SharePoint 2013 and Office 365 - Collaboration, Cloud and Compliance


Published on

SharePoint 2013, Yammer and Office 365 product families bring new capabilities for content sharing, finding, organizing, and authoring. They also create new challenges. The move to the cloud and the integration of SharePoint with the enterprise social network with yammer, and have made this release so profound and disruptive to the business. In this session we'll dig into planning and strategy for social architectures around both business process and the technologies to help ensure compliance and success. Social enterprise technology is transformative and will lead to more agile business when used correctly, but a disaster and chaos when not used properly.

Published in: Technology

SharePoint 2013 and Office 365 - Collaboration, Cloud and Compliance

  1. 1. Presented October 23, 2013 SharePoint 2013 and Office 365: collaboration, cloud – and compliance? In association with: Presented by:
  2. 2. About AIIM AIIM is the Global Community of Information Professionals We provide the education, research, and certification that information professionals need to manage and share information assets in an era of mobile, social, cloud, and big data. Learn more about AIIM at In association with: Presented by:
  3. 3. AIIM Training • Content Management Improve customer and staff engagement,  ensure compliance, and automate  business processes. • Managing Records & eDiscovery with SharePoint  2013 Manage records, ensure compliance,  and prepare for civil litigation requests. • Process Improvement Standardize, automate, and mobilize  information‐sensitive processes. • Managing Content in the Cloud Maximise the benefits and eliminate the  risks of using information assets in a cloud‐ based collaborative environment. • Information Governance Create an information accountability  framework that reduces costs, manages  risk, and optimizes value.
  4. 4. Secure Your Success Become a Demonstrate your ability to address  and manage today’s information challenges
  5. 5.
  6. 6. Follow AIIM on Bryant Duhon – @bduhon #aiim #aiimwebinar #aiim14 Jesse Wilkins – @jessewilkins Doug Miles – @dougmiles00 Theresa Resek – @tmresek Ricardo Fernandez – @rickbfer AIIM Community – @aiimcmty Beth Mayhew – @bethmayhew AIIM Info – @aiiminfo John Mancini – @jmancini77 Atle Skjekkeland – @skjekkeland Peggy Winton – @pwwinton #ecm #bigdata #erm Betsy Fanning – @bfanning In association with: Presented by:
  7. 7. AIIM Presents: SharePoint 2013 and Office 365: collaboration, cloud, - and compliance? Host: Theresa Resek – Director, Webinars, AIIM Joel Oleson Director of Technical Evangelism ViewDo Labs Holly Hanna Senior Program Manager Microsoft In association with: Presented by:
  8. 8. Introducing our Featured Speaker Joel Oleson Director of Technical Evangelism ViewDo Labs In association with: Presented by:
  9. 9. Meet Joel Oleson  First SharePoint admin  Top SharePoint influencer  Top blogger  Global traveler & speaker  Technical evangelist  Enterprise social guru “Most connected guy in SharePoint” In association with: Presented by:
  10. 10. Agenda  Compliance and governance capabilities and considerations for SharePoint 2013  Bridging on-prem and the cloud  eDiscovery across multiple SharePoint farms and Exchange servers  Retention: In-place preservation of Exchange mailboxes and SharePoint sites  Information architecture / social architecture  Yammer compliance considerations  Social roles & responsibilities  Third-party considerations In association with: Presented by:
  11. 11. IT Governs Tools Not People In association with: Presented by:
  12. 12. SharePoint ECM Features Over Time In association with: Presented by:
  13. 13. Understanding Compliance The act or process of doing what you have been asked or ordered to do… - Merriam Webster's Dictionary In association with: Presented by:
  14. 14. Compliance Examples  HIPAA Privacy Rule Protects the privacy of individually identifiable health information  HIPAA Security Rule Sets national standards for the security of electronic protected health information  Patient Safety Rule Protects identifiable information being used to analyze patient safety events and improve patient safety In association with: Presented by:
  15. 15. SharePoint 2013 eDiscovery  The eDiscovery Center Central SharePoint site used to manage preservation, search, and export of content stored in Exchange and SharePoint across SharePoint farms and Exchange servers.  SharePoint In-Place Hold Preserves entire SharePoint sites. In-Place Hold protects all documents, pages, and list items within the site but allows users to continue to edit and delete preserved content. In association with: Presented by:
  16. 16. SharePoint 2013 eDiscovery  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 preservation Allows users to apply query filters to one or more Exchange mailboxes and SharePoint sites and restrict the content that is held. In association with: Presented by:
