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Information Governance for Office 365

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Ensuring information governance with Office 365 And Alfresco from the Alfresco Meetup for Government, presentation hosted by George Parapadakis, Business Solution Strategy at Alfresco

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Information Governance for Office 365

  1. 1. Information Governance and Office 365 George Parapadakis Business Solutions Strategy
  2. 2. What is Information Governance? Information Governance is… a framework of people, principles, processes and tools which defines… why, when and how information is managed within an organisation in order to… maximise its value, fulfil obligations, reduce costs and reduce risk 2
  3. 3. What is the scope of IG? •  All information –  Structured and Unstructured –  Regardless of location –  Regardless of type •  All people –  Management, employees, contractors –  3rd parties & collaborators –  Citizens & members •  All functions –  Storage –  Security –  Legal –  Accessibility 3
  4. 4. How is O365 different? Heterogeneous tools… Desktop & Web Office tools SharePoint Sites OneDrive Synchronisation How do you decide where you put content? Capacity Limitations Security Privacy Collaboration Discovery Where does it connect to the business? Operational Applications Process Management Knowledge Management External Channels (EDI) 4 Exchange / Outlook Instant Messaging Office Groups On/Off – premises Tool-based Residency
  5. 5. What content lives in Office 365? Obvious •  Emails •  Contacts •  Calendar •  Word Files •  Excel Files •  PowerPoint Files •  One Note Files •  Pictures •  Videos •  PDFs •  Visio Files Not Obvious •  Surveys •  Wikis •  Blogs •  Announcements •  Web Links •  Issue tracking •  Custom Content Types •  Sway 5 Less Obvious •  Web Pages •  Instant Messages •  Skype Call Logs •  Skype Meeting Notes •  Newsfeeds •  Conversations DTI-Office-365-for-the-IG-and-eDiscovery-Professional-Part-I-Fundamentals
  6. 6. Information Governance features of Office 365 •  Archiving •  Auditing •  Data Loss Prevention •  Document deletion policies •  Encryption •  Information Management Policies •  Information Rights Management •  Messaging Records Management •  Mobile Device Management •  Records Management for SharePoint •  Site Closure policies •  Transport Rules 6 DTI-Office-365-for-the-IG-and-eDiscovery-Professional-Part-I-Fundamentals
  7. 7. •  Tool based policies •  Volume Limitations •  No Data Residency control •  Message Retention – Not guaranteed •  Legal Hold – mailbox only. BCC and distribution lists excluded. Limited to 15% •  Legal Search – granularity, scalability and speed issues •  Metadata, Classification, Taxonomies •  Data & Site Sprawl 7 The devil is in the detail! PROOFPOINT FOR OFFICE 365-SoluGon
  8. 8. The survey says… •  When asked how SharePoint aligns to their IG policies •  62% cite retention and disposition as their main misalignment •  45% say their metadata and taxonomy are not aligned •  25% do not differentiate records from content •  21% admit they have no Information Governance (IG) policies 8 “The Impact of SharePoint - 2016” – AIIM/Gimmal
  9. 9. Key IG Considerations •  Who “Owns” the problem? •  Who “Owns” the information? •  Where do you you find the deep skills needed? •  How do you keep policies in sync? •  How many 3rd party tools are needed? •  What happens when the next release comes out? •  What about all the content that is NOT in Office 365? –  RM Systems –  Other ECM repositories –  Shared file systems (on/off-premises) –  Earlier SP sites –  Legacy apps –  Paper files 9
  10. 10. Office 365 is not THE answer, only a component
  11. 11. Thank you! George.Parapadakis@Alfresco.com Skype: parapadakis.work

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