Develop your Information Governance Strategy in Four Steps
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Whether your platform of choice is SharePoint on premise, Office 365, or a hybrid variation, you need to setup an Information Governance Strategy. This presentation gives you the ammunition you need to show leadership the value of setting up such a strategy (or the cost of not doing so) and provides four primary considerations for doing it.
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Develop your Information Governance Strategy in Four Steps
- 1. Accessible content is available upon request. Develop Your Information Governance Strategy in 4 Steps Jay Leask | @jayleask AvePoint Public Sector SharePoint Office 365 Hybrid
- 2. June 2017 #SPSDC @jayleask Identify the Challenges Define the Value Develop the Strategy
- 4. June 2017 #SPSDC @jayleask % F O R T U N E 5 0 0 C O M PA N I E S F R O M T H E 1 9 5 0 s A R E G O N E
- 5. June 2017 #SPSDC @jayleask 1999 - IPO 2004 – 9000 stores 2010 – Bankrupt 2013 – RIP
- 7. June 2017 #SPSDC @jayleask “ The reasonable man adapts himself to the world: the unreasonable one persists in trying to adapt the world to himself. Therefore all progress depends on the unreasonable man. ” - George Bernard Shaw
- 8. June 2017 #SPSDC @jayleask Everyone has a Voice Everyone is a Contributor Access from Anywhere
- 11. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. Why do you need brakes?
- 12. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc.
- 14. June 2017 #SPSDC @jayleask Hackers proved to be far less of a threat than simple, human error
- 15. June 2017 #SPSDC @jayleask We need to establish confidence
- 16. Per Breached Record Per Breach Event
- 18. June 2017 #SPSDC @jayleask Plan for the future Remove what’s unnecessary Keep what’s required Protect what’s important Establish a way to identify it Find out what it really is Reduce Cost. Increase Productivity. $ Users: Relevant Information IT Admins: Easier Maintenance Compliance Officers: Lowered Risks
- 22. June 2017 #SPSDC @jayleask Where is it? File Share SharePoint Office 365 Databases Who can access it? Who owns it? Who can read it? Who can edit it? What is it? ? File Level Analysis Content Level Analysis • Redundant, outdated and trivial (ROT) data • File types (Music, log files, etc..) • Sensitive data • Date Created • Owner
- 24. June 2017 #SPSDC @jayleask Regulated Data Data that requires retention / long-term archives ITAR / export controlled data Gold copies or replication Sensitive Data “Controlled Unclassified Information” (CUI) PII / PHI / PCI data that about employees / citizens Classified Data Operational security (OpSec) Intellectual Property Classified documents
- 26. Activity: How Do You Classify?
- 28. June 2017 #SPSDC @jayleask Tags Ownership Purpose Audience Sensitivity level Classify Is it a record? Is it high business impact? Who should have access?Where should it live?
- 29. Identify sensitivity level of the document Identify retention schedule Finish with managed keywords for search
- 30. June 2017 #SPSDC @jayleask Compliant Migration to… End-of-Life Another location on the file system for archiving Another system (SharePoint, Office 365, storage, etc.) Another location for “legal hold” Another location on the file system
- 32. June 2017 #SPSDC @jayleask How is Governance viewed in most organizations?
- 33. June 2017 #SPSDC @jayleask How do you know where to park?
- 34. June 2017 #SPSDC @jayleask Personal/My Sites Governance Visibility Project/Team Sites Community Sites Portal
- 35. June 2017 #SPSDC @jayleask Build “controls” into containers Make sure no one messes with your controls Ensure the system is used as intended
- 41. June 2017 #SPSDC @jayleask What does Microsoft offer? Protect The FileProtect The AccessProtect The System RMSCASBDLP • Enterprise-Wide Classification • Data Governance Framework • Risk Assessment • Enterprise-Wide Classification • Data Governance Framework • Risk Assessment
- 44. June 2017 #SPSDC @jayleask Say hello to Joe • It’s Friday 5pm and Joe wants to go home • He doesn’t have time to classify documents • Company policy: everything in SharePoint MUST be classified
- 45. June 2017 #SPSDC @jayleask Defining policy
- 46. June 2017 #SPSDC @jayleask Uploading files
- 47. June 2017 #SPSDC @jayleask Violation identified
- 48. June 2017 #SPSDC @jayleask Classification & Compliance Enforced
- 49. Admins, Compliance and Governance stakeholders
- 50. June 2017 #SPSDC @jayleask Example: Matter Center
- 51. June 2017 #SPSDC @jayleask Example: External Collaboration
- 59. June 2017 #SPSDC @jayleask “RECERTIFICATION” “ATTESTATION” “ANNUAL REVIEW” Hey! take a look… are the current settings still appropriate? If no– make the changes. If yes– sign off on it. Recertification drivers may be internal (company controls), external (regulatory requirement) or both
- 60. June 2017 #SPSDC @jayleask We said… “We won’t expose PII on this system”. We implemented… Rules to block PII from sites. Which resulted in… Reports to showcase violations over time. PROVE IT KRI – Key Risk Indicators Reports DO IT KCI – Key Control Indicators Product Configurations SAY IT Suggestions on Controls APIA Responses
- 61. June 2017 #SPSDC @jayleask Data Ownership Who is responsible for the stuff in here? Are they still here and willing to own it? Access Permissions Who can do what to the stuff in here? Does Bob still need his access? Classification Tell me about the stuff that lives in here… Is it sensitive? Is it important?
- 64. June 2017 #SPSDC @jayleask IT’S NOT ALL OR NOTHING. On-Prem Office 365 IaaS or Private Cloud “I need to maintain full control over my data and have specific data sovereignty requirements.” “I’d like to cut cost and facilitate collaboration.” “I’d like to minimize hardware but maintain control.” • Critical workloads • Collaboration spaces • Productivity apps • Custom solutions • Full control • No hardware • Sensitive workloads • Data with location restrictions • Legacy solutions and customizations • Full Control
- 65. June 2017 #SPSDC @jayleask Resources • 2016 Data Breach Ponemon Report • Office 365 Compliance Center • Azure Information Protection • Microsoft Cloud App Security • AvePoint Online Services • AvePoint Compliance Guardian
- 68. Let’s Connect