SharePoint, Office 365, OneDrive for Business Integrated Information Governance Solutions Martin Garland Founder and President Concept Searching marting@conceptsearching.com Twitter @conceptsearch Mack Sigman Director, Service Line Lead Avanade President and Founder FEDSPUG mack.a.sigman@avanade.com Twitter @Mack_Sigman John Challis Founder and CEO/CTO Concept Searching john@conceptsearching.com Twitter @conceptsearch
Expert Speakers Martin Garland Founder and President of Concept Searching has over 21 years experience in search, classification and enterprise content management within the broader information management industry. His expertise has been instrumental in assisting multi-national clients in diverse industries to understand the value of managing unstructured content to improve business processes. Mack Sigman Director, Service Line Lead Mid Atlantic Region at Avanade, and President and Founder of the Federal SharePoint Users Group (FEDSPUG) has 28 years experience in the information technology arena, including considerable expertise in portal design, information architecture and knowledge management. He has been named in the top 50 most influential people in SharePoint. John Challis Founder and CEO/CTO of Concept Searching is an experienced entrepreneur, having had success with several previous ventures involving the management of unstructured data. He is the originator of the company s compound term processing technology and is the driving force behind the product strategy.
Agenda Introductions Cloud usage today The trends and the use of Metadata Overview of Compliance and Governance Issues SharePoint Office 365 OneDrive for Business Deploying Office 365 and OneDrive for Business and The Risks and Challenges Is out of the box enough Does Microsoft have you covered? Demonstration Summary Questions
This is what CIOs are complaining about Overwhelmed by the data volume and velocity of Big Data I m scared to death of what might be in our file shares and email ediscovery issues (data privacy) in data consolidation/migration projects Timely access to information across organizational silos Multiple Software Tools Stakeholders are confused, which tools do we use? User adoption continues to be a challenge Users are frustrated Records Management requires more effort than the benefit it brings them
What s in the future for SharePoint, Office 365, and OneDrive for Business? Future focus on application-specific challenges that are directly related to ROI, enterprise risk, and non-compliance Enterprise metadata repository (70%) ediscovery (82%) Records Management (70%) Data Security (66%) Migration (66%) Future focus on application-specific challenges that are directly related to business performance, productivity, and communication Content management (42%) Collaboration (56%) Search (51%) Social Business (71%) Text Analytics (86%) Despite the hype surrounding information governance, most SharePoint organizations aren t addressing the topic from an enterprise perspective, but at the application level, if they are addressing it at all Concept Searching 2014 SharePoint and Office 365 Metadata Survey
What are organizations doing in the Cloud today? For those organizations that are using the cloud, or a hybrid environment, what are most of them doing in the cloud? Collaboration* Accessing and uploading applications not supported or vetted by the enterprise ShareFile, Dropbox, personal email accounts The average company uploaded 86.5GB of high risk applications (Skyhigh) Problem: BYOD and Bring Your Own Application (BYOA) * 81% of end users define collaboration as email (Dell The State of Corporate Email ) Despite the benefits of cloud, why slow adoption? 52% of large companies and 33% of small/medium companies have concerns about security in the cloud (Bitglass) Lack of compliance and audit capabilities (and cloud ready solutions) 70% of organizations currently use SharePoint but nearly 50% of them have reservations about its ability to meet their compliance requirements (AIIM)
Challenges of the Cloud How do you protect what you don t know exists? If the average number of cloud applications is 508 per organization how many transport rules must be written and maintained, assuming IT knows about the applications? What if they don t? Sources: Ponemon, Bitglass, Skyhigh Networks Security Will the MS announcement of the availability of DLP in Office 365 mitigate security fears? It is a significant enhancement that plugs gaps in Office 365 and will be beneficial to all cloud enterprises Will DLP in Office 365 and OneDrive for Business fix the gaps in security? No Challenge The average number of cloud applications in use per organization grew to 508 this quarter (2014) from 461 last quarter IT underestimates cloud application usage by 90% 36% of business critical applications are in the cloud, and IT isn t aware of at least half of them The majority of data breaches are caused internally, either intentionally or unintentionally. Remember Edward Snowden? Records Management 100,000 international laws and regulations apply to Fortune 1000, cloud business processes must be developed to address compliance (Ryley, Carlock, & Applewhite, PC) Challenge Ensuring lifecycle management of all Documents of Record, regardless of where they are stored, integration with Records Management applications on-premise Records Standards such as DoD 5015.2, ISO-15489 (available in SharePoint and third party providers), Must ensure complete disposition of records Canadian government does not allow data to be placed on foreign/us servers
Challenges of the Cloud Search Cloud assumes ubiquitous access from any device from anywhere Users are still spending 10 hours per week searching Challenge Remote security access, support for multiple devices with equivalent access levels, questions of where content is stored (physical location) Migration Elimination of dark content up to 69% of enterprise content can and should be deleted (Ryley, Carlock, & Applewhite, PC), 60% of documents are obsolete (e.law), 50% of documents are duplicates (Equivio) 44% of organizations felt they had a poor content strategy Challenge Garbage in garbage out, mass moving content What goes where, security, access considerations Poor migration = poor search Enterprise Metadata Repository MS does not generate semantic (multi-term) metadata; MS does not provide auto-classification; Term Store good, but still rudimentary Challenge Develop enterprise metadata repository that spans on-premise and cloud Manual tagging
Where do you start? Or what have you overlooked?
