Enterprise Compliance in SharePoint and Office 365
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A look at compliance in the cloud, compliance in social, and an exploration of social policy with a focus on SharePoint and Office 365.
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Enterprise Compliance in SharePoint and Office 365
- 1. Tweet me: @joeloleson #AIIM14 SharePoint 2013, Office 365 and Yammer Enterprise Social Compliance Joel Oleson Director Technical Evangelism ViewDo Labs @joeloleson CollabShow.com
- 2. SharePoint Joel “Most Connected Man in Collab” • Forbes: #1 SharePoint Influencer 2012 • Voted Most Popular SharePoint Blog 2012 SharePointJoel.com now CollabShow.com • Global Epic Traveler -‐ TravelingEpic.com -‐ Over 115 UN Countries hVp://www.collabshow.com hVp://www.traveligepic.com 2
- 3. Tweet me: @joeloleson #AIIM14 Agenda • Compliance in the Cloud Wave • Compliance in the Social Wave • Social Policy Explora[on…
- 6. Tweet me: @joeloleson #AIIM14 Understanding Compliance The act or process of doing what you have been asked or ordered to do… -‐ Webster's Dic[onary
- 7. www.aiim.org/infochaos Do YOU understand the business challenge of the next 10 years? This ebook from AIIM President John Mancini explains.
- 8. Microsoa Vision for Compliance Features Empower the User Enable the Compliance Officer In Place and Extensible Easy for IT Exchange, SharePoint, Windows Outlook, Word, PowerPoint, SharePoint, Mobile Apps Exchange, SharePoint, Lync, AD, File Server, third parEes Exchange, SharePoint
- 9. Microsoa Strategy: In-‐Place Build compliance into the applica[ons Index or Ingest to extend Unify compliance experience and configura[on across the suite Bloomberg Immutable SharePoint Immutable Exchange Lync 3rd Party Archives Compliance DeleteDiscoverArchive EncryptAudit DLP Preserve … Exchange SharePoint Others Archive eDiscovery and Compliance Tradi[onal Compliance
- 10. Enable Compliance Officers New Compliance Center
- 13. Tweet me: @joeloleson #AIIM14 SharePoint 2013 eDiscovery • The eDiscovery Center -‐ central SharePoint site used to manage preserva[on, search, and export of content stored in Exchange and SharePoint across SharePoint farms and Exchange servers. • SharePoint In-‐Place Hold -‐ preserves en[re SharePoint sites. In-‐ Place Hold protects all documents, pages, and list items within the site but allows users to con[nue to edit and delete preserved content. • Exchange In-‐Place Hold -‐ preserves Exchange mailboxes. In-‐Place Hold protects all mailbox content through the same UI and APIs used to preserve SharePoint sites. • Query-‐based preservaKon -‐ allows users to apply query filters to one or more Exchange mailboxes and SharePoint sites and restrict the content that is held.
- 14. Exchange In-‐Place Archive SharePoint Records Center Outlook OWA Retain folder hierarchy
- 15. Exchange Dele[on Policies SharePoint Document Dele[on Policies
- 16. Exchange Preserva[on SharePoint Preserva[on
- 20. Case Study from Microsoa LCA: Average from FY11-‐13 45 people under legal hold 1.3TB 13 people’s data searched 288.8GB Reviewed 16.8GB Produced 4GB Used 249 pp. Courtesy Microsoa
- 21. Pre-Office 2013 eDiscovery workflow at Microsoft Exchange Mailboxes Local Data SharePoint File Shares Li[ga[on Data Repository Data Minimiza[on Tool Linear Review Tool Review AVorneys Tiffing and Produc[on Tool Produc[on Set • Completely Outsourced • Inside Corp Firewall • Managed by MSIT • En[rely MS technology • Outside Corp Firewall • Co-‐managed by MS FTEs and Data Center Vendor • Third party technology Courtesy Microsoa
- 22. Office 2013 eDiscovery workflow at Microsoft • Completely Outsourced • Inside Corp Firewall • Managed by MSIT • En[rely MS technology Exchange Servers Local Data SharePoint Linear Review Tool Review AVorneys Tiffing and Produc[on Tool Produc[on Set File Shares .pst content Non-‐.pst content Courtesy Microsoa
- 24. “Controlling Social is like Herding Cats” courtesy EDS hVp://www.youtube.com/watch?v=Pk7yqlTMvp8
- 25. Business Governs People Not Tools
- 26. Key Roles Role DescripKon ResponsibiliKes Community Manager(s) Responsible for managing the Yammer community (Typically from Communica[ons or Marke[ng) Vision/Strategy, User Account mgmt, manages adop[on & policy enforcement Yambassadors Business embedded influencers who have strong use of the platorm Provide vision and direc[on for their business units. Explain soc bus value. Report policy viola[ons Group Admins Manage groups on Yammer and cul[vate conversa[on within teams and groups Keeps harmony within the group. Monitors conversa[on and engages. Power User/ Contributors User who has a good understanding for crea[ng polls, following topics, noteboards and leveraging the platorm Keep policies and engage with the community Sys Admin Installs apps, configures webparts, AD sync, Profile config Manages Technical requirements.
