the sharepoint information governance mismatch

The SharePoint Information Governance Mismatch

[The Law vs Technology vs Business]Ant Clay

Founder, CEO & TummelerSoulsailor Consulting Ltd

Ant Clay Soulsailor Consulting Ltd www.SoulsailorConsulting.com Ant@SoulsailorConsulting.com @Soulsailor Founder of Soulsailor Consulting Ltd SharePoint IG Product Owner Zurich

Insurance Combined Knowledge Trainer

(Requirements & Governance courses)

bit.ly/BuySPGovManifesto

looks are deceiving

I want to open your eyes

Assumptions:You already know ‘Why?’ you need Information Governance.

Assumption:

You know ‘Why?’

scope

Large

GlobalOrganisations

Highly

Regulated

Collaboration

Knowledge

Informal

Content

SharePoint

or

Office 365

Finance

Brewery

Mining

Education

who wins?

Business Technology

The Law!

Your Legal &

Compliance

Department

Wikipedia Definition:

…the set of multi-disciplinary

structures, policies, procedures,

processes and controls implemented

to manage information at an

enterprise level, supporting an

organization's immediate and future

regulatory, legal, risk, environmental

and operational requirements…

Clients Definition:

…anything we can do to:

• take control of our information

• maintain our reputation

• not get fined too much

• reduce the hassle dished out by

our Legal & Compliance Dept

SharePoint Governance Manifesto Definition:

…Governance is defined as the

activities needed to safely steer your

organisation towards its vision and

goals…

SharePoint Governance Manifesto Definition:

…Information Governance is the wide

scope of activities covering both IA

and IM, that ensures that any content

you have, in whatever form it may

take, is capable of adding value to the

organisation and supporting the vision

and expected business outcomes…

typical drivers for IG projects

impact of inaction

Heavy

Fines

Reputational

Damage

Loss of BusinessLack of

value from

information

assets

questions to ask 1st

Informatio

n Governance Requirements Gatherin

g

in scope systems

which SharePoint bits?

All Site

Collections

and Sub

Sites

Pages

All libraries

Or just

Document

Libraries

Social

News Feeds

Yammer

Lists

List Items

Attachments

what business data?

Records

Anything

on

Fileshares

Collaboration

Or

knowledge

Social

what business data?

Email

Voice or

Instant

Messages

Customer records

Application

Generated

Content

global laws & requirements

local laws & requirements

data classification

business risk classification

classification impact

what about?

Legally

Privileged

Personal

Data Data Pertaining to

minors

SOX

Compliance

business definitions

what’s a record?

what’s a business record?

what’s a non-record?

we are scared of deleting

ArchivingWhy?

Cheaper

Storage?

Why?

De-clutter

Manual

or

3rd

Party

Tools

How do you accessArchived

Content?

What are

your Archive

Rules?

13 months?

DisposalWhy?

Housekeeping

Why?

Right to be

forgotten

Manual

or

3rd

Party

Tools

Why?

Business

Rules

What are

your Disposal

Rules?

50 months?

Why?

Legal or

Compliance

rules

Record Retention

Why?

Right to be

forgottenManual

or

3rd

Party

Tools

Why?

Business

Rules

What are

your Retention

Rules?

Read-Only &

No delete?

Why?

Legal or

Compliance

rules

when is the right time?

- Data Owner- Data Classification- Retention Period- Disposal Period- Archive Period- ‘May Contain Nuts’- Any other attributes???

typical IG Attributes

But…

At what level do I store

these at?

classification & security

why is it so damn hard?

how do we do it…?

Supp

orta

bilit

y Business

Information

GovernanceUsability

Findability

Putability

User

Adoption

Business

Value

Legal &

Compliance

Information

Governance

what are you doing?

Simple

Approach

Complex

Approach

Ermm…

Nothing!

business system IG is easy

in SharePoint IG is complex

cost of solving vs. penalties

theory

Evolving Global approaches

but with many local nuances

e.g. Germany, USA, EU.

Rules based

Records ‘heritage’

practice

One

Solution

Support

Complexity

Support

Conflicting

Rules

IG is not the users problem

tools

SharePoint

Gimmal

Office365

AvePoint

MetalogixSharegate

vendor tools fit

simple IG scenarios

managing complexity

steer towards one Vision

And stick to

it always

key question

Build Buy

CustomiseDo

Nothing!

analyse your rules early

solution versus capability

business led versus IT led

Consolidate

Your

rules

Trust

Your

people

Pragmatism

In Your

technology

Don’t go to prison

Don’t get big fines

Protect your reputation

stay high-level

Use tools or

processes to

Govern

SharePoint

basics

Use

Governance

Tools

#1

Govern

Site

Collections

Use

SharePoint

Information

Management

Policies

#2

Govern

Sites

#3

Govern

Document

Libraries

Focus on Business Change

Migrating your Intranet and Managing your Documents in SharePoint- Randy Perkins

Managing the Content Lifecycle in Office 365- John Halliday

Making Sense of the Information Jungle and the Path That Lies Ahead- Agnes Molnar & Dan Holme

Achieving Governance through Transformative Migration- Bradley T Smith

Content Classification Using Dependency Structure Matrix Analysis- John Holliday

SharePoint Information Management- Paul Turner

more of the iceberg!

Thank you for attending!

Ant Clay