Information Governance and
Business Solutions Strategy
What is Information Governance?
Information Governance is…
a framework of people, principles, processes and tools
why, when and how information is managed within an organisation
in order to…
maximise its value, fulﬁl obligations, reduce costs and reduce risk
What is the
scope of IG?
• All information
– Structured and Unstructured
– Regardless of location
– Regardless of type
• All people
– Management, employees, contractors
– 3rd parties & collaborators
– Citizens & members
• All functions
How is O365 diﬀerent?
Desktop & Web Oﬃce tools
How do you decide where you put content?
Where does it connect to the business?
External Channels (EDI)
Exchange / Outlook
On/Oﬀ – premises
What content lives in Oﬃce 365?
• Word Files
• Excel Files
• PowerPoint Files
• One Note Files
• Visio Files
• Web Links
• Issue tracking
• Custom Content
• Web Pages
• Instant Messages
• Skype Call Logs
• Skype Meeting Notes
Information Governance features of Oﬃce 365
• Data Loss Prevention
• Document deletion policies
• Information Management Policies
• Information Rights Management
• Messaging Records Management
• Mobile Device Management
• Records Management for SharePoint
• Site Closure policies
• Transport Rules
• Tool based policies
• Volume Limitations
• No Data Residency control
• Message Retention – Not guaranteed
• Legal Hold – mailbox only. BCC and
distribution lists excluded. Limited to 15%
• Legal Search – granularity, scalability and
• Metadata, Classiﬁcation, Taxonomies
• Data & Site Sprawl
The devil is in
PROOFPOINT FOR OFFICE 365-SoluGon
The survey says…
• When asked how SharePoint aligns to their IG policies
• 62% cite retention and disposition as their main misalignment
• 45% say their metadata and taxonomy are not aligned
• 25% do not diﬀerentiate records from content
• 21% admit they have no Information Governance (IG) policies
“The Impact of SharePoint - 2016” – AIIM/Gimmal
• Who “Owns” the problem?
• Who “Owns” the information?
• Where do you you ﬁnd the deep skills needed?
• How do you keep policies in sync?
• How many 3rd party tools are needed?
• What happens when the next release comes
• What about all the content that is NOT in Oﬃce
– RM Systems
– Other ECM repositories
– Shared ﬁle systems (on/oﬀ-premises)
– Earlier SP sites
– Legacy apps
– Paper ﬁles