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Transcript of "Governance policies records"
» SharePoint Development Lead – Sony (SNEI)
˃ Previous Employer (5 Years) – Qualcomm Incorporated
» Based in San Diego, California
» Expertise: Enterprise Content Management, Collaboration
Strategy, Governance, Migrations, Development, Architecture.
» Publications -
˃ File Analyzer on the Web (IEEE)
˃ Finite Automata Visualization (Link)
˃ Intergalactic travel using laser powered robots (Link)
˃ Smart Tanks - Armed Unmanned Ground Vehicles (Link)
˃ Doctorate in Business Administration
˃ Masters of Science Computer Science
» Blog - http://spdevstore.com/
» Twitter - @spdevstore
» LinkedIn – http://www.linkedin.com/profile/view?id=15715591
» Governance Overview
» Record Management
» Information Management Policies
» Best Practices
˃ Custom Post Provisioning Provider
» Record Center
˃ Custom Record Center File Submission
˃ Custom Record Center Router
» Information Management Policy
˃ Custom Expiration Formula
˃ Custom Expiration Action
˃ Custom Simple IM Policy
˃ Custom Configuration IM Policy
˃ Custom Department Tagging Policy
˃ Custom Attach Policy to Content Types
˃ Custom Advanced Search Web Part
» Feature Stapling
˃ Custom Feature Stapling
“Governance is the set of policies, roles, responsibilities,
and processes that guides, directs, and controls how an
organization's business divisions and IT teams
cooperate to achieve business goals.”
“Governing SharePoint is not just throwing a team
together or rehashing old policies. Design and
configuration of SharePoint is a key responsibility for
modern IT Business Analysts”
» No Quotas, No Blocked File Types, No Policies
» Unreliable support
» No strategy, no training
» Not defining policies on what to use SharePoint for (and
what not to use it for)
» Empowering users without appropriate training and
» Letting users manage security when they have no clue
what they are doing
» Not planning for scale and/or growth
» No life cycle management
» Not testing the backup/recovery process
» Quotas – Quota templates define how much data can be stored in a site collection and the
maximum size of uploaded files. Associate different quota templates with site collections a
different service levels.
» Site lifecycle management – You can govern how sites are created, the size of sites, and
the longevity of sites by using self-service site management and site use confirmation and
deletion. Set expiration and access policies to control content in sites.
» Asset classification – Classify sites and content by value and impact of the content to the
organization (such as high, medium, or low business value/impact). Classification then
controls other behaviors, such as requiring encryption for high business impact
» Data protection (backup and recovery) – Vary the level of data protection that you offer
based on service levels. Plan the frequency at which you back up the farms and the
response time that you will guarantee for restoring data.
» Security, infrastructure, and Web application policies – how is the system and
infrastructure maintained and who has access at what levels. Are you controlling use of
» IT governance of the software itself
and the services you provide
» Application governance of the
custom solutions you provide
» Information Management
governance of the content and
information that users store in
» Ensure that content quality is maintained for the
life of the solution
» Provide a consistently high-quality user experience
» Establish clear decision making authority and
» Ensure that the solution strategy is aligned with
» Ensure that content is retained in compliance with
record retention guidelines
» Ensure that site designers understand best
» Identify an Inclusive Team
» Start with “Framing” Decisions
» Determine Your Deployment Model
» Define a Clear Vision
» Identify Roles and Responsibilities
» Develop Guiding Principles
» Decide Your Organizational Comfort Level with
» Define Policies and Standards
» Document the Plan
» Socialize and Promote
» Develop a strategy around architecture, security,
maintenance, storage planning, development, and
policies; the sooner the better. Ideally this should
be well before deployment, but can still be done
years later if necessary.
» Who will support it?
» What is technology impact?
» Get acceptance and feedback from users
» Involving business stakeholders has the largest
impact on operational success.
» Who will be allowed to set up a new page/site within the existing
» Who will be allowed to create a new level in the navigation or promote an
existing site to the top level of the navigation?
» Can page owners re-design the page/site layout? If yes, how much of the
page are they allowed to modify?
» Who is allowed to make changes to the overall branding for the portal?
» Who is allowed to manage metadata? For example, change metadata
types or metadata values?
» What processes/roles can we assume for enterprise management of
» Who controls security on pages/sites?
» What is the default model for access?
» What kind of “penalties” will be supported for non-compliance with
» How will the Governance Model be updated and maintained?
» A record is a document or other electronic or
physical entity in an organization that serves as
evidence of an activity or transaction
performed by the organization and that
requires retention for some time period.
