records management with sharepoint 2010 and office 365: security and workflow
DESCRIPTION
SharePoint Saturday Baltimore sesson with Jim Mullennix 5/12/2012Recent regulatory requirements, such as SOX, HIPAA/HITECH and DoD5015, make the proper management of official information both a business priority and a legal obligation that demands the attention of executive decision makers in both public and private sectors. Organizations lacking effective policies and procedures for controlling recorded information risk extensive penalties for non-compliance, a tarnished reputation and possible legal liability. The appropriate archival of documents is just one component of a larger records management process that also includes the collection, management, and expiration of organizational records. In this session we will look at best practices in using SharePoint 2010 as a records management platform including case studies and demos of existing solutions and how to extend SP2010 as an application development platform, use of workflows, native SP2010 security and third party tools for federal clients. Includes hybrid records management solutions with SP 2010 and Office365.TRANSCRIPT
Records Management with SharePoint 2010 and
Office365: Security and Workflow
Marie-Michelle Strah, PhD and Jim Mullennix
SharePoint Saturday Baltimore
Baltimore, Maryland
5/12/2012
Who are we?
Share!
•#spsbmore
•#sp2010
•#o365
•#RM
•@baltsharepoint
•@cyberslate
•@jimmullennix
Marie-Michelle Strah, PhD
Federal Program Manager
Michelle dot strah [at] appliedis dot com
Michelle AT lifeincapslock DOT com
@cyberslate
http://lifeincapslock.com
Jim Mullennix
Senior Solutions Architect
Jim dot mullennix [at] appliedis dot com
@jimmullennix
For more info: www.appliedis.com and http://ideas.appliedis.com/
AIS Overview
AIS Fast Facts
•In Business Since 1982
•Microsoft Managed Gold
Partner since 1984
•Over 320 Employees
•Over $40M in Revenue
MAJOR Public Sector Clients
OSD, DoJ, DHS, Treasury, VA,
Texas HHS
MAJOR Commercial Clients
GEICO, Chemonics, Bondi
Digital Publishing, Pandora
OFFICES
Reston, VA, Columbia, MD,
Dayton, OH, TX, NC, PA
AIS CLEARANCES
Secret, Top Secret, SCI
Thought Leadership: CTO Vishwas Lele Microsoft RD
(Regional Director)
Excellence in Service Delivery: Webby Award 2012
Employee Engagement
• 85% retention rate
• Average tenure over 8.5 years
• Washington Business Journal 50 Best Places to Work
Microsoft Relationship (Top 1% of Partners) • NSI (National Systems Integrator)
• Managed Gold Partner
• PSP, TAP, VTS and Cloud Accelerate Programs
• Partner Advisory Council
• 4 Gold Competencies
For more info: www.appliedis.com and http://ideas.appliedis.com/
Introductions and Overview
Records Management
Best Practices
Regulatory Environment
RM in SharePoint 2010
Records Center/Archive in Place
Upgrade/Migration
NEW! RM in Office365/SharePoint
Online
Agenda
Records Management Today
Dynamic Model
What is RM?
RM != Document Storage
Compliance, Retention,
eDiscovery
Security and Workflow
Information Lifecycle
Management and ECM
Document-
centric to
Information-
centric Model
RM in Federal Government: Major Challenges
Source:
http://www.fiercegovernmentit.com/story/electronic-records-archiving-still-
problematic/2012-05-02?utm_medium=nl&utm_source=internal
“…however, agencies still struggle to manage a voluminous amount of textual
records while simultaneously facing the technological challenges of preserving
records created and maintained in electronic format.”
