archiving and compliance for sharepoint on premise and online
TRANSCRIPT
2014
MUNICH
Archiving and Compliance for SharePoint On-Premise and Online
Application Governance & Archiving forMicrosoft SharePoint (AGA)
Franz Heiß
Senior Product Manager
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Agenda
Information Governance
AGA Overview/ Roadmap1
2
SharePoint Archiving methods3
Archiving for SharePoint in the Cloud 4
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Application Governance & Archiving for SharePoint
Controlled Site Deployment
Centralized Access
Storage Optimization
Formal Compliance
ArchivingSharePoint
content
Integration with Extended ECM for SAP
Archiving SharePoint Online
Sites
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Proposed:Delivered:Delivered:
36 month roadmapCalendar Year
In Progress:
Enhanced support for SharePoint App Parts to access Content Server
Enhanced support for Extended ECM
DoD 5015.2 certified Records Management for SharePoint Online
Basic SharePoint Online Support
Interactive Site Archiving for SharePoint Online (Office 365)
• SharePoint App Part (Read-Only) to browse/access Content Server items
SharePoint 2013 Support (Mar. 2013)
Migration of the existing functionality to SharePoint 2013
Support SharePoint 2013 and 2010 UX experience
Upgrade from AGA 10.4 and 10.5 (SP 2010)
Improved security trimming for SharePoint 2013 search
SP Services for Extended ECM for SAP (Jun. 2013)
New AGA package
Creating business workspaces in SharePoint
Using document templates
Custom CS column support
Q4 2015Dec. 2013H1 CY 2013
AGA vNextAGA 10.6 UpdateAGA 10.6
Application Governance & Archiving for Microsoft SharePoint
• Archiving
• Incremental Archiving
• Document Set Archiving
• Automatic Archiving for SharePoint Online
• Support for Extended ECM
• Working with SAP related content in SharePoint Online
• Connect early Business Workspaces with SAP Business Objects
• Support for Saved Searches
• Content Server 10.5 support
• Remote BLOB Storage for SharePoint 2013
Q3 CY 2014
AGA 10.7
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Agenda
Information Governance for SharePoint
AGA Overview/ Roadmap1
2
SharePoint Archiving methods3
Archiving for SharePoint in the Cloud 4
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Uncontrolled SharePoint environments
• SharePoint sites show up all over the place
• More and more content becomes inactive
• Who owns SharePoint content, who needs it, can we delete it?
• Organizational changes happen: site structures/ hierarchies outdated
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Information Governance for SharePointPain Points
• Rapid growth• Regulatory pressures• Litigation readiness• Risk mitigation• Best practices• Intellectual capital• Security
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SharePoint Online
• No SharePoint infrastructure deployment/maintenance
• Use the latest SharePoint version without upgrade burdens
• Switch from CAPEX to OPEX
• Predictable pay per use - scale up/down as you need
• Quick/easy deployment
• Collaboration with external people simple, e.g. no VPN connections needed
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Questions that have to be answered
• Regulations: how to manage regulated content/records created in SharePoint Online?
• Inactive content: what to do with content which is no longer used? Likely you do not want to store it in SharePoint Online forever.
• Long term preservation: how to store content created in SharePoint Online for many years?
• Cancel subscriptions: if subscriptions are not renewed, what to do with the related content?
• Storage limitations: default storage in SharePoint Online is 500 MB per subscribed user; what are the costs if you need additional storage?
• Data sovereignty: do you have content that must not leave a particular geographic location?
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Stay in control of your content
SharePoint Online is very attractive, but think about how to stay in control of your content
Where is my content?
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Bring all stakeholders to the table
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Agenda
Information Governance for SharePoint
AGA Overview/ Roadmap1
2
SharePoint Archiving methods3
Archiving for SharePoint in the Cloud 4
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Overview archiving methods
• High volume archiving• Content + metadata• Search (full text)• Records Management• Remote cache• Single instance storage• Compression• Encryption
Hardware vendor agnostic
OpenText Enterprise Library
SharePoint Documents
SharePoint Sites (+ Lists)
Manually
Rule based
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Document archiving
• Replace archived documents with links
• Links allow to access archived documents
• View documents, add versions
• Access metadata, version information
• Replace by original document
• Permission synchronization
• Keep original document in SharePoint• Useful for „journaling“ purposes
• Completely transparent for users
• SP document features, like Co-Authoring or approval workflows still available
• Changed documents automatically archived as new versions
Archive as links
Incremental archivingSharePoint Enterprise Library
Version 1 Version 1
Version 2 Version 2
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Incremental Archiving – how does it work?
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Incremental Archiving – what can you do with it?
• Address compliance/ eDiscovery needs
• „Selective“ Journaling of SharePoint content
• No change in SharePoint behavior, like: Approval workflows
Offline Access
Co-Authoring
Office Web Applications
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Content Type Mapping
Type mapping configurable/ extensible
Configurable conversion options
Also mapping of Managed Metadata and multi value properties supported
Mapping to multiple categories, or categories on different Content Servers possible
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Site Archiving
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Profile based Site Archiving
Site profiles assigned to
SharePoint sites/site
collections/web applications
Inheritable to sub sites
Archiving preconditions
defined with C# code
Specify what site content is
archived: documents, lists,
site export file
Site profiles also used to
simplify profile assignment
for document archiving
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Archiving List Content
Archive
Export file
Attachments
.html .
