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Governance policies records

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  • THIS SHOULD BE YOUR SECOND TO LAST SLIDE – Encourage everyone to attend and remind them that the Daily Pint is just a few blocks up Pico from SMC (North East)
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Governance policies records Governance policies records Presentation Transcript

  • » 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) » Education ˃ 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 » Tagging » Search » Best Practices
  • » Governance ˃ 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 » Tagging ˃ Custom Department Tagging Policy ˃ Custom Attach Policy to Content Types » Search ˃ 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 guidance » 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 information. » 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 fine-grained permissions?
  • » 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 those services.
  • » 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 escalation procedures » Ensure that the solution strategy is aligned with business objectives » Ensure that content is retained in compliance with record retention guidelines » Ensure that site designers understand best practices
  • » 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 Social Computing » 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.
  • • Code • Introduction • Coexistence Dev • UAT • Authoring • POC • Validate Test • Users • Workflows • BPM Prod » Release Management » Configuration Management » Operations Monitoring, Security & Patch Management » Communications & Service Management » Code Propagation Testing & Deployment
  • » Who will be allowed to set up a new page/site within the existing hierarchy? » 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 metadata? » Who controls security on pages/sites? » What is the default model for access? » What kind of “penalties” will be supported for non-compliance with governance standards? » How will the Governance Model be updated and maintained?
  • » Group Permissions » Audit Settings » Portal Settings » Designer Settings » Search Settings
  • » Custom Post Provisioning Demo
  • » 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 an organization:
  • » Content Organizer » Document Sets » Document IDs » Location Based Metadata » In-Place Records Management » Managed Metadata » Metadata Navigation
  • Process » 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 systems. » Method for auditing records while they are active. » 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 other concepts.
  • » How information is organized and presented to users » Product knowledge to apply the information architecture to the SharePoint tool » Content types » Managed Metadata » Navigation » Search
  • » 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.
  • » Expiration » Auditing » Document Labels » Document Bar Codes
  • » 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 Microsoft SharePoint » Install a valid Policy Feature Definition into the Policy Feature Definition List. You can do this by calling the Add method of the PolicyFeatureCollection class. » Implement the IPolicyFeature interface.
  • » 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 feature requires. » 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 methods: » Register() » UnRegister() » OnCustomDataChange() » OnGlobalCustomDataChange() » ProcessListItem() » ProcessListItemOnRemove()
  • » 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 sub-sites. » 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 center. » 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.
  • » TechNet ˃ Governance resource center + http://technet.microsoft.com/en-us/sharepoint/ff800826.aspx ˃ Governance features + http://technet.microsoft.com/en-us/library/cc262287.aspx ˃ Plan for Software Boundaries + http://technet.microsoft.com/en-us/library/cc262787.aspx ˃ SharePoint Server 2010 Governance Model + http://go.microsoft.com/fwlink/?LinkId=200533 ˃ SharePoint 2010 Governance Planning + http://go.microsoft.com/fwlink/?LinkId=197150 ˃ Implementing Governance on SharePoint 2010 + http://go.microsoft.com/fwlink/?LinkId=201195 ˃ SharePoint Server 2010 Governance Resources + http://go.microsoft.com/fwlink/?LinkId=197150 » Blog ˃ http://spdevstore.blogspot.com/ » LinkedIn ˃ http://www.linkedin.com/profile/view?id=15715591 » Email – kashishsukhija@gmail.com » Questions & Answers
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