- 27. Tweet me: @joeloleson #AIIM14 The Problem with Social… So much of the intellectual property in a company is Eed up in the interacEons between people. We see it crisscross many organiza[ons today as email and aVachments… We see it show up as conversa[ons and documents in the network. Jared Spataro, Sr. Director Office Divison, “Puung Social To Work” hVp://blogs.technet.com/b/microsoa_blog/archive/2012/11/12/puung-‐social-‐to-‐work.aspx
- 28. Tweet me: @joeloleson #AIIM14 Go Yammer! Yammer is our big bet for enterprise social, and we're commiVed to making it the underlying social layer for all of our products. It will power the social experiences in SharePoint, Office 365, Dynamics, and more. -‐-‐ Jared Spataro, Senior Director, MicrosoI Office Division hVp://blogs.office.com/b/sharepoint/archive/2013/03/19/yammer-‐and-‐sharepoint-‐ enterprise-‐social-‐roadmap-‐update.aspx
- 29. Yammer of the Future…
- 30. Yammer Security • Monitor Keywords • All connec[ons are SSL • Encrypted Email TLS transport if you support it on your side • All data is considered • Yammer’s offsite SSAE16 SOC1 data center provides 24/7/365 video surveillance, biometric + pin-‐based locks • Data is backed up mul[ple [mes per day strong disk encryp[on. Backup SSH • Internal and external vulnerability scans and penetra[on tests • Third-‐party in-‐depth quarterly security reviews
- 31. Social Compliance Recommenda[ons • Determine reten[on policies – Regularly export conversa[on streams (i.e. daily, weekly, or monthly) – Add export CSV file as Record in ECM • Social Policies • User Agreement
- 33. Cloud Enterprise Informa[on Architecture Unstructured Structured Intranet Central Portal Departmental Sites Groups and Team Sites & Workspaces Yammer • Groups Office 365 • Team Sites • Email Personal Storage Fav & Follows • SkyDrive Pro • My Site • My Tasks • My Documents • Docs I’m following • People I’m following On Prem Cloud SharePoint 2013 • Department ECM • Doc Mgmt • Workflows • Custom Apps SharePoint 2013 • Search • News • Naviga[on
- 34. Enterprise Informa[on Architecture Structured Intranet Central Portal Departmental Sites Groups and Team Sites & Workspaces (Non Customized Light branding) Yammer • Groups Office 365 • Team Sites On Prem Cloud SharePoint 2013 • Department ECM • Doc Mgmt • Workflows • Custom Apps SharePoint 2013 • Search • News • Naviga[on Personal Storage Fav & Follows • SkyDrive Pro • My Site • My Tasks • My Documents • Docs I’m following • People I’m following Unstructured
- 35. Hybrid Enterprise Informa[on Architecture Unstructured Structured Intranet Central Portal Departmental Sites Groups and Team Sites & Workspaces Yammer • Groups Office 365 • Team Sites • Email Personal Storage Fav & Follows • SkyDrive Pro • My Site • My Tasks • My Documents • Docs I’m following • People I’m following On Prem Cloud SharePoint 2013 • Department ECM • Doc Mgmt • Workflows • Custom Apps SharePoint 2013 • Search • News • Naviga[on
- 36. On Premises Lives On “When it comes to the cloud, we're "all in," but we're also realis[c. We have a large on-‐ premises installed base that's important to us, and we're commiVed to future releases of the server.” -‐-‐ Jared Spataro, Senior Director, MicrosoI Office Division hVp://blogs.office.com/b/sharepoint/archive/2013/03/19/yammer-‐and-‐ sharepoint-‐enterprise-‐social-‐roadmap-‐update.aspx
- 37. Third Party Tools Examples • SharePoint Governance and Compliance – Metalogix – AvePoint • SharePoint Encryp[on and Security – Cipherpoint – Stealth Soaware • Yammer Analy[cs and Compliance – ViewDo Labs – Good Data
- 39. Takeaways… Q&A • eDiscovery center is designed for Office 365 and On Premises and requires both if you have both. • Social Compliance requires governance and policies to be created. • Establish Social Policies that can be enforced through rou[ne maintenance and with community leader(s) • Lead and govern don’t try to control