Records management is the process by which
» Content analysis
» File plan
» Compliance requirements document
» Method for collecting records that are no
longer active from all record sources, such as
collaboration servers, file servers, and email
» Method for auditing records while they are
» Method for capturing records' metadata and
audit histories and for maintaining them.
» Legal Holds
» A system for monitoring and reporting on the
handling of records (Governance)
» Demo - Out of Box Routing
» Demo - Out of Box Legal Holds
» Demo - custom Routing
» Demo - Custom Record Center File Submission
» Demo - Custom Record Center Router
Information management is the governance of information in an enterprise
— its documents, lists, Web sites, and Webpages — to maximize the
information’s usability and manageability. Another aspect of information
management is determining who has access to what content – how are you
making content available internally and externally and to whom?
Information architecture determines how the
information in that site or solution – its Web
pages, documents, lists, and data – is organized
and presented to the site's users. Information
architecture is often recorded as a hierarchical list
of content, search keywords, data types, and
» How information is organized and presented to
» Product knowledge to apply the information
architecture to the SharePoint tool
» Content types
» Managed Metadata
» Policies define rules to use SharePoint
» Standards describe best practices
» Verify that your SharePoint polices and standards
do not conflict with broader organizational polices.
» Publish policies and standards where users can
easily find and follow them.
» Regularly review and revise policies and standards
to keep them aligned to organizational needs.
» Demo – Out of box Expiration Policy
» Demo - Out of box Auditing Policy
» Demo - Out of box Document Labels Policy
» Demo - Out of box Document Bar Codes Policy
» A policy feature is an
assembly or other piece of
code that provides content
management functionality to
» Install a valid Policy Feature
Definition into the Policy
Feature Definition List. You
can do this by calling the Add
method of the
» Implement the IPolicyFeature
» In addition to installing a valid Policy Feature Definition,
each policy feature must also contain a class that
implements the IPolicyFeature interface.
» This interface enables Microsoft SharePoint Server 2010 to
call the code to perform any initiation work that the policy
» The interface also enables SharePoint Server 2010 to call
the code to perform any tasks required when a policy item
that is associated with the policy feature is added, deleted,
or changed for a content type.
The IPolicyFeature interface contains the following
» Demo - Custom Expiration Formula
» Demo - Custom Expiration Action
» Demo - Custom IM Policy Simple
» Demo - Custom IM Policy Config
» Easier information retrieval
˃ A taxonomy provides a consistent way of classifying and describing
information, allowing more accurate search results and giving users
the ability to rapidly locate the content that they need.
» Easier navigation
˃ A taxonomy dictates how users navigate SharePoint sites and various
» Audience targeting
˃ By effectively leveraging content types, search results can be tailored
to specific audiences within an organization.
» Demo - Department IM Policy
» Demo – Search Tagged Departments
» Site-based retention
˃ Compliance features of SharePoint Server 2013 have been extended to sites. You can
create and manage retention policies in SharePoint Server 2013, and the policies will
apply to SharePoint sites and any Exchange Server 2013 team mailboxes that are
associated with the sites.
˃ The retention policy for the whole site and the team mailbox, if one is associated
with the site.
˃ What causes a project to be closed.
˃ When a project should expire.
» Managed Navigation
» Document Sets
˃ You can now add One Note and Folders into Document Sets, improving flexibility.
There’s also the ability to manage the entire document set by sending it to a record
» eDiscovery Center
˃ You can now manage preservations, search and export across site collections,
SharePoint farms and even Exchange servers.
» Establish a Governance Plan to ensure quality and relevance of content
and to ensure that all users understand their roles and responsibilities.
» Keep your governance model simple. Solutions need a strong governance
model, but they don’t need complicated models with lots of bureaucracy.
» Don’t make the solution itself more complicated than it needs to be. Be
careful about “over designing.” Just because SharePoint has a cool feature
doesn’t mean that you need to deploy it—at least not right away.
» Ensure that all users with design or full control privileges have internalized
your design guiding principles and that content contributors understand
guiding principles related to content.
» Think about how you will ensure compliance with your Governance Plan
over time, particularly for highly visible sites.
» An effective Governance Plan doesn’t have to constrain every move—it
has to provide guidance to users to ensure that your solution remains
effective and vibrant over time.
˃ Governance resource center
˃ Governance features
˃ Plan for Software Boundaries
˃ SharePoint Server 2010 Governance Model
˃ SharePoint 2010 Governance Planning
˃ Implementing Governance on SharePoint 2010
˃ SharePoint Server 2010 Governance Resources
» Email – firstname.lastname@example.org
» Questions & Answers