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Security, Administration and Governance 
for SharePoint On-Premises, Online, 
and Everything In-Between 
Steve Marsh, Dire...
Steve Marsh 
Director of Product Marketing 
at Metalogix 
stevem@metalogix.com 
www.metalogix.com 
@drstevemarsh 
Christia...
Serious Tools. For Serious Collaboration. 
At Metalogix, our Continuing Mission 
is to improve the use and performance 
of...
Managing SharePoint 
On-Premises vs. Online 
5 
What we’ll cover today: 
• The evolution of SharePoint management 
• What’...
SharePoint Growth & Evolution 
7 
SharePoint Releases 
Metadata 
Content 
www.Microsoft.com
Cloud Infrastructure Options 
Private Cloud Hybrid Cloud 
Public Cloud 
8 
Infrastructure 
maintained solely 
for customer...
Understanding service delivery roles 
Service Delivery 
9
10 
Partner Hosted Private 
Cloud 
• Dedicated environment 
• Externally hosted 
• Externally or internally 
managed 
• In...
What are the 5 most common 
SharePoint management 
concerns? 
11
1. Defining (and communicating) 
policies and procedures 
Always start with non-technical elements 
Develop a security pol...
2. Failure to implement any kind of 
permissions best practices 
Apply permissions using Least Privileged principles 
Don’...
3. Failure to regularly audit access 
to content and sites 
Are we adhering to Compliance or Governance requirements? 
Who...
4. Failure to monitor changes to 
15 
security settings 
SharePoint security requirements change 
over time 
Ensure users ...
5. Failure to empower users and admins with 
the right tools and permissions 
Rapid provisioning of sites and permissions ...
Out of the Box Admin Toolkit 
18 
The Usual Three Suspects 
Permissions Management 
Reporting & Insight – e.g. usage, grow...
Managing Permissions 
19 
Farm Admin is Site Collection Admin 
AD v SP Groups 
Broken Inheritance 
Direct Permissions 
Mis...
Auditing Usage in SharePoint 
20 
Beware of the large log file 
Beware of the “disappearing” log file 
Reactive v Proactiv...
User Activity - Popular Items 
21
One SharePoint Site. Simple. 
22
More than One Site? Not so Simple. 
23
The Out of the Box Tools 
24
The Security and Compliance Gap 
25 
36 percent of SharePoint users 
are breaching security policies- 
CMSWire 
A survey r...
The SharePoint Governance Gap 
view SharePoint Governance as critical have a well defined strategy 
26 
67% 
26% 
80% 
70%...
27 
The End Result?
Tactical Team Responsibilities 
 Operations Team 
• Help Enforce Governance 
Plan 
• Manage Routine 
Maintenance Tasks: 
...
Tactical Team Responsibilities 
 Operations Team 
• Help Enforce Governance 
Plan 
• Manage Routine 
Maintenance Tasks: 
...
Impacts of Office 365 
 In some ways, it simplifies 
Governance 
 SharePoint and Exchange are 
primarily affected 
 Big...
Management Shell 
 SharePoint Online Management Shell is a Windows PowerShell module that 
you can use to efficiently man...
Simple mode Admin experience 
When you’re in Simple mode in the SharePoint Online admin center, the left-hand navigation 
...
Advanced mode
Streamlined Admin tasks 
 Easier to add users, auto assign available licenses, reset passwords, 
and manually set passwor...
Creating information 
management policies 
 Create a policy to use on multiple content types within a site collection. 
...
Keeping up to date with the Office 365 Roadmap 
38
Adjusting to Office 365 Updates 
No access to Correlation errors or backend. 
No ability to troubleshoot. 
The continual u...
Factors in your hybrid planning 
Location / facilities 
Software licenses and support 
Hardware and maintenance 
Onsite su...
On Premises Cloud Hybrid 
Need space and 
maintenance planning Most likely provided 
42 
Licensing costs, but also 
upgrad...
On Premises Cloud Hybrid 
43 
Full control 
Limited to none in SaaS, 
some control over PaaS, 
full control over IaaS 
Lim...
Hybrid Health Warning! 
44 
Search Experience Limitations 
Authentication Challenges 
Lack of “Global” Navigation 
Broken ...
Summary 
Security, Administration and Governance for SharePoint On-Premises, 
Online, and Everything In-Between 
45
46 
Best Practices 
Focus on the user experience 
Make governance a priority 
Understand how your common management tasks ...
ControlPoint: Security and Compliance 
Objectives Benefits 
47 
 Minimize or eliminate security breaches & 
unauthorized ...