Records Management and Usability
Metadata
and Content
Types
Records
Management
and Storage
Search
Improved Governance = Improved User Experience
Records Management Best Practices
Government
Insight and
Accountability
Upgrade and
Migration
DoD/IC/Healthcare
NARA
FISMA
Authentication
Capacity Planning and Storage
Reuse
Metadata and Content Types
Search
MDM (Master Data Management and
Mobile Device Management)
Records Center vs. Archive in Place
MSDN References: http://msdn.microsoft.com/en-US/library/ee557329.aspx
RM Storage Optimization and Migration
Use of Third Party Tools:
• Upgrade
• Migration
• Remote/BLOB Storage
Marketplace: http://office365.pinpoint.microsoft.com/en-US/applications/search/sharepoint-
online-d19?q=
• Cloud Connector for Office 365 and SharePoint Online
• Colligo Contributor
• DocAve for SharePoint
• File Trail
• Metalogix Migration Manager
• Axceler ControlPoint
4 Compliance Scenarios
Records
Management
Identifying
and
Managing
eDiscovery
Audit
Retention
and
Expiration
Records Management Programming Model:
Server-side API and Web Services
http://msdn.microsoft.com/en-US/library/ee557329.aspx
Demo – ECM/RM
Federal Client
Provide viable option to
custom solution
Use Previous Successful
Model with SharePoint 2010
SharePoint 2010
InfoPath Forms Services
FAST
Bing Maps
Dynamics CRM
Government 2.0
www.data.gov
“App Store” UX
Scalable: every site is
site collection
Custom Claims (Role
Based) Authentication
Dynamic Records Management: SharePoint 2010
Demo – Dynamic eDiscovery and Composite Application Architecture
•
•
•
•
Developing Custom SharePoint Solutions for the Cloud
Choose Wisely: Office 365 Enterprise Plans
• E1 - $8/user/month
• 300 Site Collections, 24x7 phone support, AD integration
• Read/Only Office File Viewers
• E2 - $14/user/month
• E1 + Read/Write Office Web Apps
• E3 - $20/user/month
• 300 Site Collections, 24x7 phone support, AD integration
• Voice Mail, Email archiving/legal holds, Lync
• Office 2010 Professional plus for computers
• E4 - $22/user/month
• E3 + Enterprise Voice (PBX integration)
SharePoint Online Storage for RM
• 10GB storage per subscription base
• Plus 500MB/user (not for Kiosk Plans)
• Plus 500MB/user per My Site (for plans with My Sites)
• Not included in overall quota
• Plus $0.20/GB/Month
• Example:
• 1000 users = 10GB + (1000x0.5GB) = 260GB
• Total 1TB = 740GB x $0.20GB/month = $148/month
• Maximum: 25TB (Just increased from 5TB) per
subscription
Office 365 Promises/Advantages for RM
• Economy of Scale translate to lower cost to you
• Server Administration
• Buy just what you need (users, storage)
• 24/7 Global Support
• 99.9% uptime (or you get $$ back)
• Fault Tolerant, Backups, Disaster Recovery
• FISMA Compliant
• You don’t need to buy equipment, office space, electricity,
cooling, redundancy, off-site/offline storage, etc….
SharePoint Online Records Management
• Mostly the same as on-premise with the following
exceptions:
• No Record Center Template
• No Web Application level “Send To” (still have
library level)
• Still have:
• In-Place RM
• Content Organizer
• Document ID Service
• Legal Holds/E-Discovery
• Retention Policies (and other Information Policies)
• Everything is at the Site Collection Level
SharePoint Online Records Management [cont.]
• Library “Send To” can “send to another site
collection”…
• But only via client side code running in the browser
User selects “Send to”….
• Retention Step “Send to another location” has no
options
• Code running in sandbox on server CANNOT access
other site collections
• Site Collections Isolate records
• SharePoint Online = Claims-Based Authentication
• Can’t build custom claims providers
Demo – Records Management in SharePoint Online
QUESTIONS???
Thank You!
Share!
•#spsbmore
•#sp2010
•#o365
•#RM
•@baltsharepoint
•@cyberslate
•@jimmullennix
Marie-Michelle Strah, PhD
Federal Program Manager
Michelle dot strah [at] appliedis dot com
Michelle AT lifeincapslock DOT com
@cyberslate
http://lifeincapslock.com
Jim Mullennix
Senior Solutions Architect
Jim dot mullennix [at] appliedis dot com
@jimmullennix
For more info: www.appliedis.com and http://ideas.appliedis.com/