SharePoint Governance Execution

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1 SharePoint Governance Execution by Edward Cedeno 1

2 Agenda SharePoint Governance Execution 1 Principles for Successful SharePoint Governance Execution 2 SharePoint Governance Execution Challenges Tools to help you succeed 3 Content Shield A proactive approach to ensuring that content is compliant 4 Auditor Proving that you are compliant 2

3 Principles for Successful Governance Execution Procedural Rigor make compliance part of the system, and as automatic and unobtrusive as possible; Automated controls are preferred. Auditing and Logging enables visibility, transparency, and accountability to system activities. Can catch flaws, understand it, and take corrective action Not only do you have to do it, but you have to prove it 3

4 Governance Execution Challenges Tools to help you succeed Permissions Administration Taxonomy Content Management Retention Storage Optimization Content monitoring Content t Shield Prove compliance Auditing 4

5 Content Shield User Scenarios Block known non compliant data from being added to SharePoint 1 E.g. Copyrighted material will not be added to the portal without the proper licensing or approval 2 Content policies can be specific in scope granular control of content shield policies 3 Content polices can set to the right level of responsiveness Real time or scheduled content shield protection 4 5

6 Content Shield Scans for Patterns Upload / New Item Block SharePoint Quarantine SharePoint Central Admin Content and metadata is checked against customizable dictionaries SharePoint Content Also performs periodic scans of data already in SharePoint 6

7 Auditor User Scenarios Know who has accessed what when 1 Record and track all user interactions, security changes, and search queries in any or all of your Microsoft SharePoint environments Track Employees SharePoint Usage See everything an individual employee or group of employees has done and is doing in your SharePoint environment. Track an Item Through its Entire Life See what happened to a document, including when it was created and by whom; who has viewed it when; and when it was deleted and by whom. Audit SharePoint Search See who has performed a search, for what, and when. See how often an item is returned in search results. 7

8 DocAve Auditor Granular Auditing Site deletion can also be audited SQL Content DB Periodically offloads Audit data to file system, minimizing load on SQL server. Create reports with advanced filtering, search, and browsing functions. SharePoint Environment User Access Can directly create reports from file system. Report creation will be done completely outside of the SQL server, minimizing drain on performance. Schedule Periodic Reports for monitoring 8

9 Strategies and Tools DocAve Auditor Single console for specifying enterprise-wide audit policies and parameterized reports for all Web applications and site collections Enable auditing at a coarse or granular level Obtain critical metrics on asset usage such as time-viewed, modified, deleted, etc. Extracts data to media server for optimal storage Easily search or filter audit reports to simplify analysis Track the life of an item 9

10

11 Q&A Thank You! 11

12 Globally Case Studies 12

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