30 Day Trial of ControlPoint 
www.metalogix.com/controlpoint 
Governance Best Practices E-Book 
http://www.metalogix.com/R...
Thank You 
Steve Marsh 
Director of Product Marketing 
at Metalogix 
stevem@metalogix.com 
www.metalogix.com 
@drstevemars...
www.metalogix.com 
www.gtconsult.com 
50
Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between
Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between
Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between
Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between
Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between
Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between
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Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 1 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 2 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 3 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 4 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 5 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 6 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 7 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 8 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 9 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 10 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 11 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 12 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 13 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 14 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 15 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 16 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 17 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 18 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 19 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 20 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 21 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 22 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 23 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 24 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 25 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 26 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 27 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 28 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 29 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 30 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 31 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 32 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 33 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 34 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 35 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 36 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 37 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 38 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 39 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 40 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 41 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 42 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 43 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 44 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 45 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 46 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 47 Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between Slide 48 Security, Administration & Governance for SharePoint 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Webinar presented on Oct 21st (US) and Oct 23rd (EMEA), 2014 by Christian Buckley, Managing Director at GTconsult and Steve Marsh, Director of Product Marketing at Metalogix.

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Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between

  1. 1. Security, Administration and Governance for SharePoint On-Premises, Online, and Everything In-Between Steve Marsh, Director of Product Marketing, Metalogix Christian Buckley, Office365 MVP and Managing Director, GTconsult 1
  2. 2. Steve Marsh Director of Product Marketing at Metalogix stevem@metalogix.com www.metalogix.com @drstevemarsh Christian Buckley Managing Director at GTconsult and Office365 MVP cbuck@gtconsult.com www.gtconsult.com and www.buckleyplanet.com @buckleyplanet
  3. 3. Serious Tools. For Serious Collaboration. At Metalogix, our Continuing Mission is to improve the use and performance of Enterprise Content to power knowledge sharing and collaboration. 14,000+ customer licenses shipped Fastest Growing and Largest ISV. Complete & Best-of-Breed tools for mission-critical collaboration platforms. We are committed to your Success with Collaboration across Exchange, SharePoint and the Cloud. 3
  4. 4. Managing SharePoint On-Premises vs. Online 5 What we’ll cover today: • The evolution of SharePoint management • What’s different about SharePoint Online • Considerations for your transition to the cloud • Considerations for managing a hybrid solution
  5. 5. SharePoint Growth & Evolution 7 SharePoint Releases Metadata Content www.Microsoft.com
  6. 6. Cloud Infrastructure Options Private Cloud Hybrid Cloud Public Cloud 8 Infrastructure maintained solely for customer On premises or off Managed by the customer, or by a 3rd party hoster Multiple infrastructure options Components both on premises and off premises Management spread between customer and 3rd party hosters Infrastructure shared by multiple customers Off premises Managed by 3rd party on behalf of customers
  7. 7. Understanding service delivery roles Service Delivery 9
  8. 8. 10 Partner Hosted Private Cloud • Dedicated environment • Externally hosted • Externally or internally managed • Internally designed Self Hosted Private Cloud • Dedicated environment • Internally hosted • Internally managed • Internally designed Shared or Dedicated Public Cloud • Shared or dedicated environment • Externally hosted • Externally managed • Externally designed Public Dedicated Cloud • Partially or fully dedicated • Externally hosted • Externally or internally managed • Minimal customization Traditional on premises Ye Olde Build vs. Buy argument