.
.
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Accessing Archived List Content
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Accessing Archived List Content
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Records Management SupportArchiving SharePoint content as Records
Innovate Corporation
has deployed Livelink
ECM and has created
an Enterprise Library,
with accompanying
Records policies.
Anne Kofsky,
Innovate's Records
Manager defines the
classification rules for
each type of business
• Archive SharePoint
documents/sites/lists
as Records
• Manual or automatic
archiving
• Classify Records with
archiving: manual or
automatic classification
Capture Records
Innovate Corporation
has deployed Livelink
ECM and has created
an Enterprise Library,
with accompanying
Records policies.
Anne Kofsky, Innovate's
Records Manager
defines the classification
rules for each type of
business record.
• Search/Browse for
Records in SharePoint
• Open/download
Records from
SharePoint
• Reclassify existing
Records
Access Records
Innovate Corporation
has deployed Livelink
ECM and has created
an Enterprise Library,
with accompanying
Records policies.
Anne Kofsky, Innovate's
Records Manager
defines the classification
rules for each type of
business record.
• Search/Browse for
content relevant for a
litigation
• Review content
• Put content on hold,
remove Holds
Litigation
Innovate Corporation
has deployed Livelink
ECM and has created
an Enterprise Library,
with accompanying
Records policies.
Anne Kofsky, Innovate's
Records Manager
defines the classification
rules for each type of
business record.
• Search/Browse for
Physical Records (such
as paper documents or
manila folders
• Request Physical
Records
• Return Physical
Records
(Flag for pick up)
Physical Records
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Records Management with OpenText Enterprise Library
• Manage Records from multiple systems like SAP, SharePoint, Email, File Shares
• Enterprise-wide policies can be used
• RM best practices supported, likeDoD 5015.2, VERS
• Also Physical Records like paper documents can be managed
• Circulation and Boxing
• Labeling
• Managing Storage and Transfer
• Classification as independent taxonomy used as File Plan
• Auto-Classification
• Providing Record Context
• Managing containers as Records
• Advanced hold capabilities: search enabled and custodian holds
• Records Management specific metadata searches
• Security Clearance
• Scalable disposition of Records
• Integrated hardware layer retention
• Deduplication
Centralized Records Management
Manage Physical Records
Records Management Features
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Accessing archived content
• Enterprise Library Web Parts• Browse Enterprise Library folders
• Faceted Browsing
• SharePoint Look & Feel• SharePoint Styles/Themes used
• SharePoint Ribbon supported
• Enterprise Library Search Web Parts• Search box, advanced search• Search results
• Use native SharePoint Search• Indexing archived documents in
SharePoint Search • Archived content found with native
SharePoint search
Browse for archived content/records
Search
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Agenda
Information Governance for SharePoint
AGA Overview/ Roadmap1
2
SharePoint Archiving methods3
Archiving for SharePoint in the Cloud 4
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AGA 10.6 Update for SharePoint Online
• High Volume Archiving• Content + Metadata• Search (Full Text)• Records Management• Remote Cache• Single Instance Storage• Compression• Encryption
Hardware Vendor agnostic
OpenText Enterprise Library
Archive Sites(incl. Lists and Docs)
Access Records
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Archiving SharePoint Online Sites
• Sites (including sub sites) can be archived interactively
• Documents and list content archived
• Content Type mapping: can be configured in xml files
• Example: archive finished site used to manage a project
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Archiving a Remote Site
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Archiving a Remote Site
Select a destination folder
Optional: select an RM classification
Enter the URL of the SP Online site
that should be archived
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Archived Sites
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Accessing archived site content
• Enterprise Library App Part available
• Based on Content Server UI widgets (Javascript UI Library)
• Read Only access for OpenText Content Server
• Faceted Browsing, Filter by name supported
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Accessing archived list content
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One shared architecture for SharePoint On-Premise and SharePoint Online
Enterprise Library
Content Server API
SharePoint Server (On Premise)
Web Services/
CSOM/ App Model
Web Parts, SP Pages
Content Archiving
Site Deployment
Core components, .Net API
SP OnlineEL App Part
SP OnlineSite Archiving
Legend: Standard AGA AGA SP Online components
Summary
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In Summary
Inability to respond to litigation/audits requests
High costs associated to content storage
Inability to access and act on content
Expensive and inefficient roll-out of custom SharePoint sites
Business Challenges
NeedCertified solution to manage
unstructured content across
applications that remains transparent
to end-users and mitigates risk for the
organization
Key Differentiators
Certified for DoD 5015.2 and VERS
Compliant with ISO 15489, FDA 21 CFR Part 11, U.S. Section 508 compliance, SEC 17a-4, CMIS
Physical Records Management
Long term preservation
Lower corporate risk
Litigation readiness
Increased productivity and reduced IT costs
Demonstrable governance and compliance with complete lifecycle management of all relevant content
Solution Benefits
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Franz Heiß
Email: [email protected]
www.opentext.com