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Building Efficient eDiscovery and Compliance with SharePoint and O365
The document outlines a session on building efficient eDiscovery and compliance with SharePoint, focusing on the Office 365 eDiscovery workflow, its features, and benefits. Key discussions include the importance of eDiscovery during litigation and compliance investigations, tools for document management, and analytics for reducing effort and cost. It emphasizes the goal of enabling organizations to handle the majority of their eDiscovery processes within Office 365, while integrating with partners as needed.
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Building Efficient eDiscovery and Compliance with SharePoint and O365
- 1. 1@spsbangalore #SPSBangalore 1st September2018 Building Efficient eDiscovery and Compliance with SharePoint Mitul Rana SharePoint Consultant | CenturyLink
- 2. 2@spsbangalore #SPSBangalore@spsbangalore 2 Thisis the Session that you’re looking for … • Overview of eDiscovery in Office 365 • Office 365 eDiscovery workflow • Deep dives and demos • Value proposition • Recap and what comes next Attorneys, Paralegals, … Legal IT, Litigation Support, … Service Providers, LPOs, … IT Professional , System Admins ... IT Business
- 3. 3@spsbangalore #SPSBangalore When doyou need eDiscovery? Litigation Investigations Legal compliance e.g. GDPR Criminal Financial Employment Law Anti-Trust Tax Controversies Other
- 4. 4@spsbangalore #SPSBangalore How bigof a problem do we have on our hands? How much is this worth? How much truth is there in the allegation?
- 5. 5@spsbangalore #SPSBangalore@spsbangalore 5 eDiscoveryReference Model Information Management Identification Preservation Collection Processing Review Analysis Production Presentation
- 6. 6@spsbangalore #SPSBangalore Office 365eDiscovery Quickly find what’s relevant and reduce risk with intelligent eDiscovery in Office 365 Reduce effort to preserve data, manage legal holds, and manage data for a case Reduce Complexity Analytics help you organize unstructured data to reduce time and effort involved in reviewing documents Reduce Time, Effort, Cost Case workspace with roles, data permissions, and built in auditing enable different roles & personas to collaborate on a case – across organizations Enable Coordination
- 7. 7@spsbangalore #SPSBangalore Office 365eDiscovery is seeing good momentum Snapshot of 5 months from April to August 56% ↑ 53% ↑ 54% ↑
- 8. 8@spsbangalore #SPSBangalore eDiscovery modelimplemented in Office 365 Identify and Preserve Data Search for Documents that might be relevant Rank documents by their relevance Organize documents & recognize topics View and tag documents sorted by relevance, similarity Do all of these activities within a case that you create for the new matter
- 9. 9@spsbangalore #SPSBangalore Identify andPreserve Data Identify and Preserve Data Search for Documents that might be relevant Rank documents by their relevance Organize documents & recognize topics View and tag documents sorted by relevance, similarity
- 10. 10@spsbangalore #SPSBangalore Search fordocuments that might be relevant Identify and Preserve Data Search for Documents that might be relevant Rank documents by their relevance Organize documents & recognize topics View and tag documents sorted by relevance, similarity
- 11. 11@spsbangalore #SPSBangalore Use Relevanceto cull data & prioritize documents Identify and Preserve Data Search for Documents that might be relevant Rank documents by their relevance Organize documents & recognize topics View and tag documents sorted by relevance, similarity
- 12. 12@spsbangalore #SPSBangalore Organize documentsto improve efficiency of review Identify and Preserve Data Search for Documents that might be relevant Rank documents by their relevance Organize documents & recognize topics View and tag documents sorted by relevance, similarity
- 13. 13@spsbangalore #SPSBangalore View andtag documents Identify and Preserve Data Search for Documents that might be relevant Rank documents by their relevance Organize documents & recognize topics View and tag documents sorted by relevance, similarity
- 14. 14@spsbangalore #SPSBangalore Deep Dive •Demos • Deep dive into how features work • Special emphasis on new features
- 15. 15@spsbangalore #SPSBangalore Progress towardsend-to-end eDiscovery Solution GOAL: Organizations can complete the bulk of their eDiscovery workflows within Office 365 & leverage partners as needed. Administration Hold / custodian management Collection & content processing Search & Analytics Review Manage portfolio of eDiscovery cases Manage holds, data sources & notification workflows Search for and collect content from Office 365 & beyond Analyze content e.g. for early case assessment Manual triage of content & produce relevant documents
- 16. 16@spsbangalore #SPSBangalore Progress towardsend-to-end eDiscovery Solution Custodian Management Search O365 to collect data Hold Management Collect data from non O365 data sources Review Production Hold Notifications Enhanced processing (OCR, PST, Media, …) Ad-hoc search & tagging Case Management Auditing Reporting Analytics GOAL: Organizations can complete the bulk of their eDiscovery workflows within Office 365 & leverage partners as needed. Security & PermissionsAdministration Hold / custodian management Collection & content processing Search & Analytics Legend O365 In development (O365) Partial Office 365 PartnerReview Error Reporting
