Tweet	
  me:	
  @joeloleson	
  	
  #AIIM14	
  
SharePoint	
  2013,	
  Office	
  36...
SharePoint	
  Joel	
  
“Most	
  Connected	
  Man	
  in	
  Collab”	
  
•  Forbes:	
  #1	
  SharePoint	
  Influencer	
  2012	...
 	
  	
  	
  	
  	
  	
  	
  	
  	
  	
  
Tweet	
  me:	
  @joeloleson	
  	
  #AIIM14	
  
Agenda	
  
• Compliance	
  in	
  ...
Conductor…	
  
hVp://www.ted.com/talks/itay_talgam_lead_like_the_great_conductors.html	
  
19:15	
  
 	
  	
  	
  	
  	
  	
  	
  	
  	
  	
  
Tweet	
  me:	
  @joeloleson	
  	
  #AIIM14	
  
Compliance	
  in	
  the	
  Cloud	...
 	
  	
  	
  	
  	
  	
  	
  	
  	
  	
  
Tweet	
  me:	
  @joeloleson	
  	
  #AIIM14	
  
Understanding	
  Compliance	
  
T...
www.aiim.org/infochaos	
  
Do	
  YOU	
  understand	
  the	
  business	
  	
  
challenge	
  of	
  the	
  next	
  10	
  year...
Microsoa	
  Vision	
  for	
  Compliance	
  
Features	
  
Empower	
  the	
  User	
   Enable	
  the	
  
Compliance	
  Officer	...
Microsoa	
  Strategy:	
  In-­‐Place	
  
Build	
  compliance	
  into	
  the	
  applica[ons	
  
Index	
  or	
  Ingest	
  to	...
Enable	
  Compliance	
  Officers	
  
New	
  Compliance	
  Center	
  
 	
  	
  	
  	
  	
  	
  	
  	
  	
  	
  
Tweet	
  me:	
  @joeloleson	
  	
  #AIIM14	
  
IT	
  Governs	
  Tools	
  Not	
  ...
 	
  	
  	
  	
  	
  	
  	
  	
  	
  	
  
Tweet	
  me:	
  @joeloleson	
  	
  #AIIM14	
  
SharePoint	
  ECM	
  Features	
  ...
 	
  	
  	
  	
  	
  	
  	
  	
  	
  	
  
Tweet	
  me:	
  @joeloleson	
  	
  #AIIM14	
  
SharePoint	
  2013	
  eDiscovery	...
Exchange	
  In-­‐Place	
  Archive	
   SharePoint	
  Records	
  Center	
  
Outlook	
   OWA	
  
Retain folder hierarchy
Exchange	
  Dele[on	
  Policies	
   SharePoint	
  Document	
  Dele[on	
  Policies	
  
Exchange	
  Preserva[on	
   SharePoint	
  Preserva[on	
  
 	
  	
  	
  	
  	
  	
  	
  	
  	
  	
  
Tweet	
  me:	
  @joeloleson	
  	
  #AIIM14	
  
Create	
  an	
  eDiscovery	
  Cen...
 	
  	
  	
  	
  	
  	
  	
  	
  	
  	
  
Tweet	
  me:	
  @joeloleson	
  	
  #AIIM14	
  
eDiscovery	
  On	
  Prem	
  &	
  ...
 	
  	
  	
  	
  	
  	
  	
  	
  	
  	
  
Tweet	
  me:	
  @joeloleson	
  	
  #AIIM14	
  
Case	
  Study	
  from	
  Microsoa	
  LCA:	
  	
  
Average	
  from	
  FY11-­‐13	
  
	
  
45	
  people	
  under	
  legal	
  ...
 
Pre-Office 2013 eDiscovery workflow at Microsoft
Exchange	
  Mailboxes	
   Local	
  Data	
   SharePoint	
   File	
  Shar...
Office 2013 eDiscovery workflow at Microsoft
•  Completely	
  Outsourced	
  
•  Inside	
  Corp	
  Firewall	
  
•  Managed	...
 	
  	
  	
  	
  	
  	
  	
  	
  	
  	
  
Tweet	
  me:	
  @joeloleson	
  	
  #AIIM14	
  
Compliance	
  in	
  the	
  Social...
“Controlling	
  Social	
  is	
  like	
  Herding	
  Cats”	
  
courtesy	
  EDS	
  
hVp://www.youtube.com/watch?v=Pk7yqlTMvp8...
Business	
  Governs	
  People	
  Not	
  Tools	
  
Key	
  Roles	
  
Role	
   DescripKon	
   ResponsibiliKes	
  
Community	
  
Manager(s)	
  
Responsible	
  for	
  managing	
...
 	
