enterprise compliance in sharepoint and office 365

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SharePoint 2013, Office 365 and Yammer Enterprise Social Compliance

Joel Oleson Director Technical Evangelism ViewDo Labs @joeloleson CollabShow.com

http://www.twitter.com/joeloleson

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SharePoint Joel “Most Connected Man in Collab”

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SharePointJoel.com now CollabShow.com •  Global Epic Traveler -‐ TravelingEpic.com -‐ Over 115 UN

Countries

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2


Agenda

• Compliance in the Cloud Wave • Compliance in the Social Wave • Social Policy Explora[on…

Conductor…

hVp://www.ted.com/talks/itay_talgam_lead_like_the_great_conductors.html 19:15


Compliance in the Cloud Wave


Understanding Compliance

The act or process of doing what you have been asked or ordered to do… -‐ Webster's Dic[onary

www.aiim.org/infochaos�

Do YOU understand the business challenge of the next 10 years?

This ebook from AIIM President John Mancini explains.

http://www.aiim.org/infochaos

Microsoa Vision for Compliance Features

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, AD, File Server, third parEes Exchange, SharePoint

Microsoa Strategy: In-‐Place

Build compliance into the applica[ons

Index or Ingest to extend

Unify compliance experience and configura[on across the suite

Bloomberg

Immutable

SharePoint

Immutable

Exchange Lync

3rd Party Archives

Compliance

Delete Discover Archive Encrypt Audit DLP Preserve

…

Exchange

SharePoint

Others Archive

eDiscovery and Compliance

Tradi[onal Compliance

Enable Compliance Officers New Compliance Center


IT Governs Tools Not People


SharePoint ECM Features Over Time


SharePoint 2013 eDiscovery •  The eDiscovery Center -‐ central SharePoint site used to manage

preserva[on, search, and export of content stored in Exchange and SharePoint across SharePoint farms and Exchange servers.

•  SharePoint In-‐Place Hold -‐ preserves en[re SharePoint sites. In-‐Place Hold protects all documents, pages, and list items within the site but allows users to con[nue to edit and delete preserved content.

•  Exchange In-‐Place Hold -‐ preserves Exchange mailboxes. In-‐Place Hold protects all mailbox content through the same UI and APIs used to preserve SharePoint sites.

•  Query-‐based preservaKon -‐ allows users to apply query filters to one or more Exchange mailboxes and SharePoint sites and restrict the content that is held.

Exchange In-‐Place Archive SharePoint Records Center

Outlook OWA

Retain folder hierarchy

Exchange Dele[on Policies SharePoint Document Dele[on Policies

Exchange Preserva[on SharePoint Preserva[on


Create an eDiscovery Center


eDiscovery On Prem & Cloud

Case Study from Microsoa LCA: Average from FY11-‐13

45 people under legal hold 1.3TB

13 people’s data searched 288.8GB

Reviewed 16.8GB

Produced 4GB Used 249 pp.

Courtesy Microsoa

Pre-Office 2013 eDiscovery workflow at Microsoft Exchange Mailboxes Local Data SharePoint File Shares

Li[ga[on Data

Repository

Data Minimiza[on Tool

Linear Review Tool

Review AVorneys

Tiffing and Produc[on Tool

Produc[on Set

•  Completely Outsourced

•  Inside Corp Firewall •  Managed by MSIT •  En[rely MS technology

•  Outside Corp Firewall •  Co-‐managed by MS FTEs

and Data Center Vendor •  Third party technology

Courtesy Microsoa

Office 2013 eDiscovery workflow at Microsoft

•  Completely Outsourced

•  Inside Corp Firewall •  Managed by MSIT •  En[rely MS technology

Exchange Servers

Local Data

SharePoint

Linear Review Tool

Review AVorneys

Tiffing and Produc[on Tool

Produc[on Set

File Shares

.pst content Non-‐.pst content

Courtesy Microsoa


Compliance in the Social Wave

“Controlling Social is like Herding Cats”

courtesy EDS

hVp://www.youtube.com/watch?v=Pk7yqlTMvp8

Business Governs People Not Tools

Key Roles Role DescripKon ResponsibiliKes

Community Manager(s)

Responsible for managing the Yammer community (Typically from Communica[ons or Marke[ng)

Vision/Strategy, User Account mgmt, manages adop[on & policy enforcement

Yambassadors Business embedded influencers who have strong use of the platorm

Provide vision and direc[on for their business units. Explain soc bus value. Report policy viola[ons

Group Admins Manage groups on Yammer and cul[vate conversa[on within teams and groups

Keeps harmony within the group. Monitors conversa[on and engages.

