Archiving and compliance for SharePoint on premise and online

Archiving and Compliance for
SharePoint On-Premise and Online
Application Governance & Archiving for
Microsoft SharePoint (AGA)
Franz Heiß
Senior Product Manager

Copyright © OpenText Corporation. All rights reserved.
Agenda
Information Governance
AGA Overview/ Roadmap1
2
SharePoint Archiving methods3
Archiving for SharePoint in the Cloud4

Application Governance & Archiving for
SharePoint
Controlled Site
Deployment
Centralized
Access
Storage
Optimization
Formal
Compliance
Archiving
SharePoint
content
Integration with
Extended ECM for SAP
Archiving
SharePoint Online
Sites

Proposed:Delivered:Delivered:
36 month roadmapCalendar Year
In Progress:
 Enhanced support for
SharePoint App Parts to
access Content Server
 Enhanced support for
Extended ECM
 DoD 5015.2 certified
Records Management for
SharePoint Online
Basic SharePoint Online
Support
 Interactive Site Archiving
for SharePoint Online
(Office 365)
• SharePoint App Part
(Read-Only) to
browse/access Content
Server items
SharePoint 2013 Support
(Mar. 2013)
Migration of the existing
functionality to SharePoint
2013
Support SharePoint 2013
and 2010 UX experience
Upgrade from AGA 10.4
and 10.5 (SP 2010)
Improved security
trimming for SharePoint
2013 search
SP Services for Extended
ECM for SAP (Jun. 2013)
New AGA package
Creating business
workspaces in SharePoint
Using document templates
Custom CS column support
Q4 2015Dec. 2013H1 CY 2013
AGA vNextAGA 10.6 UpdateAGA 10.6
Application Governance & Archiving for Microsoft SharePoint
• Archiving
• Incremental Archiving
• Document Set Archiving
• Automatic Archiving for
SharePoint Online
• Support for Extended ECM
• Working with SAP
related content in
SharePoint Online
• Connect early Business
Workspaces with SAP
Business Objects
• Support for Saved
Searches
• Content Server 10.5
support
• Remote BLOB Storage for
SharePoint 2013
Q3 CY 2014
AGA 10.7

Agenda
Information Governance for SharePoint
AGA Overview/ Roadmap1
2
SharePoint Archiving methods3
Archiving for SharePoint in the Cloud4

Uncontrolled SharePoint environments
• SharePoint sites show
up all over the place
• More and more content
becomes inactive
• Who owns SharePoint
content, who needs it,
can we delete it?
• Organizational changes
happen: site structures/
hierarchies outdated

Information Governance for SharePoint
Pain Points
• Rapid growth
• Regulatory pressures
• Litigation readiness
• Risk mitigation
• Best practices
• Intellectual capital
• Security

SharePoint Online
• No SharePoint infrastructure
deployment/maintenance
• Use the latest SharePoint version
without upgrade burdens
• Switch from CAPEX to OPEX
• Predictable pay per use - scale
up/down as you need
• Quick/easy deployment
• Collaboration with external
people simple, e.g. no VPN
connections needed

Questions that have to be answered
• Regulations: how to manage regulated content/records created in SharePoint
Online?
• Inactive content: what to do with content which is no longer used? Likely you
do not want to store it in SharePoint Online forever.
• Long term preservation: how to store content created in SharePoint Online
for many years?
• Cancel subscriptions: if subscriptions are not renewed, what to do with the
related content?
• Storage limitations: default storage in SharePoint Online is 500 MB per
subscribed user; what are the costs if you need additional storage?
• Data sovereignty: do you have content that must not leave a particular
geographic location?

Stay in control of your content
SharePoint Online is very
attractive, but think
about how to stay in
control of your content
Where is my content?

Bring allstakeholders to the table

Overview archiving methods
• High volume archiving
• Content + metadata
• Search (full text)
• Records Management
• Remote cache
• Single instance storage
• Compression
• Encryption
Hardware vendor
agnostic
OpenText Enterprise Library
SharePoint Documents
SharePoint Sites (+ Lists)
Manually
Rule based

Document archiving
• Replace archived documents with links
• Links allow to access archived
documents
• View documents, add versions
• Access metadata, version information
• Replace by original document
• Permission synchronization
• Keep original document in SharePoint
• Useful for „journaling“ purposes
• Completely transparent for users
• SP document features, like Co-Authoring
or approval workflows still available
• Changed documents automatically
archived as new versions
Archive as links
Incremental archiving
SharePoint Enterprise Library
Version 1 Version 1
Version 2 Version 2

Incremental Archiving – how does it
work?