  	
  	
  	
  	
  	
  	
  	
  	
  	
  
Tweet	
  me:	
  @joeloleson	
  	
  #AIIM14	
  
The	
  Problem	
  with	
  Social…...
 	
  	
  	
  	
  	
  	
  	
  	
  	
  	
  
Tweet	
  me:	
  @joeloleson	
  	
  #AIIM14	
  
Go	
  Yammer!	
  	
  
Yammer	
  i...
Yammer	
  of	
  the	
  Future…	
  
Yammer	
  Security	
  
•  Monitor	
  Keywords	
  
•  All	
  connec[ons	
  are	
  SSL	
  
•  Encrypted	
  Email	
  TLS	
  t...
Social	
  Compliance	
  Recommenda[ons	
  
•  Determine	
  reten[on	
  policies	
  
– Regularly	
  export	
  conversa[on	
...
Informa[on	
  Architecture	
  
 Cloud	
  Enterprise	
  Informa[on	
  
Architecture	
  
Unstructured	
  Structured	
  
Intranet	
  
Central	
  Portal	
  
...
 Enterprise	
  Informa[on	
  Architecture	
  
Structured	
  
Intranet	
  
Central	
  Portal	
  
Departmental	
  
Sites	
  ...
 Hybrid	
  Enterprise	
  Informa[on	
  
Architecture	
  
Unstructured	
  Structured	
  
Intranet	
  
Central	
  Portal	
  ...
On	
  Premises	
  Lives	
  On	
  
“When	
  it	
  comes	
  to	
  the	
  cloud,	
  we're	
  "all	
  in,"	
  but	
  
we're	
 ...
Third	
  Party	
  Tools	
  Examples	
  
•  SharePoint	
  Governance	
  and	
  Compliance	
  
– Metalogix	
  
– AvePoint	
 ...
Takeaways…	
  Q&A	
  
•  eDiscovery	
  center	
  is	
  designed	
  for	
  Office	
  365	
  
and	
  On	
  Premises	
  and	
  ...
Enterprise Compliance in SharePoint and Office 365
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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. 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. 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. 3.                       Tweet  me:  @joeloleson    #AIIM14   Agenda   • Compliance  in  the  Cloud  Wave   • Compliance  in  the  Social  Wave   • Social  Policy  Explora[on…  
  4. 4. Conductor…   hVp://www.ted.com/talks/itay_talgam_lead_like_the_great_conductors.html   19:15  
  5. 5.                       Tweet  me:  @joeloleson    #AIIM14   Compliance  in  the  Cloud  Wave  
  6. 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. 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. 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. 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. 10. Enable  Compliance  Officers   New  Compliance  Center  
  11. 11.                       Tweet  me:  @joeloleson    #AIIM14   IT  Governs  Tools  Not  People  
  12. 12.                       Tweet  me:  @joeloleson    #AIIM14   SharePoint  ECM  Features  Over  Time  
  13. 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. 14. Exchange  In-­‐Place  Archive   SharePoint  Records  Center   Outlook   OWA   Retain folder hierarchy
  15. 15. Exchange  Dele[on  Policies   SharePoint  Document  Dele[on  Policies  
  16. 16. Exchange  Preserva[on   SharePoint  Preserva[on  
  17. 17.                       Tweet  me:  @joeloleson    #AIIM14   Create  an  eDiscovery  Center  
  18. 18.                       Tweet  me:  @joeloleson    #AIIM14   eDiscovery  On  Prem  &  Cloud  
  19. 19.                       Tweet  me:  @joeloleson    #AIIM14  
  20. 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. 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. 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  
  23. 23.                       Tweet  me:  @joeloleson    #AIIM14   Compliance  in  the  Social  Wave  
  24. 24. “Controlling  Social  is  like  Herding  Cats”   courtesy  EDS   hVp://www.youtube.com/watch?v=Pk7yqlTMvp8  
  25. 25. Business  Governs  People  Not  Tools  
  26. 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. 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. 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. 29. Yammer  of  the  Future…  
  30. 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. 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  
  32. 32. Informa[on  Architecture  
  33. 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. 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. 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. 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. 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  
  38. 38. 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  
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