Power User/Contributors

User who has a good understanding for crea[ng polls, following topics, noteboards and leveraging the platorm

Keep policies and engage with the community

Sys Admin Installs apps, configures webparts, AD sync, Profile config

Manages Technical requirements.


The Problem with Social… So much of the intellectual property in a company is Eed up in the interacEons between people. We see it crisscross many organiza[ons today as email and aVachments… We see it show up as conversa[ons and documents in the network. Jared Spataro, Sr. Director Office Divison, “Puung Social To Work” hVp://blogs.technet.com/b/microsoa_blog/archive/2012/11/12/puung-‐social-‐to-‐work.aspx


Go Yammer! Yammer is our big bet for enterprise social, and we're commiVed to making it the underlying social layer for all of our products. It will power the social experiences in SharePoint, Office 365, Dynamics, and more. -‐-‐ Jared Spataro, Senior Director, MicrosoI Office Division hVp://blogs.office.com/b/sharepoint/archive/2013/03/19/yammer-‐and-‐sharepoint-‐enterprise-‐social-‐roadmap-‐update.aspx

Yammer of the Future…

Yammer Security •  Monitor Keywords •  All connec[ons are SSL •  Encrypted Email TLS transport if you

support it on your side •  All data is considered •  Yammer’s offsite SSAE16 SOC1 data

center provides 24/7/365 video surveillance, biometric + pin-‐based locks

•  Data is backed up mul[ple [mes per day strong disk encryp[on. Backup SSH

•  Internal and external vulnerability scans and penetra[on tests

•  Third-‐party in-‐depth quarterly security reviews

Social Compliance Recommenda[ons

•  Determine reten[on policies – Regularly export conversa[on streams (i.e. daily, weekly, or monthly)

– Add export CSV file as Record in ECM

•  Social Policies •  User Agreement

Informa[on Architecture

Cloud Enterprise Informa[on Architecture

Unstructured Structured

Intranet Central Portal

Departmental Sites

Groups and Team Sites & Workspaces Yammer •  Groups Office 365 •  Team Sites •  Email

Personal Storage Fav & Follows •  SkyDrive Pro •  My Site •  My Tasks •  My Documents •  Docs I’m following •  People I’m following

On Prem Cloud

SharePoint 2013 •  Department ECM •  Doc Mgmt •  Workflows •  Custom Apps

SharePoint 2013 •  Search •  News •  Naviga[on

Enterprise Informa[on Architecture

Structured


Departmental Sites

Groups and Team Sites & Workspaces (Non Customized Light branding) Yammer •  Groups Office 365 •  Team Sites

On Prem Cloud




Unstructured

Hybrid Enterprise Informa[on Architecture

Unstructured Structured


Departmental Sites

Groups and Team Sites & Workspaces Yammer •  Groups Office 365 •  Team Sites •  Email


On Prem Cloud



On Premises Lives On

“When it comes to the cloud, we're "all in," but we're also realis[c. We have a large on-‐premises installed base that's important to us, and we're commiVed to future releases of the server.” -‐-‐ Jared Spataro, Senior Director, MicrosoI Office Division hVp://blogs.office.com/b/sharepoint/archive/2013/03/19/yammer-‐and-‐

sharepoint-‐enterprise-‐social-‐roadmap-‐update.aspx

Third Party Tools Examples

•  SharePoint Governance and Compliance – Metalogix – AvePoint

•  SharePoint Encryp[on and Security – Cipherpoint – Stealth Soaware

•  Yammer Analy[cs and Compliance – ViewDo Labs – Good Data

Takeaways… Q&A

•  eDiscovery center is designed for Office 365 and On Premises and requires both if you have both.

•  Social Compliance requires governance and policies to be created.

•  Establish Social Policies that can be enforced through rou[ne maintenance and with community leader(s)

•  Lead and govern don’t try to control

enterprise compliance in sharepoint and office 365

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