SharePoint 2013 Records Management and eDiscovery


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An overview of the Microsoft compliance strategy, eDiscovery and records management with SharePoint 2013.

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  • Dynamic workplace
    Historically, business have been focused on differentiation through driving efficiency (Ford; Japan).
    Increasingly, business success will be determined by how quickly businesses can do something differently. Work fast, fail and learn. Quicker cycles
    Physical and technical boundaries changing. Increased transparency and speed of information flow changing due to social. Coming to enterprise
    According to Peter Drucker: “The greatest management achievement in the 20th century was the 50-fold improvement in productivity of the factory worker. The biggest challenge we face today is to increase the productivity of the knowledge worker in a similar fashion.”

    Making Sense of it all
    In 2020 one prediction is that the world will generate 35 times the data that was generated in 2010.
    As digital content continues to explode, visualization becomes more important. So once you have the information you’re looking for, visualization provides an easy way to get at deeper insight.
    That’s why we envision a world where Office uses contextual computing to gather, prioritize and put the information you need right at your fingertips.

    Merging home and work
    The lines between home and work are blurring. Few of us have the luxury of separating our personal and professional lives anymore.
    We’re also using more and more devices and we expect to use those devices for both personal and professional activities – more than 50% of us use three or more devices.

    Natural Expression
    As innovations in touch, gesture and voice recognition make interacting with technology increasingly human, ease of use and scenarios grow exponentially
    Technology is rapidly becoming more natural – anticipating what people want and enabling people to interact in natural ways.  
    Touch is the single biggest breakthrough in the last decade in making interaction more natural.  
    Natural interaction is ripe for innovation in the near term with voice, gesture, and augmented reality (including sensing information about you and your surroundings).  

    Responsible Organization
    In this new world, we’ll need to enable these great devices and services experiences to users.
    But not without sacrificing the importance of privacy, compliance, security
    Industry standards: ISO 27001 certification; EU model clauses, HIPPA business associate agreement, FISMA
    Respect for data privacy: no advertising, mingling and data portability
    Helping IT manage info in their org, e.g. Data Loss Protection and unified e-discovery
  • Sharing documents is easier than ever before. You can provide external partners and vendors secure access to SharePoint sites or documents without violating the data governance and protection policies set by IT. You can enforce sign-in and set permissions at the document or site level to ensure you can work together with anyone securely.
  • Think about records. You can use a custom workflow to automate the process, but the more automation, the more strictures you put around your business. A hybrid model, where not everything is automated, seems to work better for us.

    Scanning – Psigen allows us to scan documents, pull content type information from the content type hub and managed metadata service, and move records to the appropriate location.

    One retention schedule for physical and electronic records

    Central search portal that allows people to locate records as needed. Allows search across multiple records centers, since each site collection will have its own record center

    Content organizer uses managed metadata and the content type hub to appropriately route and manage records.
  • Site collections at 250GB; since we were storing critical records, we needed a disaster recovery plan that provided for quick responsiveness. Retention schedules are different ways of managing different types of records; we originally had 1900 retention schedules. Encourage simplification of schedule – we moved to 64 large categories.

    For scalability and direct access, we use SQL storage directly. Looked at RBS but felt that SQL was right for us.
  • Hamburg Port Authority runs the largest port in Germany, and second largest in Europe; 1900 seats; HPA chose to upgrade to Microsoft Office 365 ProPlus to streamline deployment and provide employees the ability work while being mobile in the port.
    Japan Airlines deployed Exchange Online to more than 20,000 of its employees.
    Midroc Europe, a group of 13 companies and 2,600 employees, deployed Microsoft Office 365 and Office 365 ProPlus.
    Tesco, one of the world’s leading retailers, has committed to 475K seats of E3.
    Toyota North America rolled out Office 365 to 14,000 employees last spring, and they’ll soon make it available to 17,000 more.
    The City of Chicago recently chose to move 30,000 employees to Office 365.
  • In 2010, there was no good way to get emails into SharePoint, but in 2013 we can use site mailboxes.
  • Custom portals – 200,000 SP site collections and growing. SP on prem and in the cloud – cloud is 20TB and on prem is 60 TB
  • The number of records just keeps going – now that there’s a system of record, we get more and more data into our system
  • We were building on prem and then found that we needed to go to the cloud. We are all in. Reality is how we bring it together
  • .
  • SharePoint 2013 Records Management and eDiscovery