  9. 9. What are the 5 most common SharePoint management concerns? 11
  10. 10. 1. Defining (and communicating) policies and procedures Always start with non-technical elements Develop a security policy Implement a training plan for end users Develop a strategy for ensuring users know what content is confidential 12 34% of IT administrators said that they'd "sneaked a peek" at documents they weren't authorized to view, including employee details and salary information (DarkReading)
  11. 11. 2. Failure to implement any kind of permissions best practices Apply permissions using Least Privileged principles Don’t give users Direct Access Embrace SharePoint Groups and/or Active Directory Groups Ensure Appropriate Use of the Authenticated Users Group Clean up Orphan Users Use Broken Inheritance Responsibly Revoke permissions quickly 13
  12. 12. 3. Failure to regularly audit access to content and sites Are we adhering to Compliance or Governance requirements? Who has been accessing specific content? How often are specific sites being accessed? What features of SharePoint are being used? Are we managing the volume of log data? 14
  13. 13. 4. Failure to monitor changes to 15 security settings SharePoint security requirements change over time Ensure users are continuing to adhere to security policies Prevent users from causing havoc We need to plan how we will stay on top of changes
  14. 14. 5. Failure to empower users and admins with the right tools and permissions Rapid provisioning of sites and permissions Find your responsible business content owners Enable and Equip them to manage access to their content Ensure management access is limited to those with appropriate permissions Segment your administration responsibilities – Power Users, business owners 16
  15. 15. Out of the Box Admin Toolkit 18 The Usual Three Suspects Permissions Management Reporting & Insight – e.g. usage, growth Responding to Audit requests Clean-up of sites and content
  16. 16. Managing Permissions 19 Farm Admin is Site Collection Admin AD v SP Groups Broken Inheritance Direct Permissions Misuse of “Authenticated Users” Anonymous Access
  17. 17. Auditing Usage in SharePoint 20 Beware of the large log file Beware of the “disappearing” log file Reactive v Proactive Be prepared for lots of mouse clicks Brush up on your Excel skills Brush up on your SSRS skills
  18. 18. User Activity - Popular Items 21
  19. 19. One SharePoint Site. Simple. 22
  20. 20. More than One Site? Not so Simple. 23
  21. 21. The Out of the Box Tools 24
  22. 22. The Security and Compliance Gap 25 36 percent of SharePoint users are breaching security policies- CMSWire A survey revealed that 79 percent of the respondent said that they stored sensitive or confidential information on the SharePoint platform - CMSWire Only 18 percent of enterprises use technical controls to prevent access to sensitive information. Most — 73 percent — rely on written policies or informal understandings with their workforce - CMSWire “60% of organizations have yet to bring SharePoint into line with existing data compliance policies.” – AIIM Two-thirds of SharePoint-using companies in a recent survey have admitted to having ‘no active security policy’ in place -Emedia
  23. 23. The SharePoint Governance Gap view SharePoint Governance as critical have a well defined strategy 26 67% 26% 80% 70% 60% 50% 40% 30% 20% 10% 0% - Redmond Magazine Survey, 2013
  24. 24. 27 The End Result?
  25. 25. Tactical Team Responsibilities  Operations Team • Help Enforce Governance Plan • Manage Routine Maintenance Tasks: • Nightly Backups • Usage Monitoring & Analysis • Scheduled Task Validation • Security Release & System Upgrades  Support Team • Create Support System with SLA’s • Respond to questions, bugs and other issue resolution • Provide typical SharePoint Admin roles such as: • Site Provisioning • Security Permissions for users and groups  Development Team • New features and program management while adhering to standards. • Develop customized & personalized solutions for departments & division sites. Whose job will be changing the most? From Office365: Is Governance Affected and Where Do We Start? By Stacy L. Deere-Strole
  26. 26. Tactical Team Responsibilities  Operations Team • Help Enforce Governance Plan • Manage Routine Maintenance Tasks: • Nightly Backups • Usage Monitoring & Analysis • Scheduled Task Validation • Security Release & System Upgrades • Oracle & DBA Role will be eliminated • Active Directory Role could change (Ping Identity, FBA, etc.) • No Equipment to Support  Support Team • Create Support System with SLA’s • Respond to questions, bugs and other issue resolution • Provide typical SharePoint Admin roles such as: • Site Provisioning • Security Permissions for users and groups  Development Team • New features and program management while adhering to standards. • Develop customized & personalized solutions for departments & division sites. From Office365: Is Governance Affected and Where Do We Start? By Stacy L. Deere-Strole
  27. 27. Impacts of Office 365  In some ways, it simplifies Governance  SharePoint and Exchange are primarily affected  Biggest impact of 365 has is on sizing limits  Data sprawl must be watched more carefully in Office 365 to avoid hitting capacity limits! Feature Specifications Storage (pooled) 10 GB per user 500 MB per enterprise user 5 TB per Company Site collection storage quotas 1 TB OneDrive for Business storage allocation 1 TB Site collections per tenant 500,000 Mailbox Size 25 gig From Office365: Is Governance Affected and Where Do We Start? By Stacy L. Deere-Strole
  28. 28. Management Shell  SharePoint Online Management Shell is a Windows PowerShell module that you can use to efficiently manage SharePoint Online users, sites, site collections, and organizations  You can find a list of available cmdlets here (TechNet)
  29. 29. Simple mode Admin experience When you’re in Simple mode in the SharePoint Online admin center, the left-hand navigation shows only site collections, user profiles, and settings.
