Compliance in Office 365 - What You Should Know Webinar

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The same precautions taken in an on-premise environment, to ensure compliance and information governance, are equally important in the cloud. Office 365/Microsoft Online poses the same challenges as SharePoint on-premise, and organizations need to proactively manage information in the cloud the same way.

Many organizations are ignoring these issues simply because they view Office 365 as a collaboration venue and don’t equate it with the same business risks and challenges as SharePoint. This webinar will cover the ins and outs of compliance using Office 365 and conceptClassifier for Office 365. Understand why records, security breaches, migration issues, search, collaboration, social tagging, and eDiscovery and litigation support, are equally if not more important, in the cloud than on-premise.

What you will take away:
• Understand the issues in Office 365 regarding compliance and overall information governance
• Learn how an integrated enterprise approach, including SharePoint on-premise and Office 365, can be achieved and why it is important
• See live demos on how conceptClassifier for Office 365 addresses records identification, security, search, collaboration, and social content in the cloud
• Find out why ignoring the challenges can result in unnecessary risks, costs, and non-compliance
• Hear a real-life client scenario about an organization that deployed Office 365 for 170,000 users and how it approached and solved these challenges

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Compliance in Office 365 - What You Should Know Webinar

  1. 1. Compliance in Office 365 What You Should Know Don Miller Vice President of Sales Concept Searching donm@conceptsearching.com Twitter @conceptsearch
  2. 2. Agenda • Concept Searching • Who we are and what we do • Office 365 and Concept Searching technologies • Information Governance • Integrated enterprise approach • Real-life client scenario • Demonstration • Search • Records Management • Policy and Governance • Migration • Collaboration and Social Networking
  3. 3. • Company founded in 2002 • Product launched in 2003 • Focus on management of structured and unstructured information • Technology Platform • Delivered as a web service • Automatic concept identification, content tagging, auto-classification, taxonomy management • Only statistical vendor that can extract conceptual metadata • 2009, 2010, 2011, 2012, 2013, 2014 ‘100 Companies that Matter in KM’ KMWorld and Trend Setting product of 2009, 2010, 2011, 2012, 2013 • Authority to Operate enterprise wide US Air Force and enterprise wide NETCON US Army • Locations: US, UK, and South Africa • Client base: Fortune 500/1000 organizations • Microsoft Business-Critical SharePoint program partner, Gold Certification in Application Development • Smart Content Framework™ for Information Governance comprising • Five Building Blocks for success • Product Platforms: conceptClassifier for SharePoint, conceptClassifier for Office 365, conceptClassifier, and Concept Searching Technology The Global Leader in Managed Metadata Solutions
  4. 4. Concept Searching and Office 365 • Microsoft Partner • Member of elite Microsoft Business-Critical SharePoint Program • Microsoft Gold Certification in Application Development • conceptClassifier for Office 365 • Automatic semantic metadata generation • Compound term processing • Auto-classification • Taxonomy management • Supports single tenant and multi-tenant environments • Currently the only solution that addresses Information Governance in Office 365 • Security of content assets, security breaches, search, eDiscovery, litigation support, records management, migration, collaboration, social networking
  5. 5. Office 365 Technology Challenges • Office 365 limits the type of solutions that can be installed • No full trust solutions, sandbox only • No ability to make external web service or SQL calls • Reduced SharePoint APIs
  6. 6. Auto-Classification Challenges • The restrictions in Office 365 pose specific challenges to an auto- classification application • Event Receivers cannot reach out to an external server: A problem if you want to use these to alert the external server when documents are added or modified • Metadata updates cannot invoke a system update: A problem if you want to update MMP without corrupting the Modified By user and date • Term Store APIs are restricted: Rename Term and Delete Term are not supported and Term GUIDs cannot be specified
  7. 7. conceptClassifier for Office 365 • conceptClassifier for Office 365 is the first auto-classification application to fully support Office 365 • Event Receivers do contact the remote server to alert it when documents are added or modified • Metadata updates are performed without corrupting the Modified By user and date • All taxonomy management is implemented, including Rename Term, Delete Term, and synchronization of Term GUIDs
  8. 8. Office 365 In Practice What is Information Governance? And why do you care?
  9. 9. Metadata driven application and enforcement of policies to achieve Information Governance Smart Content Framework™ Sum of Parts is Greater than Whole
  10. 10. • Concept Searching’s unique statistical concept identification underpins all technologies • Multi-word suggestion is explicitly more valuable than single term suggestion algorithms Concept Searching has a unique approach to ensure success • conceptClassifier for SharePoint will generate conceptual metadata by extracting multi-word terms that identify ‘triple heart bypass’ as a concept as opposed to single keywords • Metadata can be used by any search engine index or any application/process that uses metadata. Concept Searching provides Automatic Concept Term Extraction Triple Baseball Three Heart Organ Center Bypass Highway Avoid Unique Approach
  11. 11. Why Information Governance in Office 365? • A single semantic framework regardless of where content resides • Maximizes value of enterprise information assets • Reduces liabilities surrounding lack of processes • Provides a way to manage unstructured and semi-structured data in a cloud or hybrid environment • Reduces organizational risk • Avoids the cost of non-compliance • Addresses cyber security and data protection • Improves decision making and organizational performance