Incremental Archiving – what can you do
with it?
• Address compliance/
eDiscovery needs
• „Selective“ Journaling of
SharePoint content
• No change in SharePoint
behavior, like:
 Approval workflows
 Offline Access
 Co-Authoring
 Office Web Applications

Content Type Mapping
 Type mapping
configurable/ extensible
 Configurable conversion
options
 Also mapping of Managed
Metadata and multi value
properties supported
 Mapping to multiple
categories, or categories
on different Content
Servers possible

Site Archiving

Profile based Site Archiving
 Site profiles assigned to
SharePoint sites/site
collections/web applications
 Inheritable to sub sites
 Archiving preconditions
defined with C# code
 Specify what site content is
archived: documents, lists,
site export file
 Site profiles also used to
simplify profile assignment
for document archiving

Archiving List Content
Archive
Export file
Attachments
.html .
.
.

Accessing Archived List Content

Records Management Support
Archiving SharePoint content as Records
Innovate Corporation
has deployed Livelink
ECM and has created
an Enterprise Library,
with accompanying
Records policies.
Anne Kofsky,
Innovate's Records
Manager defines the
classification rules for
each type of business
• Archive SharePoint
documents/sites/lists
as Records
• Manual or automatic
archiving
• Classify Records with
archiving: manual or
automatic classification
Capture Records
ECM and has created
with accompanying
Records policies.
Anne Kofsky, Innovate's
Records Manager
defines the classification
rules for each type of
business record.
• Search/Browse for
Records in SharePoint
• Open/download
Records from
SharePoint
• Reclassify existing
Records
Access Records
ECM and has created
with accompanying
Records policies.
Records Manager
business record.
content relevant for a
litigation
• Review content
• Put content on hold,
remove Holds
Litigation
ECM and has created
with accompanying
Records policies.
Records Manager
business record.
Physical Records (such
as paper documents or
manila folders
• Request Physical
Records
• Return Physical
Records
(Flag for pick up)
Physical Records

Records Management with OpenText
Enterprise Library
• Manage Records from multiple
systems like SAP, SharePoint, Email,
File Shares
• Enterprise-wide policies can be
used
• RM best practices supported, like
DoD 5015.2, VERS
• Also Physical Records like paper
documents can be managed
• Circulation and Boxing
• Labeling
• Managing Storage and Transfer
• Classification as independent
taxonomy used as File Plan
• Auto-Classification
• Providing Record Context
• Managing containers as Records
• Advanced hold capabilities: search
enabled and custodian holds
• Records Management specific
metadata searches
• Security Clearance
• Scalable disposition of Records
• Integrated hardware layer
retention
• Deduplication
Centralized Records Management
Manage Physical Records
Records Management Features

Accessing archived content
• Enterprise Library Web Parts
• Browse Enterprise Library folders
• Faceted Browsing
• SharePoint Look & Feel
• SharePoint Styles/Themes used
• SharePoint Ribbon supported
• Enterprise Library Search Web Parts
• Search box, advanced search
• Search results
• Use native SharePoint Search
• Indexing archived documents in
SharePoint Search
• Archived content found with native
SharePoint search
Browse for archived content/records
Search

AGA 10.6 Update for SharePoint Online
• High Volume Archiving
• Content + Metadata
• Search (Full Text)
• Records Management
• Remote Cache
• Single Instance Storage
• Compression
• Encryption
Hardware Vendor
agnostic
OpenText Enterprise Library
Archive Sites
(incl. Lists and Docs)
Access Records

Archiving SharePoint Online Sites
• Sites (including sub sites) can
be archived interactively
• Documents and list content
archived
• Content Type mapping: can be
configured in xml files
• Example: archive finished site
used to manage a project

Archiving a Remote Site

Archiving a Remote Site
Select a destination folder
Optional: select an RM classification
Enter the URL of the SP Online site
that should be archived

Archived Sites

Accessing archived site content
• Enterprise Library App Part
available
• Based on Content Server UI
widgets (Javascript UI Library)
• Read Only access for
OpenText Content Server
• Faceted Browsing, Filter by
name supported

Accessing archived list content

One shared architecture for SharePoint
On-Premise and SharePoint Online
Enterprise Library
Content Server API
SharePoint Server (On Premise)
Web Services/
CSOM/ App Model
Web Parts,
SP Pages
Content
Archiving
Site
Deployment
Core components, .Net API
SP Online
EL App Part
SP Online
Site Archiving
Legend: Standard AGA AGA SP Online components

In Summary
 Inability to respond to litigation/audits requests
 High costs associated to content storage
 Inability to access and act on content
 Expensive and inefficient roll-out of custom SharePoint sites
Business Challenges
Need
Certified solution to manage
unstructured content across
applications that remains transparent
to end-users and mitigates risk for the
organization
Key Differentiators
 Certified for DoD 5015.2 and VERS
 Compliant with ISO 15489, FDA 21
CFR Part 11, U.S. Section 508
compliance, SEC 17a-4, CMIS
 Physical Records Management
 Long term preservation
 Lower corporate risk
 Litigation readiness
 Increased productivity and reduced IT costs
 Demonstrable governance and compliance with complete
lifecycle management of all relevant content
Solution Benefits

Franz Heiß
Email: franz.heiss@opentext.com
www.opentext.com

Archiving and compliance for SharePoint on premise and online

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