- 17. 17@spsbangalore #SPSBangalore Demo • Custodianand Hold Management
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- 25. 25@spsbangalore #SPSBangalore Custodian andHold Management Manage holds, data sources & notification workflows Add and remove custodians into a case, and apply legal holds to their data in-place if needed Manage custodians and legal holds Manage legally required workflows around notifications to custodians and their acknowledgments Custodian notifications Search for shared data e.g. SharePoint sites / Teams that custodians have access rights to, and had activities Identify data sources for a custodian Automatically expand legal Holds to shared data locations based on continued activities of custodians Dynamic holds
- 26. 26@spsbangalore #SPSBangalore Exchange Mailbox RecoverableItems Deletions Inbox Purges Versions Audits Deleted Items … DiscoveryHold Calendar Logging (5) Message Edited (3) Message deleted (4a) Message “purged” by user (Litigation Hold/ Single Item Recovery) (4b) Message “purged” by user (In-Place Hold) (1) Message delivered (2) Message moved to Deleted Items All indexed; eDiscovery searches cover entire source In-Place Hold: Exchange
- 27. 27@spsbangalore #SPSBangalore SharePoint/OD4B Site Pages Versions PreservationHoldLibrary Blogs/Wikis DocumentLibraries Etc. If Versioning is enabled, interim drafts are saved in the Versions folder Deleted items eDiscovery searches cover entire source except the Versions folder and Recycle Bin In-Place Hold: SharePoint & OneDrive
- 28. 28@spsbangalore #SPSBangalore Demo • Collection& content processing
- 29. 29@spsbangalore #SPSBangalore Data collectionand content processing Search for and collect content from Office 365 & beyond Content in Office 365 is indexed in real time so that you can search for and collect only the data that you need, and add into a case Targeted collections of data from Office 365 Ingest data collected from non Office 365 sources and add to a case Support for non Office 365 data Additional processing (e.g. OCR) of all data added into a case to extract text and metadata Processing of data All data is indexed within the case to enable ad-hoc searching and filtering Index collected data
- 30. 30@spsbangalore #SPSBangalore Data collection:Real time indexing in Office 365 Index Limit Changes (EXO) Limit Old New Maximum depth of attachments 1 30 Maximum number of attachments 10 250 Maximum attachment size 32 MB 150 MB Maximum annotation tokens (WordBreaker) 130,000 2 million Maximum body size in index (mail body + attachments) 1 million characters 67 million Maximum unique tokens in body 10,000 1,000,000 Maximum Excel file size 4 MB 4 MB (also numbers) Index Limit Changes (SPO) Limit Old New Maximum attachment size 32 MB 150 MB Maximum Excel file size 4 MB 4 MB Index limit changes for email in Exchange Online have rolled out Index limit changes for documents in SharePoint Online
- 31. 31@spsbangalore #SPSBangalore Demo • Analytics,Search & Tagging
- 32. 32@spsbangalore #SPSBangalore Analytics inAdvanced eDiscovery Intelligently explore and analyze unstructured data to quickly identify what’s relevant Use predictive coding to train the system to find likely relevant documents and reduce what’s sent to review Minimize Use near duplicate detection to organize the data and email threading to reconstruct email conversations from unstructured data Organize Use Themes to understand the topics represented in the data set Recognize Ad-hoc searches, ability to save search queries, and tag search results with case specific labels Search and Tagging
- 33. 33@spsbangalore #SPSBangalore Export options 3rdparty tools to extend the Office 365 eDiscovery process
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- 35. 35@spsbangalore #SPSBangalore Administration Manage aportfolio of eDiscovery cases Manage a portfolio of eDiscovery cases, and add team members to individual cases Case management Workspace for multiple roles and personas to collaborate upon activities within a case Case workspace Manage roles and security filters for data access Roles, security filters, & compliance boundaries Make Advanced eDiscovery available for government and defense customers Expansion into new markets
- 36. 36@spsbangalore #SPSBangalore Segment eDiscoverysearches and results by users as defined by your organization to allow compliance boundaries between business units, geographic location, or other divisions. This also includes full support of Compliance Security Filters for OneDrive for Business. Permissions model for Compliance Boundaries
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- 38. 38@spsbangalore #SPSBangalore On-premises NOW THERE’SFEWER BOUNDARIES, MORE DATA, MORE COMPLEXITY
- 39. 39@spsbangalore #SPSBangalore EDISCOVERY ISCHALLENGING & EXPENSIVE
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- 41. 41@spsbangalore #SPSBangalore Utilizing JusteDiscovery Search
- 42. 42@spsbangalore #SPSBangalore Leveraging AdvancedeDiscovery Predictive Coding