  17. 17. Enterprise-Wide eDiscovery Centrally manage eDiscovery across multiple SharePoint farms, Exchange servers, and file shares. 1. Configure SharePoint Server 2013 Search to crawl all content from SharePoint Server 2013, Exchange Server 2013, or a file share or website. 2. Create a case, define a query, and then search SharePoint Server 2013, Exchange Server 2013, and file shares throughout the enterprise for content that matches the query. 3. Export all of the content that was identified. 4. Preserve items in place in SharePoint Server 2013 or Exchange Server 2013. 5. Track statistics related to the case. In association with: Presented by:
  18. 18. Create an eDiscovery Center In association with: Presented by:
  19. 19. In association with: Presented by:
  20. 20. eDiscovery Across On-Prem and Cloud In association with: Presented by:
  21. 21. In association with: Presented by:
  22. 22. Retention Policies The Retention policy feature lets you define retention stages, with an action that happens at the end of each stage. The actions that can occur at the end of a stage include the following:  Moving the item to the Recycle Bin  Permanently deleting the item  Transferring the item to another location  Starting a workflow  Skipping to the next stage  Declaring the item to be a record  Deleting all previous drafts of the item  Deleting all previous versions of the item In association with: Presented by:
  23. 23. The Problem With Social “As soon as you start to see real adoption of enterprise social networking, you have a problem. So much of the intellectual property in a company is tied up in the interactions between people. We see it crisscross many organizations today as email and attachments. In companies where social takes off, we see it show up as conversations and documents in the network. This is great news for everyone but the poor soul in IT who is charged with securing and managing the firm's intellectual property. The information in a social network is some of the most valuable intellectual property in the company, and their platform needs sophisticated security, management and compliance capabilities that don't get in the way of the users but do allow IT to sleep better at night.” Jared Spataro, Sr. Director Office Division, “Putting Social To Work” In association with: Presented by:
  24. 24. “Controlling Social is like Herding Cats” In association with: Presented by:
  25. 25. Business Governs People Not Tools In association with: Presented by:
  26. 26. Go Yammer Yammer is our big bet for enterprise social, and we're committed 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, Microsoft Office Division In association with: Presented by:
  27. 27. Yammer of the Future In association with: Presented by:
  28. 28. Key Roles Role Description Responsibilities Community Manager(s) Responsible for managing the Yammer community (Typically from Communications or Marketing) Vision/Strategy, User Account mgmt, manages adoption & policy enforcement Yambassadors Business embedded influencers who have strong use of the platform Provide vision and direction for their business units. Explain soc bus value. Report policy violations Group Admins Manage groups on Yammer and cultivate conversation within teams and groups Keeps harmony within the group. Monitors conversation and engages. Power User/Contributors User who has a good understanding for creating polls, following topics, note boards and leveraging the platform Keep policies and engage with the community Sys Admin Installs apps, configures web parts, AD sync, Profile config Manages Technical requirements. In association with: Presented by:
  29. 29. Information Architecture In association with: Presented by:
  30. 30. Information Architecture In association with: Presented by:
  31. 31. Cloud Enterprise Information Architecture In association with: Presented by:
  32. 32. Enterprise Information Architecture In association with: Presented by:
  33. 33. Hybrid Enterprise Information Architecture In association with: Presented by:
  34. 34. On-Premises Lives On “When it comes to the cloud, we're "all in," but we're also realistic. We have a large on-premises installed base that's important to us, and we're committed to future releases of the server.” -- Jared Spataro, Senior Director, Microsoft Office Division In association with: Presented by:
  35. 35. On-Premises Only Enterprise Information Architecture In association with: Presented by:
  36. 36. Governance  Governance consists of the people, processes, policies, and technologies to deliver a service.  Governance is taking command not control. In association with: Presented by:
  37. 37. Third-Party Tool Examples  SharePoint Governance and Compliance  Metalogix  AvePoint  SharePoint Encryption and Security  CipherPoint  Stealth Software  Yammer Analytics and Compliance  ViewDo Labs  Good Data In association with: Presented by:
  38. 38. Contact Me  @joeloleson     Joel Oleson  Global Collaboration Evangelist, Community Builder and Strategist Contact me to discuss the social network in your enterprise. See a ViewPoint demo to monitor social activity for success in your company! In association with: Presented by:
  39. 39. Introducing our Sponsor Speaker Holly Hanna Senior Program Manager Microsoft In association with: Presented by:
  40. 40. LCA Document Management, Creation & Collaboration Holly Hanna Sr. Program Manager LCA Business & Technology Strategy
  41. 41. Business Challenges, a Starting Point • • • Duplication of Work Product - productivity and cost impact • Inefficient Business Processes Many existing solutions provide the same functionality and existing solutions are dated and underperforming • Attorneys prefer to spend their time practicing law than learning how to use new technology and applications required for collaboration • Not all our colleagues, clients, business partners and customers use the same technology or devices • Compliance Lost or hard-to-access information causes legal staff to re-create work when they could be spending time developing new ideas, streamlining business processes or innovating on new solutions. • Technology Collaboration both internally and externally is occurring primarily via email • Productivity  & Process Trying to find information needed to deliver Legal Services is time-consuming and frustrating Lack of official Electronic Records Repository • • • Storing critical e-mails and documents on local drives, file shares and team sites Lack assurance of appropriate protection of Attorney Client Privilege and Privacy Limited ability to comply with Records Retention and eDiscovery requirements 41
  42. 42. Business Solutions Gallery Self Service Collaboration Community 42
  43. 43. Collaboration & Document  Management Showcase Legal Project Management • Matter-centric Collaboration • External collaboration enabled • Email management • Search and metadata • Cloud collaboration 43
  44. 44. Collaboration: LCA and Outside  Counsel 44
  45. 45. Coming Soon: Legal DMS Based on  O365/SharePoint 2013 • • • • • • • Unique Document ID embedded in each document saved to SharePoint Ability to “scrub” documents of metadata before sharing externally Privilege deny & Easy external collaboration that maintains ethical walls Ability to control when a version is declared Ability to leverage social technologies like Yammer and SharePoint newsfeeds Availability of legal templates in SharePoint sites LITTLE TO NO CUSTOMIZATION Document ID /  Tagging / Taxonomy Built‐in Workflow  Engine Complete  Integration with MS  Office Folder  Structure and Save  As Windows Redlining and  redaction Auto Sort and  Provision to  SharePoint from  Outlook Real‐time  Document  Collaboration with  Internal and  External Users
  46. 46. Client Relationship Matter  Management Document Lifecycle Document Management Business Intelligence & Reporting Microsoft Dynamics Records Management
  47. 47. Standardization of Content Types
  48. 48. Document Templates
  49. 49. Document ID
  50. 50. Self Service Showcase Client Self Service • Helps LCA scale to reach 98k employees • Publish high incident, low risk LCA information • Provide automated services • Centralized Content Resources and Guidelines • User experience governance, standard look and feel 50
  51. 51. Automated Service: Fictitious Names  Generator 51
  52. 52. Automated Service: Document  Assembly 52
  53. 53. Community, Social, and Search LCA News and Network • Profile • Skills and expertise • Search and security • Unified practice view 53
  54. 54. The LCA Network Personal profile Find colleagues Personal page 54
  55. 55. Collaboration using Yammer 55
  56. 56. Additional Resources • About Yammer: • Office 365 for Business:‐us/business/ • SharePoint:‐us/sharepoint/
  57. 57. Questions? In association with: Presented by:
  58. 58. AIIM Resources Download free studies In association with: Presented by:
  59. 59. Managing Records & eDiscovery with SharePoint 2013 Manage records, ensure compliance, and  prepare for civil litigation requests.
  60. 60. World Paper Free Day #WPFD Join us for a tweetjam to celebrate #WPFD at Noon EDT on Thursday, October 24. Follow @AIIMcmty, #infochat, and/or #wpfd for news and updates. In association with: Presented by:
  61. 61. Survey This survey will open in a new window. (or click here) Tell us how we did today, and offer suggestions for topics of future events. In association with: Presented by:
  62. 62. Upcoming Webinars October 30th When INCREASING Data Growth Leads to DECLINING Data Value November 13th "I'm not in a Position to Make that Decision" Register Today at View our library of Webinars On Demand In association with: Presented by: