tom rizzo senior director, sharepoint [email protected] ofc328
TRANSCRIPT
Session Objectives
Define what RM and Compliance is and is notLearn about the RM and Compliance features in SharePointDiscuss when to use what and the best practices around the different scenariosLots of demos and questions!
What is Compliance?
A little bit of technology, a little bit of people, a little bit of processTom’s Opinion:
4 Key Areas for ComplianceInformation architecture/info managementInformation security and governanceStopping unintended sharing/information protectionRight information to right people/one version of the truth
Keys to ECM SuccessParticipatio
n
Consistency
Flexibility
Interoperability
• Capability is discoverable and usable by all users
• New content types can be added under similar policy frameworks as existing content types
• Management policies can be changed as business needs dictate
• Individual components do not block capability upgrades• Information is available long-term through standard
formats
• Return on investment (ROI) is clearCost
effectiveness
ECM Impact Scope Is Growing
• Only 20% of data is held in structured systems
• 80% of data is therefore held in unstructured systems
• 90% of unstructured data is also unmanaged
• Data is growing at 36% per year• Content types and “new media” are proliferating and
gaining uptake, but also need management and discoverability
• Discovery demands are increasing in number and scope• Demands for clearer ROI on IT investment are increasing
Source: Doculabs
2 Key Compelling Risk Events
• Many countries now regard electronic communications as legally discoverable—specifics vary
• Collaboration and content management needs must be considered and designed together as new capabilities are introduced
• “Millennial” work styles and technologies are either not exempt from discovery, or are unlikely to remain so in the future
• Network boundaries continue to widen and transfer options are harder to control
• New collaboration technologies and work styles create legitimate business reasons for less stringent firewall policies
• Content protection needs to move to the content itself, regardless of content location
E-discovery IP Protection
Knowledge
Management
Business Upside: Harness Information
• Reduce costs, improve quality, and promote compliance • How: automated document routing, approval, control
Productivity
• Capture, align, and improve utility of information• Find and use the right information at the right time• Drive content reuse, best practices, and continuous
improvement• Increase business capability and environmental insight• Drive change management and agility
The Microsoft View: Integrate for Success
E-discovery
IP Protection
Information Value
Information is discoverable by the organization cost-effectively
• Single Infrastructure
• Consistent updates
• Easy user participation
Relevant information is easily discoverable by intended and non-intended authorized users
Key information is protected from unauthorized access
Microsoft “ECM for the Masses”An inherently strong alignment and a different approach
Traditional ECM
Managed Content
Capture untapped value
Manage broadening risk
User Participatio
n
Content Types
Scale to 100% of users and content under management
Reducecost and complexity
Unmanaged Content
The Microsoft ECM Solution• Drive participation across all
users• Make ECM capability
discoverable and usable in context
• Create rich content to manage• “Integrated” server capability for the business productivity infrastructure
• Document and records management
• Communication and collaboration services
• Social networking applications• ECM co-engineered with
collaboration and unified communications capabilities
• Rich, extensible platform
Sta
nd
ard
s S
up
port
• Enterprise data management• Central identity and
access management• Rights Management• Core Workflow services
ECM In Office SharePoint Server 2007
Unified Storage Architecture
Unified Services
ECM Components
User Interface
Records Management
Web Content Management
Forms Management
Document Management
Microsoft Office Web browsers 3rd party apps
Workflow Metadata Policies
Search Security IRM Collab
Library Svcs.