- 43. 43@spsbangalore #SPSBangalore Advanced eDiscoveryEmail Threading and Near Duplication Documents Email
- 44. 44@spsbangalore #SPSBangalore Looking back,… and Looking forward
- 45. 45@spsbangalore #SPSBangalore Key Takeaways Whatyou should remember from this session Addition of key features (custodians, search and tagging) make the solution more complete for a broader set of workflows Support for a broader set of workflows Improved indexing limits, error reporting, and permissions model. Modern look and feel to match the Security & Compliance center. Engineering improvements & UI modernization Single eDiscovery workflow to cover data collected from both Office 365 and non Office 365 sources. Non Office 365 data Improved customer value through the use of analytics to reduce time, effort, and cost of doing eDiscovery. Reduce cost of doing eDiscovery
- 46. 46@spsbangalore #SPSBangalore Intelligence poweredinsights Reduce total cost of ownership Protection beyond Office 365 Principles
- 47. 47@spsbangalore #SPSBangalore What Microsoftbuild next Early thinking on where we’ll be • Enable iterative workflows on data in-place • Data visualization to make the process more efficient • Custodians as a first class concept Reduce time, cost & effort of eDiscovery • Better support for personas who do not use our tools today • Enable collaboration and coordination across a broader set of roles • Complete workflows for other lifecycle stages of a case • Make the overall process more repeatable and defensible Add support for more roles and workflows • Deeply embed data insights into every step of the workflow • Make the process easier to manage through reporting and insights Intelligence powered insights
- 48. 48@spsbangalore #SPSBangalore Learn further- Reference Links: Inspired from Insight 2017 https://channel9.msdn.com/events/Ignite/Microsoft-Ignite-Orlando-2017/BRK3133?term=ediscovery&lang-en=true https://channel9.msdn.com/events/Ignite/Microsoft-Ignite-Orlando-2017/BRK3102?term=ediscovery&lang-en=true
- 49. 49@spsbangalore #SPSBangalore Thank You! Next Session: Connecting Microsoft Partners Enablement Teams
Editor's Notes
- #2 Changing SharePoint from storage to productivity suite is the story
- #3 A productivity suite in cloud , When business started asking for How are we compliant , How are we secure , eDiscovery is high area for Microsoft . investment area , can we become more transparent , You here about ediscovery and want to know how office 365 help to achieve that.
- #4 When ?? Law Suite ,Tradeable Law Suite , Internal investigation , when Attorney comes to IT and ASK for Data; court asking for supporting information. When it bets the company image .
- #5 How much big the problem is , A standard process of model
- #6 A set of repeatable and defaceable sets of workflows and practices. How we can achieve these tasks from Office 365 tool. We want the tool to
- #7 Easier cheaper and faster, not only running in cloud
- #8 Data available from apr to aug , 9 % growth at every month
- #9 Repeatable defensiable and workable workflow , Who Knows about this , A sp site , a Tax matter ,
- #10 Identify and Preserve Preservation od data GDPR Who are involved , Person ,Location, IP, Process not followed , Data Governance , Retention policy , data is available
- #11 Search relevant data to case using Keyword search , query search , rank the document , relevance document
- #12 Rank The document relevance of document
- #13 We need to find out the documents which are relevant , shorting exercise based on how relevant they are , similar documents, clustering , similarity of documents from each other Organize the unstructured document Reconstruct email thread s ,
- #14 Tag the document , view and tag document
- #16 EBRM Model : The EDRM diagram represents a conceptual view of the e-discovery process, not a literal, linear or waterfall model. One may engage in some but not all of the steps outlined in the diagram, or one may elect to carry out the steps in a different order than shown here. The diagram also portrays an iterative process. One might repeat the same step numerous times, honing in on a more precise set of results. One might also cycle back to earlier steps, refining one’s approach as a better understanding of the data emerges or as the nature of the matter changes.
- #17 New Case of custodian : person responsible to answer all question about data Items in green can be done today
- #18 Lets Pray for Demo God HR Investigation :: A call to HR :: A Game of Thrones :: Create a Case Open the case (Todays Pieces) 4. Create a Hold and preserve the data New Custodians Tag (shows the screen shots ) (yet to come at public tenant)
- #29 Collection of data, Add Non Office 365 data Search for office 365 data Identify important set of data for investigation Searches in Advanced ediscovery
- #30 Policy , data goverance , GDPR data , Data Goverance data , Privacy request , Non office 365 data , consistency standatd set of processs for data, Processing of data extracting metdata, creating indexsx
- #31 Potential to increase the set of indexed data, Least unindexed data , indexing help in searching
- #32 Predicting model to run relevance Rank the relevant data Themes for ranking the data profile Apply label to the data