    1. 1. Industry Chatter on Records Management and eDiscovery SharePoint Microsoft
    2. 2. Compliance Vision Empower the User Enable the Compliance Officer In Place and Extensible Easy for IT Exchange, SharePoint, Windows Outlook, Word, PowerPoint, SharePoint, Mobile Apps Exchange, SharePoint, Lync, and File Shares Exchange, SharePoint
    3. 3. Information Lifecycle
    4. 4. Compliance built in, not bolt on Index or ingest to extend Unify compliance experience across the suite Bloomberg Immutable SharePoint Immutable Exchange Lync 3rd Party Archives Compliance DeleteDiscoverArchive EncryptAudit DLP Preserve … Exchange SharePoint Others Archive Records Management & Compliance Traditional Compliance
    5. 5. 99.98% Availability history for last 4 months Office 365: The Bank for Your Data SizeTenants 1TB SiteCollections More SharePoint storage coming soon ∞
    6. 6. Store data for business and compliance needs Exchange In-Place Archive SharePoint Records Center Outlook OWA Retain folder hierarchy
    7. 7. Work together securely with sharing Manage permissions
    8. 8. Protect sensitive data with DLP Exchange DLP SharePoint IRM
    9. 9. Investigate and prove with auditing Exchange Auditing SharePoint Auditing
    10. 10. Reduce risk by deleting data with policy Exchange Deletion Policies SharePoint Document Deletion Policies
    11. 11. Preserve, find, and export with eDiscovery
    12. 12. Compliance Vision Empower the User Enable the Compliance Officer In Place and Extensible Easy for IT Exchange, SharePoint, Windows Outlook, Word, PowerPoint, SharePoint, Mobile Apps Exchange, SharePoint, Lync, and File Shares Exchange, SharePoint
    13. 13. Appendix
    14. 14. Microsoft Records Center Architecture Microsoft Corpnet On-Premise Corporate Records SharePoint 2010 with URM 200 TB O365 Microsoft Tenant SharePoint Online 2013 1 TB + Growing200 TB
    15. 15. Records Architecture Records CenterIn Place or Hybrid Site Content Transfer Records Submission Site (Collaboration or Work Site, Long term) Records sent to Record Center on Site Close In Place Records Records Disposed in Site Physical RM - Accutrac Unified Retention Policies with Content Type Hub Document Imaging
    16. 16. Content Types for Information Policies • Step 1: Setup Term Store • Step 2: Setup Content Types • Step 3: Setup Record Libraries • Step 4: Setup Content Organizer Rules Record Libraries (64 Record Libraries for each Content Type) Term Store (Records Management business category terms) Content Types (64 Content Types based on Retention Policies) Content Organizer Rules (64 rules for each Content Type) Records Center
    17. 17. Logical Architecture Decision Factors • Disaster Recovery Plan • Content Database Limitations • Content Types  Multiple Site Collections per Content Type at 250GB  64 Retention Categories = 64 Content Types  Metadata Fields  Information Management Policies  Retention Schedule/Policies  Disposition Workflows Web application: Records Center RC1 RC2 RC3 http://recordscenter Database settings: § Target size per database = 250 gigabytes (GB) Managed Metadata IIS Web Site—“SharePoint Web Services” Enterprise Shared Services Business Data Connectivity Search User Profile Web Analytics Excel Services Application Application pool Default group
    18. 18. Microsoft SharePoint Implementation The Discovery & Collaboration Team empowers effective business collaboration by delivering real-time information experiences Empower the Business 10M SEARCH QUERIES PER MONTH 21K APPS FOR WORK USERS IN 102 COUNTRIES 80K YAMMER USERS 50K PERSONAL SITES ON O365 180K ON PREM SITES Company Hub Collaboration Best Practices Team and Portal Sites to O365 App Lifecycle Framework Integrated Social Tools Device Independent Experiences Enterprise Search Experience Major First & Best Program Create modern experiences Provide product marketplaces Deliver a common platform Connect people to others & information
    19. 19. WHAT PEOPLE ARE SAYING Records Management in Microsoft SharePoint Microsoft SharePoint provides some great features to enable these processes, and it provides enterprises with the appropriate controls for the data and documents that they declare to be corporate records. Antonio Maio, Microsoft SharePoint Server MVP and senior product manager at TITUS in Ottawa, Ontario. Microsoft SharePoint Muscles Into The Records Management Market …Microsoft's effective overall SharePoint strategy and active participation from key Microsoft partners, move Microsoft into the top spot for 2010 records management adoption. By Brian W. Hill, Forrester Research
    20. 20. Document Creation & Lifecycle 1 2 3 4 5 6 Pro
    21. 21. IT Infrastructure Snapshot 22 Engagement Process / Architecture & Consulting Shared Services Self-service Utility 200,000+ Regional MySites, Collaboration, Team & Divisional sites Custom / Managed Portals Corporate & Business Unit Portals (Shared & Dedicated) Custom SharePoint with MSIT Platform capabilities My (Personal) HR Library Finance Legal IT Sales Video Microsoft Web (MSW) Company Portal Shared Extranet Search (FAST) Platform Solutions Extranet Exec Presentations Finance - LOB Extranet Gold Portals People (UPA/UPRE) Social Taxonomy (MMS) Analytics (WebTrends, SP) Records Center Team My Personal
    22. 22. Microsoft Data Volume for Electronic Records Data Entry= 1,786 entries/wk (59hrs) Immigration documents received = 734/wk (19hrs)
    23. 23. Data Volumes for Physical Current boxes in storage = 105,745 Current active physical records = approximately 2M
    24. 24. Hybrid Record Management Solution
    25. 25. Hybrid Strategy Considerations • Can you simply search and discover information in one interface • Consume information stored on premise or in the cloud with any device? • Can I apply record retention policies to both places? • Does AD sync & cross domain authentication work? • How can we sync user profiles and metadata? • Can I setup a scalable record center farm architecture on O365? • What about my physical records architecture?
    26. 26. Q1 Q2 Q3 Q4 Q1 FISCAL YEAR 2014 Technical Roadmap
    27. 27. Value Proposition for eDiscovery Center for RM
    28. 28. eDiscovery Center
    29. 29. Keep important documents organized so they are easier to find and clean up content that is no longer needed or on hold Use eDiscovery Center or In-Place Records to manage document lifecycle and holdFlexibility Order Easy eDiscovery & Record Center
    30. 30. IRM (RMS) Prevents sensitive information from being printed, forwarded, or copied by unauthorized people inside the organization S/MIME Sign and encrypt messages to users using certificates Office 365 Message Encryption Encrypt messages to any SMTP address
    31. 31. • identify • monitor • protect