Info Architecture/Info MgmtManage your information proactively to help ease discoverability, sharing, security, protection and ITMicrosoft Key Features
Site design – hierarchy, collections, sites, lists, templates, navigationContent design – content types, metadata, policies, authoring and approvalWeb 2.0 content types – wikis, blogsWeb design – master pages, page layouts, content pagesOffice client integration to drive useAudience targetingData connections, search content sources, electronic forms
demoInformation Architecture
Info Security and GovernanceSecure your info assets, govern them and protect themMicrosoft Key Features
Item level security and auditingInformation management policiesRecords management – record center, barcoding, legal holdsOOB and custom workflowsE-mail records management with exchange and SharePointDOD 5015 Records management complianceeDiscoveryQuotas and site creation/deletion
Retention policies
Search
Legal hold
Copy and store centrally
De-duplicate and organize
Manually read, redaction
Examine relationships
Turnover to opposing party
Discovery Process Steps
All Enterprise Data
RelevantEvidence
Records Management
Identification
Preservation
Collection
Processing
Review
Analysis
Production
Legal Notification
Evidence
Ongoing
Repeats with each new
civil claim
Reduce Pool Prepare Data
Mapping Microsoft to RM
Search
Information
Managem
ent
Search
Legal Hold
Copy and store centrally
De-duplicate and Organize
Manually Read
Examine Relationships
Turnover to Opposing Party
Identification
Preservation
Collection
Processing
Review
Analysis
Production
Volume
Evidence
Retention PoliciesInformationManagement
Collaboration
Organizational Governance
Selectively retainChoose what to retain using Transport rules and/or MRM
Retain all mailPreserve all e-mail using transport Journaling
Help org minimize litigation risk and comply with regulationsRetention settings configured by adminHelp users keep what they need, delete what they do notUser chooses to retain or expire e-mailsComplete journaling scenarios
Enable journaling of email prior to transport journalingEnable journaling of emails post user access to it
Message Records ManagementMRM
demoInformation Security and Governance
Stopping Unintended Sharing/Information Protection
One big threat to IP Protection is unintended sharingRemoving tracked changes or comments from WordHidden images, notes and offslide content in PPTUsing the wrong information with the wrong audience
Information ProtectionInformation theft, security breaches, impersonation/social engineering
Microsoft Key FeaturesDocument inspectors in OfficeOpenXMLRMS Server integrated with Office and SharePointDigital Signature/Encryption for content and formsTransparent Data Encryption in SQL ServerWorkflowContent filtering/antivirus
demoUnintended Sharing
Right Information to the Right PeopleInformation discovery and sharing is as important as information protectionMicrosoft Key Features
BI - Excel Services, Report Center, Filters, Reporting ServicesSlide librariesDocument centerForce checkoutSearch – people, content and LOBOffline through Outlook and Groove
demoRight Information to the Right People
question & answer
Example: Add Metadata Easily
Seamless, customizable document information entry in Office Professional Plus 2007 makes searching and workflow more valuable for stored content
No context or application shift to enter data or workflow
Policies set on Microsoft® Office SharePoint ® Server folders
Customizable metadata entry right in core
applications
Policies highlighted on
opening
Example: Centralize Templates, Capture Documents Users can connect SharePoint
document libraries to Outlook
Outlook automatically synchronizes documents
Document libraries enable offline access and editing
• Capture documents into SharePoint from Outlook• Centrally control document templates• Users do not need to navigate to SharePoint
Example: Value-Added Document Management
Access to SharePoint document features directly from Office Professional Plus 2007
Team membersTasksOther documents
• Document management notifications and controls are in context of document• Users do not need to navigate to SharePoint
Example: Automate Document Workflow Access to SharePoint workflow
controls directly in Office Professional Plus 2007
E-mail notificationOutlook task assignmentsApprove/reject with commentsStart a workflow
Support collaboration and content governance policies and processes
Automatically move documents to the records vault per policy
• Workflow notifications and controls are in context of document• Users do not need to navigate to SharePoint to
participate in a workflow
Example: IP Protection for Everyone“Two-click” policy enforcement protection of sensitive mail and documentsProtection travels with the documentOnly named users can read or edit the encrypted documentOrganizational key fore-discovery accessCan be automatically applied to documents downloaded from specific SharePoint folders
Example: Promote Document PoliciesSeamless document management notifications in Office Professional Plus 2007
Check out to editWorkflow task notificationInformation management policy statements
Access version history
• Document management notifications and controls are in context of document• Users do not need to navigate to
SharePoint
Track ResourcesSpin the Wheel: Attend SharePoint breakout sessions Mon-Thurs and collect the picture of the day. Come by the booth for a chance to spin the SharePoint wheel. Collect all 4 pictures and enter to win a Microsoft Arc Mouse, drawing 11:30am on Friday, game cards at the booth.
Product Info http://www.microsoft.com/SharePoint
Dev ResourcesSharePoint MSDN Web Site: http://msdn.microsoft.com/sharepointSharePoint Developer Resources: http://mssharepointdeveloper.com/
SharePoint Conference 2009 www.mssharepointconference.com
ITPro ResourcesSharePoint Tech Center: http://technet.microsoft.com/en-us/office/sharepointserver/SharePoint Best Practices:http://technet.microsoft.com/en-us/office/sharepointserver/bb736746.aspx
Attend an Interactive Theater Session and enter to win a Microsoft ARC Mouse
Tuesday’s Picture is:
Walk of Fame Star
Attend any SharePoint Breakout Session day 1 – 4 and check the last slide for a daily picture.
Come to the TLC yellow area, SharePoint booths OFC 4 & 5 to spin the wheel for a chance to win a prize. The wheel only spins when the SharePoint spotlight is flashing. One spin per person.
Collect all four daily SharePoint pictures and enter to win a Microsoft ARC Mouse. Game cards can be picked up at the booth.
Drawing for Mice on Friday at the wheel at 11:30AM.
Collect the SharePoint Session Picture of the Day
Complete an evaluation on CommNet and enter to win!
© 2009 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS,
IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.