  12. 12. A Robust Information Governance Strategy in the Cloud will Need • Integrated Enterprise Metadata Repository • Consistency and increased accuracy in Search • eDiscovery, FOIA, Litigation Support • Records Management • Data Privacy • Intelligent Migration • Enterprise Social Networking/Collaboration Framework What Do We Need?
  13. 13. What is the Crux of the Problem? It’s all about metadata…. “The metadata infrastructure provides the critical glue that binds the information infrastructure to the underlying IT infrastructure. Sound information governance practices would take advantage of the metadata infrastructure to ensure that content and data are managed consistently and adhere to written policies, across on-premise and cloud based environments.” 2010 IDC Digital Universe Study
  14. 14. Manual tagging is a behavior modification problem. You will never solve it by requiring end users to tag.
  15. 15. A manual metadata approach will fail 95%+ of the time Issue Organizational Impact Inconsistent Less than 50% of content is correctly indexed, meta-tagged or efficiently searchable rendering it unusable to the organization (IDC) Subjective Highly trained information specialists will agree on meta tags between 33%-50% of the time (C. Cleverdon) Cumbersome - expensive Average cost of manually tagging one item runs from $4 - $7 per document and does not factor in the accuracy of the meta tags nor the repercussions from mistagged content (Hoovers) Malicious compliance End users select first value in list (Perspectives on Metadata, Sarah Courier) No perceived value for end user What’s in it for me? End user creates document, does not see value for organization nor risks associated with litigation and non-conformance to policies What have you seen Metadata will continue to be a problem due to inconsistent human behavior Why is Metadata So Hard to Get Right?
  16. 16. How Do Information Management and Enterprise Metadata Interact?
  17. 17. Metadata Matters The Challenges of Content Overload • 80% of enterprise data is unstructured (IDC) • 60% of documents are obsolete (eLaw) • 50% of documents are duplicates (Equivio) The Benefits of Automatic Semantic Metadata Generation • Elimination of costs and errors associated with end user tagging • Identification and protection of secure content assets from unauthorized access and portability in accordance with compliance procedures • Automatic in-place identification and tagging of documents of record • Normalization of content across functional and geographical boundaries • Integration with the enterprise search • Ability to apply policy consistently across diverse repositories
  18. 18. What Does Metadata Achieve? • Relevance and precision in search • Enterprise content management • Identification of assets for data security, eDiscovery, and litigation preparedness • Cyber security protection • Records management and compliance • Collaboration and social tagging • Intelligent migration • Text analytics
  19. 19. • Create enterprise automated metadata framework/model • Average return on investment minimum of 38% and runs as high as 600% (IDC) • Apply consistent meaningful metadata to enterprise content • Incorrect meta tags costs an organization $2,500 per user per year – in addition potential costs for non-compliance (IDC) • Guide users to relevant content with taxonomy navigation • Savings of $8,965 per year per user based on an $80K salary (Chen & Dumais) • 100% “Recall” of content, 35% Faster access to content “Precision” • Use automatic conceptual metadata generation to improve Records Management • Eliminate inconsistent end user tagging at $4-$7 per record (Hoovers) • Improve compliance processes, eliminate potential privacy exposures 1. Create concept index from your content 2. Model and Validate 3. Automate Tagging 4. Findability 5. Business Processes 6. Records Management and PII 7. Life Cycle Management conceptClassifier for SharePoint provides an automated metadata approach for an immediate ROI and enforces Information Governance Accurate Approach
  20. 20. Office 365 Case Study Situation: • Global services firm • SharePoint environment • Over 170,000 users located across the globe - Americas, Europe, Middle East, India, Africa (EMEIA), Asia Pacific, Japan Challenge: • Ability to communicate real-time with end users and clients regardless of where they reside or how they are connected • Information Governance issues Solution: • conceptClassifier for SharePoint • conceptClassifier for Office 365 Benefits: • Hybrid environment with Information Governance enforced across the global enterprise – migration, data security, search, content management, records management • Improved communication and access to real-time information • High performance and scalability • One core set of technologies – deploy once use for multiple applications
  21. 21. Demonstration
  22. 22. Show me the ROI • Create enterprise automated metadata framework/model • Average return on investment minimum of 38% and runs as high as 600% (IDC) • Migration, can individuals ensure the right documents are migrated and the sensitive ones are removed? • Apply consistent meaningful metadata to enterprise content • Incorrect meta tags costs an organization $2,500 per user per year, in addition potential costs for non-compliance (IDC) • Guide users to relevant content with taxonomy navigation • Savings of $8,965 per year per user based on $80,000 salary (Chen & Dumais) • 100% ‘recall’ of content, 35% faster access to content ‘precision’ • Use automatic conceptual metadata generation to improve records management • Eliminate inconsistent end user tagging at $4-$7 per record (Hoovers) • Improve compliance processes, eliminate potential privacy exposures
  23. 23. Thank You Don Miller Vice President of Sales Concept Searching donm@conceptsearching.com Twitter @conceptsearch

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