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What Microsoft didn’t tell you about SharePoint Online

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Presented by Jonty Collins, AvePoint EPG Account Executive on October 3, 2016 at SharePoint Saturday Johannesburg

Office 365 and SharePoint online is never going to be the perfect fit for every one of Microsoft’s Customers. During this session we will explore 5 common issues related to Backup, Governance Security Management, Compliance (think POPI) and Life Cycle Management. The session will help take away your security concerns of a cloud strategy and might leave you shocked as to some of the doors that Microsoft have left open.

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What Microsoft didn’t tell you about SharePoint Online

  1. 1. What Microsoft didn’t tell you about SharePoint Online Jonty Collins 3 October 2015 Durban, SA
  2. 2. Sponsors @sps_events #SPSPlus, #SPSJHB, #SPSCPT, #SPSDBN Platinum Gold Silver
  3. 3. Big Bald Guy that works for AvePoint and ends up throwing his name at SharePint http Cool guys don’t blog JontyCollins Jonty-Collins www.avepoint.com About Me
  4. 4. Office 365 and SharePoint online is never going to be the perfect fit for every one of Microsoft’s Customers. During this session we will explore 5 common issues related to Backup, Goverenance Security Management, Compliance (think POPI) and Life Cycle Management. The session will help take away your security concerns of a cloud strategy and might leave you shocked as to some of the doors that Microsoft have left open Session Info
  5. 5. Session Index • Backup • Governance • Security Management • Compliance • Life Cycle Management
  6. 6. Backup… WTF?
  7. 7. Site Collection Restore  Backups are taken every 12 hours and kept for 14 days.  In order to restore a site collection, you must contact technical support  The only supported restore option is a full site collection restore  The restore uses the same URL, so you will loose all the data that is currently hosted at that URL.
  8. 8. Recycle Bin  By default Sites, Lists, Libraries, Folders, Items and Documents will all go into the recycle bin.  If an end user empties his recycle bin, the content will be transferred into the site collection recycle bin.  A site collection administrator is able to restore items from the site collection recycle bin.  Items that have been deleted into the recycle bin will remain there for 30 days  The 30 days is the total length regardless weather the items are in the user recycle bin or in the site collection recycle bin.
  9. 9. Versioning  It is possible to turn on versioning on documents and items in SharePoint Online – not on by default  If versioning is turned on and no limit has been set on the amount of versions to keep, you can go back in time for as long as you want.  If you delete something, all versions will be delete as well.  If you restore something from the recycle bin back into a library, all versions will be restore as well.  If you have version limits, the oldest versions will be purged once a new version is being created.
  10. 10. Demo
  11. 11. Maintain Governance
  12. 12. Governance  “We launched SharePoint, it grew like an out-of-control wildfire, and now, we need to put that fire out”  Typically SharePoint governance is the "solution" after the problem is already out-of-hand, rather than the mechanism designed to stop the problem from transpiring in the first place The cloud exponential increases the implications related to a poorly governed environment
  13. 13. Why bother with Governance  “Consider the high-costs of implementing SharePoint -- some estimates suggest that an organization of 3,000 employees will spend more than $4 million in SharePoint-related costs over a three-year period. Combine that with the fact that many organizations are turning to SharePoint as their enterprise content management (ECM) platform, which houses mission- critical and sensitive data, and suddenly an insurance policy designed to protect and potentially improve your investment isn't a terrible idea.”
  14. 14. What to Govern Governance plans should include the following core elements:  Operational Management  Technical Operations  Site and Security Administration  Content Administration  Personal and Social Administration That is the easy part
  15. 15. How do you do it  You can’t without a tool!
  16. 16. What can you Control
  17. 17. Demo
  18. 18. Security Management
  19. 19. Managing SharePoint Security
  20. 20. Managing SharePoint Security  Clone, add, remove, transfer, or even grant temporary permissions on documents, sites, farms, and end users in one centralized process.  You can schedule your changes or even execute them in real time.
  21. 21. Demo
  22. 22. Sensitive Content
  23. 23. Compliance  It is all about the content and not the container Say It Do It Prove it  Any while we are at it, lets auto-classify
  24. 24. Demo
  25. 25. Archiving
  26. 26. On the fly – never done this before
  27. 27. Case Studies • vNext migrates 400 site collections from SharePoint 2010 to SharePoint Online in 10 days with DocAve. • After the migration was complete, vNext implements DocAve Online – part of AvePoint Online Services, which providing capabilities for Office 365 management, protection, restructuring, synchronization, and reporting. Read More • T-Systems migrates 300 TB of data with full fidelity to SharePoint 2010 and SharePoint Online with DocAve. • Migrate from a multitude of legacy source systems such as, Livelink, File Systems, Exchange Public Folders, SharePoint 2007, and Proprietary content management systems. Read More • With DocAve Online, Cricket Tasmania manages security settings and permissions across SharePoint Online environment 10 times faster than SharePoint native abilities would allow. • Gave users confidence and reduced business disruption by granularly restoring lost or deleted documents and sites within the business day. • Retire legacy, tape-based storage system by backing up business content in the cloud, achieving an annual savings of approximately $3,000 AUD. Read More
  28. 28. Local Players
  29. 29. Demo
  30. 30. Questions
  31. 31. SharePint – Have a Drink on Us @sps_events #SPSPlus, #SPSJHB, #SPSCPT, #SPSDBN Platinum Gold Silver
  32. 32. Questions Thank You

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