Who is Mack Sigman? Microsoft Certified Systems Engineer specializing in SharePoint and Information Worker collaborative solutions Retired Naval Officer (retired at the rank of Commander), Tin Can Driver, Black Shoe Snipe Chairman of the Federal and DoD SharePoint Users Group/ Women in SharePoint DC Recently named in the top 50 most influential people in SharePoint Currently Director, Collaboration Services Service Line Lead - Mid Atlantic Region for Avanade Chairman of the Federal and DoD SharePoint Users Group http://www.fedspug.org Previous engagements included: Marines.mil USAF AFCENT NCIS FBI DTRA DLA DCWASA NOAA/NWS USDA Dept. of Ed, Dept. of Interior, etc, etc, etc
Who is Avanade? Avanade Inc. was founded in 2000 as a joint venture between Accenture and Microsoft to serve an untapped market for Microsoft-focused consulting services. The company provides IT services focused on the Microsoft platform for mid-sized to large enterprise organizations. Headquartered in Seattle, Washington, the company has 70+ locations worldwide. Top 100 Best Places to Work in IT: ComputerWorld (2013 and 2011), Business Insider Top 25 Best Tech Companies to Work For in 2011 and many more Avanade and Accenture have the most Microsoft Partner of the Year awards of any IT solutions firm in history. Together, we've collaborated on 10,000+ Microsoft-based business and public service projects for 3,700+ global clients Training Top 125 Award: Want a serious commitment to your ongoing training? Avanade ranks in top 100 for last 4 years (at #37 in 2013), and Consulting Magazine (2010) ranked us #2 in Training, #2 in IT services, and #5 in career development! Not just a Microsoft Gold Partner, but 20 earned Microsoft Gold Competencies, more than *any* other partner by far; and more Microsoft Enterprise Partner of the Year awards than any other partner Avanade has more Microsoft MVPs per capita of any large IT consulting firm, and more Windows Azure platform-certified developers than any other Microsoft partner, so you really do learn with the best here Over 3 million seats managed by Avanade of Microsoft Lync, Exchange, SharePoint and/or Office 365, and growing fast 1000+ SharePoint engagements completed, 2,000 SharePoint consultants, #1 in SharePoint certifications 30+ elite Microsoft Certified Masters and Architects, largest of any company outside Microsoft
Getting from Point A to Point B Is it possible? No native integration across all three products What to do about Search Security Records Management Migration ediscovery Content Management Enterprise Metadata Repository And, if you are really gung-ho Business Social Networking Collaboration Text Analytics What to do about Existing business processes Corporate policies in the cloud Compliance in the cloud Point A SharePoint Office 365 Point B SharePoint Office 365 OneDrive for Business OneDrive for Business
What is the challenge with SharePoint? Search SharePoint 2013 search is much improved in terms of features, but the same old problem of user tagging compromises the quality and relevancy of search results 85% of relevant documents are never retrieved in search (IDC) Security at the content level 83% of data harm/damage is due to user mistakes and accidents and only 1% to malicious, internal user behavior Probability of a material data breach in an organization with 10,000 records is 22% Average cost to an organization is $3.3 million (Ponemon Institute) Records Management 88% of organizations are challenged by regulatory change (Robert Half International) Less than 50% of content is correctly indexed, meta tagged, or efficiently searchable (IDC) Average cost of manually tagging one record is $4-$7 Migration Mass moves impact search, ediscovery, and content management Duplicates, content that should be archived, and just plain garbage are never addressed, and can be a storage issue
What is the challenge with Office 365? And See previous slide How do you manage security? What is required for applications? Multi-factor authentication, encryption, enterprise ready? The average organization loads 85.6GB of high risk applications to the cloud (Skyhigh Networks) How do you replicate your business processes in Office 365? How do you integrate with SharePoint applications that are not cloud ready? How do you manage all content and keep it in synch? How do you determine what content goes where? How do you audit for compliance? How do you identify and manage risk?
What is the challenge with OneDrive? What are your users doing, despite availability of enterprise tools? 89% of 5,187 full-time employees use consumer file synch and storage tools at work, despite the security risks 25% use three or more consumer/commercial products to get work done 44% rely on email and memory sticks (Ovum) Your content is only as safe as your dumbest user Do you know what is being saved to OneDrive? What is your tolerance for risk or loss of confidential information? In a BYOD world do you know what OneDrive is being synched to? How do you handle a lost device that is synched to OneDrive? Several organizations are turning off OneDrive for Business because there is no way to guarantee what is being posted there is compliant with governance, enterprise policies, and directives MDM can t fix it in a BYOD world Users may be unaware their My Documents are being auto synched to OneDrive Is this the right approach? So, what s in your OneDrive?
What if, everything in My Docs went to OneDrive Automatically? Easy enough to do Set My Documents to Synch with OneDrive Start Windows Explorer Windows Key + E In the left pane under Libraries expand Documents Right Click My Documents and choose Properties Select the Location tab Click Move Navigate to c:\users\%your user name% Choose OneDrive C:\Users\%your user name%\onedrive Click Select Folder Click Apply You will be prompted to confirm moving all your files from the My Documents to OneDrive folder Your My Documents folder is now called OneDrive and all Libraries, links and shortcuts update to reflect the change Microsoft Office applications will save to your OneDrive folder by Default So, let me ask you again? What s in your OneDrive?
What is the Risk with SharePoint, Office 365, and OneDrive? Loss of confidential information Proposals Pricing information Financial forecasts Negative reports Security information and protocols Legal liability PII/PIA/HIPAA Customer/Confidential information Corporate reputation Can you survive a loss of consumer faith? Can your boss?
Isn t OOTB good enough? Short answer, No You don t know what is being synched or loaded to OneDrive, in fact, your users may not realize what is being synched, so when they save that super secret quarterly earnings report to their My Documents Little integration between on-premise and hybrid environments Cloud is still risky business, unless managed in accordance with enterprise policy Lack of controls to prevent use and access to non-approved cloud services and applications Microsoft has a solution that will notify you that something is amiss, but. That might work if you have only 20, 30, maybe 100 personnel and OneDrives but can you realistically monitor 90,000 or more in that fashion? The solution must include additional automation and options such as DRM The solution must intercept content before it is available in OneDrive
What about Microsoft s Recent DLP Announcement? Only addresses the cloud Not hybrid Not on-premise The average number of cloud services used by an enterprise came in at 738, 10 times more than what IT typically expects from its employees, and you are going to hire how many more people? Does not really do much more than a well crafted search query Do you have the time to go look at 90,000 OneDrives and ensure Office 365 is not the repository for confidential information? and you are going to hire how many more people? Does not stop unauthorized cloud services from being placed in Office 365 or content in OneDrive, which means it is available until an admin goes in and identifies and removes it that might be hours, days, or never So, if you were a large pharma company and FDA wrote a nasty report on your new miracle drug, that report might be in the wild for hours, days or even a week before it is secured. Is that a risk you can live with?
Augment the Tools Microsoft gives you Why? An added value third party application able to generate and use intelligent metadata can deliver an organization significant benefits in terms of productivity, governance and compliance, across SharePoint, Office 365, and OneDrive What makes this different? Intelligence to identify and trap content as its migrated from file shares during the onboarding process Automation to move the content to a secure location for evaluation The option to invoke and kick off Information Rights Management The option and ability to expand this to include Documents of Record Aligns with governance policies across the organization, file shares SharePoint on-premise and SharePoint Online Most important, intercept and secure the content before it becomes available in OneDrive, and identify unauthorized cloud services or applications that have been loaded into Office 365
Walk me through how this works Demonstration
Where do we go from here? If you are only using Office 365 for email, and with the DLP announcement, you re in pretty good shape If not, then you need to do some serious planning to leverage the capabilities of Office 365 and OneDrive to enforce your on-premise enterprise policies, if only using Office 365 the same applies Get help when you need it one client spent 2+ years planning for a hybrid environment for Office 365 (although they had over 170,000 users) Seriously evaluate tools that can solve unstructured and semi-structured challenges in all environments preferably as an enterprise framework Neither SharePoint nor Office 365 has the capabilities needed Don t forget the users new policies, new procedures, and training
Upcoming Events If you are in the area, please join us at: SharePoint Saturday Richmond SharePoint Saturday Reston FEDSPUG/WSPDC Change your Search to Find On-premise and in the Cloud Webinar Tuesday, October 28 th - 11:30am 12:30pm EDT Sponsored by Concept Searching Text Analytics and SharePoint a Unique and Proven Approach Webinar Tuesday, November 18 th, 11:30am 12:30pm EST Sponsored by Concept Searching and Enterprise Knowledge
Thank You Martin Garland Founder and President Concept Searching marting@conceptsearching.com Twitter @conceptsearch Mack Sigman Director, Service Line Lead Avanade President and Founder FEDSPUG mack.a.sigman@avanade.com Twitter @Mack_Sigman John Challis Founder and CEO/CTO Concept Searching john@conceptsearching.com Twitter @conceptsearch