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Presented October 23, 2013

SharePoint 2013 and Office 365:
collaboration, cloud – and compliance?

In association with:

Presented by:
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

In association with:

Presented by:
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
Secure Your Success
Become a

Demonstrate your ability to address 
and manage today’s information challenges

www.aiim.org/certification
www.aiimconference.com
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:
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:
Introducing our Featured Speaker

Joel Oleson
Director of Technical Evangelism
ViewDo Labs

In association with:

Presented by:
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:
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:
IT Governs Tools Not People

In association with:

Presented by:
SharePoint ECM Features Over Time

In association with:

Presented by:
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:
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:
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:
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:
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:
Create an eDiscovery Center

In association with:

Presented by:
In association with:

Presented by:
eDiscovery Across On-Prem and Cloud

In association with:

Presented by:
In association with:

Presented by:
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:
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

In association with:

Presented by:
“Controlling Social is like Herding Cats”
In association with:

Presented by:
Business Governs People Not Tools

In association with:

Presented by:
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

In association with:

Presented by:
Yammer of the Future

In association with:

Presented by:
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:
Information Architecture

In association with:

Presented by:
Information Architecture

In association with:

Presented by:
Cloud Enterprise Information Architecture

In association with:

Presented by:
Enterprise Information Architecture

In association with:

Presented by:
Hybrid Enterprise Information Architecture

In association with:

Presented by:
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

In association with:

Presented by:
On-Premises Only
Enterprise Information Architecture

In association with:

Presented by:
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:
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:
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!
In association with:

Presented by:
Introducing our Sponsor Speaker

Holly Hanna
Senior Program Manager
Microsoft

In association with:

Presented by:
LCA Document
Management, Creation &
Collaboration
Holly Hanna
Sr. Program Manager
LCA Business & Technology Strategy
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
Business Solutions Gallery

Self Service

Collaboration

Community

42
Collaboration & Document 
Management Showcase
Legal Project Management
•

Matter-centric Collaboration

•

External collaboration enabled

•

Email management

•

Search and metadata

•

Cloud collaboration

43
Collaboration: LCA and Outside 
Counsel

44
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
Client Relationship

Matter 
Management

Document Lifecycle

Document Management
Business Intelligence &
Reporting

Microsoft Dynamics

Records
Management
Standardization of Content Types
Document Templates
Document ID
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
Automated Service: Fictitious Names 
Generator

51
Automated Service: Document 
Assembly

52
Community, Social, and Search

LCA News and Network
•

Profile

•

Skills and expertise

•

Search and security

•

Unified practice view

53
The LCA Network
Personal profile

Find colleagues

Personal page

54
Collaboration using Yammer

55
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/
Questions?

In association with:

Presented by:
AIIM Resources
Download free studies
www.aiim.org/research

In association with:

Presented by:
Managing Records & eDiscovery
with SharePoint 2013
Manage records, ensure compliance, and 
prepare for civil litigation requests.
aiim.org/training
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:
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:
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

In association with:

Presented by:

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SharePoint 2013 and Office 365 - Collaboration, Cloud and Compliance

  • 1. Presented October 23, 2013 SharePoint 2013 and Office 365: collaboration, cloud – and compliance? In association with: Presented by:
  • 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 In association with: Presented by:
  • 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
  • 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. 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. Introducing our Featured Speaker Joel Oleson Director of Technical Evangelism ViewDo Labs In association with: Presented by:
  • 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. 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. IT Governs Tools Not People In association with: Presented by:
  • 12. SharePoint ECM Features Over Time In association with: Presented by:
  • 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. 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. 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. 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. 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. Create an eDiscovery Center In association with: Presented by:
  • 20. eDiscovery Across On-Prem and Cloud In association with: Presented by:
  • 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. 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 In association with: Presented by:
  • 24. “Controlling Social is like Herding Cats” In association with: Presented by:
  • 25. Business Governs People Not Tools In association with: Presented by:
  • 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 In association with: Presented by:
  • 27. Yammer of the Future In association with: Presented by:
  • 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:
  • 31. Cloud Enterprise Information Architecture In association with: Presented by:
  • 32. Enterprise Information Architecture In association with: Presented by:
  • 33. Hybrid Enterprise Information Architecture In association with: Presented by:
  • 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 In association with: Presented by:
  • 35. On-Premises Only Enterprise Information Architecture In association with: Presented by:
  • 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. 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. 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! In association with: Presented by:
  • 39. Introducing our Sponsor Speaker Holly Hanna Senior Program Manager Microsoft In association with: Presented by:
  • 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
  • 43. Collaboration & Document  Management Showcase Legal Project Management • Matter-centric Collaboration • External collaboration enabled • Email management • Search and metadata • Cloud collaboration 43
  • 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
  • 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
  • 53. Community, Social, and Search LCA News and Network • Profile • Skills and expertise • Search and security • Unified practice view 53
  • 58. AIIM Resources Download free studies www.aiim.org/research In association with: Presented by:
  • 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. 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. 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 In association with: Presented by: