 Summary Behind the Development of SharePoint 2013 New Features SharePoint & The Cloud Information Governance & Compliance

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53 Questions

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