1.
Presented October 23, 2013
SharePoint 2013 and Office 365:
collaboration, cloud – and compliance?
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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
www.aiim.org
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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.
aiim.org/training

4.
Secure Your Success
Become a
Demonstrate your ability to address
and manage today’s information challenges
www.aiim.org/certification

5.
www.aiimconference.com

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
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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
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8.
Introducing our Featured Speaker
Joel Oleson
Director of Technical Evangelism
ViewDo Labs
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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”
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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
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11.
IT Governs Tools Not People
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12.
SharePoint ECM Features Over Time
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13.
Understanding Compliance
The act or process of doing what you
have been asked or ordered to do…
- Merriam Webster's Dictionary
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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
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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.
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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.
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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.
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18.
Create an eDiscovery Center
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19.
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20.
eDiscovery Across On-Prem and Cloud
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21.
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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
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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”
http://blogs.technet.com/b/microsoft_blog/archive/2012/11/12/putting-social-to-work.aspx
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24.
“Controlling Social is like Herding Cats”
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25.
Business Governs People Not Tools
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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
http://blogs.office.com/b/sharepoint/archive/2013/03/19/yammer-and-sharepointenterprise-social-roadmap-update.aspx
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27.
Yammer of the Future
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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.
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29.
Information Architecture
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30.
Information Architecture
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31.
Cloud Enterprise Information Architecture
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32.
Enterprise Information Architecture
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33.
Hybrid Enterprise Information Architecture
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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
http://blogs.office.com/b/sharepoint/archive/2013/03/19/yammer-andsharepoint-enterprise-social-roadmap-update.aspx
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35.
On-Premises Only
Enterprise Information Architecture
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36.
Governance
 Governance consists of the people, processes, policies, and
technologies to deliver a service.
 Governance is taking command not control.
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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
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Presented by:

38.
Contact Me
 @joeloleson
 Joel.Oleson@gmail.com
 CollabShow.com
 LinkedIn.com/in/joeloleson
 TravelingEpic.com
Joel Oleson
 Facebook.com/joleson
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!
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Presented by:

39.
Introducing our Sponsor Speaker
Holly Hanna
Senior Program Manager
Microsoft
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40.
LCA Document
Management, Creation &
Collaboration
Holly Hanna
Sr. Program Manager
LCA Business & Technology Strategy

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.
Business Solutions Gallery
Self Service
Collaboration
Community
42

43.
Collaboration & Document
Management Showcase
Legal Project Management
•
Matter-centric Collaboration
•
External collaboration enabled
•
Email management
•
Search and metadata
•
Cloud collaboration
43

44.
Collaboration: LCA and Outside
Counsel
44

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.
Client Relationship
Matter
Management
Document Lifecycle
Document Management
Business Intelligence &
Reporting
Microsoft Dynamics
Records
Management

47.
Standardization of Content Types

48.
Document Templates

49.
Document ID

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.
Automated Service: Fictitious Names
Generator
51

52.
Automated Service: Document
Assembly
52

53.
Community, Social, and Search
LCA News and Network
•
Profile
•
Skills and expertise
•
Search and security
•
Unified practice view
53

54.
The LCA Network
Personal profile
Find colleagues
Personal page
54

55.
Collaboration using Yammer
55

56.
Additional Resources
• About Yammer:
https://about.yammer.com/
• Office 365 for Business:
http://office.microsoft.com/en‐us/business/
• SharePoint:
http://office.microsoft.com/en‐us/sharepoint/

57.
Questions?
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58.
AIIM Resources
Download free studies
www.aiim.org/research
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59.
Managing Records & eDiscovery
with SharePoint 2013
Manage records, ensure compliance, and
prepare for civil litigation requests.
aiim.org/training

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.
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61.
Survey
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(or click here)
Tell us how we did today,
and offer suggestions for topics of future events.
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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
www.aiim.org/webinars
View our library of Webinars On Demand
www.aiim.org/WebinarsOnDemand
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