  30. 30. Advanced mode
  31. 31. Streamlined Admin tasks  Easier to add users, auto assign available licenses, reset passwords, and manually set passwords (instead of auto generated)
  32. 32. Creating information management policies  Create a policy to use on multiple content types within a site collection.  Create a policy for a site content type.  Create a policy for a list or library. (location-based retention policy)
  33. 33. Keeping up to date with the Office 365 Roadmap 38
  34. 34. Adjusting to Office 365 Updates No access to Correlation errors or backend. No ability to troubleshoot. The continual updates to the site can also cause strange errors. You may have to use different management tools. Moving to Office 365 means giving up some level of control. For example, you won't have any control over the patch management process, software upgrades, and other similar administrative tasks. 39
  35. 35. Factors in your hybrid planning Location / facilities Software licenses and support Hardware and maintenance Onsite support, personnel skills Level of customization Governance, auditing, security, compliance Disaster Recovery and Business Continuity Upgrades and migration 41
  36. 36. On Premises Cloud Hybrid Need space and maintenance planning Most likely provided 42 Licensing costs, but also upgrades and ongoing support Included in vendor-hosted solutions Need to purchase, support and maintain, and upgrade as platform matures Included in vendor-hosted solutions Administrative, developer, and end user skills and training Still requires administrative and possibly dev skills, end user training Need space and maintenance planning Licensing costs, but also upgrades and ongoing support Need to purchase, support and maintain, and upgrade as platform matures Administrative, developer, and end user skills and training
  37. 37. On Premises Cloud Hybrid 43 Full control Limited to none in SaaS, some control over PaaS, full control over IaaS Limited ability to integrate depending on SaaS, PaaS, or IaaS Many limitations OTB, but very robust tools from partners Limited Very complex across on prem and cloud components, very manual Needs to be planned, limited features OTB Defined in SLAs Some OTB capabilities, 3rd party for tighter control and predictability Microsoft recommends 3rd party tools Very complex across on prem and cloud components, very manual Some OTB capabilities, 3rd party for tighter control and predictability
  38. 38. Hybrid Health Warning! 44 Search Experience Limitations Authentication Challenges Lack of “Global” Navigation Broken User Experience? Different Release Schedules As Complexity Increases the Inherent Weaknesses in the Out of the Box Tools will be Magnified! (1+1=5)
  39. 39. Summary Security, Administration and Governance for SharePoint On-Premises, Online, and Everything In-Between 45
  40. 40. 46 Best Practices Focus on the user experience Make governance a priority Understand how your common management tasks scale across your online and on-premises systems Clarify and document your permissions, information architecture, templates, content types, taxonomy -- and ownership of each First define what policies, procedures, and metrics are needed to manage your environment, and then look at what is possible across your various tools and platforms
  41. 41. ControlPoint: Security and Compliance Objectives Benefits 47  Minimize or eliminate security breaches & unauthorized access to sensitive content  Meet compliance requirements for access control  Anticipate future IT needs to manage at scale  Eliminate human error with policy driven security across SharePoint farms  Mitigate risk of data loss due to unauthorized access to content  Provide audit trails of content access  Provide details of content growth and user activity  Provide automation of governance policies
  42. 42. 30 Day Trial of ControlPoint www.metalogix.com/controlpoint Governance Best Practices E-Book http://www.metalogix.com/Resources/Promotions/ControlPoint/White-Papers-and- E-books/SharePoint-Governance-Best-Practices.aspx 5 Step Plan for Securing SharePoint E-Book http://www.metalogix.com/Resources/Promotions/ControlPoint/White-Papers-and- E-books/5-Step-Plan-To-Securing-SharePoint.aspx Recorded Webinar – SharePoint Permissions Audits, Reports & Policy Enforcement http://www.metalogix.com/Resources/Promotions/ControlPoint/recordings/14 0925-us-cp-wb-sharepoint-permissions-audits-reports-and-policy-enforcements 48
  43. 43. Thank You Steve Marsh Director of Product Marketing at Metalogix stevem@metalogix.com www.metalogix.com @drstevemarsh Christian Buckley Managing Director at GTconsult and Office365 MVP cbuck@gtconsult.com www.gtconsult.com and www.buckleyplanet.com @buckleyplanet
  44. 44. www.metalogix.com www.gtconsult.com 50

Webinar presented on Oct 21st (US) and Oct 23rd (EMEA), 2014 by Christian Buckley, Managing Director at GTconsult and Steve Marsh, Director of Product Marketing at Metalogix.

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