socialcomplianceview

In association with: Presented by:

SharePoint 2013 and Office 365: collaboration, cloud – and compliance?

Presented October 23, 2013


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• Content ManagementImprove customer and staff engagement, ensure compliance, and automate business processes.

• Managing Records & eDiscoverywith SharePoint 2013Manage records, ensure compliance, and prepare for civil litigation requests.

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• Process ImprovementStandardize, automate, and mobilize information‐sensitive processes.

• Managing Content in the CloudMaximise the benefits and eliminate the risks of using information assets in a cloud‐based collaborative environment.

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AIIM Presents:

Host: Theresa Resek – Director, Webinars, AIIM

SharePoint 2013 and Office 365: collaboration, cloud, - and compliance?

Joel OlesonDirector of Technical Evangelism

ViewDo Labs

Holly HannaSenior Program Manager

Microsoft


Introducing our Featured Speaker

Joel Oleson

Director of Technical Evangelism

ViewDo Labs


First SharePoint admin

Top SharePoint influencer

Top blogger

Global traveler & speaker

Technical evangelist

Enterprise social guru

Meet Joel Oleson

“Most connected guy in SharePoint”


Compliance and governance capabilities and considerations for SharePoint 2013

Bridging on-prem and the cloud

eDiscovery across multiple SharePoint farms and Exchange servers

Retention: In-place preservation of Exchange mailboxes and SharePoint sites

Information architecture / social architecture

Yammer compliance considerations

Social roles & responsibilities

Third-party considerations

Agenda


IT Governs Tools Not People


SharePoint ECM Features Over Time


Understanding Compliance

The act or process of doing what you have been asked or ordered to do…

- Merriam Webster's Dictionary


HIPAA Privacy RuleProtects the privacy of individually identifiable health information

HIPAA Security RuleSets national standards for the security of electronic protected health information

Patient Safety RuleProtects identifiable information being used to analyze patient safety events and improve patient safety

Compliance Examples


The eDiscovery CenterCentral SharePoint site used to manage preservation, search, and export of content stored in Exchange and SharePoint across SharePoint farms and Exchange servers.

SharePoint In-Place HoldPreserves entire SharePoint sites. In-Place Hold protects all documents, pages, and list items within the site but allows users to continue to edit and delete preserved content.

SharePoint 2013 eDiscovery


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

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

SharePoint 2013 eDiscovery


Centrally manage eDiscovery across multiple SharePoint farms, Exchange servers, and file shares.

1. Configure SharePoint Server 2013 Search to crawl all content from SharePoint Server 2013, Exchange Server 2013, or a file share or website.

2. Create a case, define a query, and then search SharePoint Server 2013, Exchange Server 2013, and file shares throughout the enterprise for content that matches the query.

3. Export all of the content that was identified.

4. Preserve items in place in SharePoint Server 2013 or Exchange Server 2013.

5. Track statistics related to the case.

Enterprise-Wide eDiscovery


Create an eDiscovery Center



eDiscovery Across On-Prem and Cloud



The Retention policy feature lets you define retention stages, with an action that happens at the end of each stage. The actions that can occur at the end of a stage include the following: Moving the item to the Recycle Bin

Permanently deleting the item

Transferring the item to another location

Starting a workflow

Skipping to the next stage

Declaring the item to be a record

Deleting all previous drafts of the item

Deleting all previous versions of the item

Retention Policies


“As soon as you start to see real adoption of enterprise social networking, you have a problem. So much of the intellectual property in a company is tied up in the interactions between people. We see it crisscross many organizations today as email and attachments. In companies where social takes off, we see it show up as conversations and documents in the network.

This is great news for everyone but the poor soul in IT who is charged with securing and managing the firm's intellectual property. The information in a social network is some of the most valuable intellectual property in the company, and their platform needs sophisticated security, management and compliance capabilities that don't get in the way of the users but do allow IT to sleep better at night.”

Jared Spataro, Sr. Director Office Division, “Putting Social To Work”http://blogs.technet.com/b/microsoft_blog/archive/2012/11/12/putting-social-to-work.aspx

The Problem With Social


“Controlling Social is like Herding Cats”


Business Governs People Not Tools


Yammer is our big bet for enterprise social, and we're

committed 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, Microsoft Office Divisionhttp://blogs.office.com/b/sharepoint/archive/2013/03/19/yammer-and-sharepoint-

enterprise-social-roadmap-update.aspx

Go Yammer


Yammer of the Future


Key Roles

Role Description Responsibilities

Community Manager(s)

Responsible for managing the Yammer community(Typically from Communications or Marketing)

Vision/Strategy, User Account mgmt, manages adoption & policy enforcement

YambassadorsBusiness embedded influencers who have strong use of the platform

Provide vision and direction for their business units. Explain soc bus value. Report policy violations

Group AdminsManage groups on Yammer and cultivate conversation within teams and groups

Keeps harmony within the group. Monitors conversation and engages.

Power User/Contributors

User who has a good understanding for creating polls,following topics, note boards and leveraging the platform

Keep policies and engage with the community

Sys AdminInstalls apps, configures web parts, AD sync, Profile config

Manages Technical requirements.


Information Architecture


Information Architecture


Cloud Enterprise Information Architecture


Enterprise Information Architecture


Hybrid Enterprise Information Architecture


“When it comes to the cloud, we're "all in," but

we're also realistic. We have a large on-premises

installed base that's important to us, and we're

committed to future releases of the server.”

-- Jared Spataro, Senior Director, Microsoft Office Division

http://blogs.office.com/b/sharepoint/archive/2013/03/19/yammer-and-sharepoint-enterprise-social-roadmap-update.aspx

On-Premises Lives On


On-Premises Only Enterprise Information Architecture


Governance consists of the people, processes, policies, and technologies to deliver a service.

Governance is taking command not control.

Governance


SharePoint Governance and Compliance Metalogix AvePoint

SharePoint Encryption and Security CipherPoint Stealth Software

Yammer Analytics and Compliance ViewDo Labs Good Data

Third-Party Tool Examples


@joeloleson

[email protected]

CollabShow.com

LinkedIn.com/in/joeloleson

TravelingEpic.com

Facebook.com/joleson

Contact Me

Global Collaboration Evangelist, Community Builder and Strategist

Joel Oleson

Contact me to discuss the social network in your enterprise. See a ViewPoint demo to monitor social activity for success in your company!


Introducing our Sponsor Speaker

Holly Hanna

Senior Program Manager

Microsoft

LCA Document Management, Creation & Collaboration

Holly HannaSr. Program ManagerLCA Business & Technology Strategy

Productivity & Process

Technology

Compliance

Business Challenges, a Starting Point

41

• Trying to find information needed to deliver Legal Services is time-consuming and frustrating• Collaboration both internally and externally is occurring primarily via email• Lost or hard-to-access information causes legal staff to re-create work when they could be spending time

developing new ideas, streamlining business processes or innovating on new solutions.• Duplication of Work Product - productivity and cost impact• Inefficient Business Processes

• Lack of official Electronic Records Repository• Storing critical e-mails and documents on local drives, file shares and team sites• Lack assurance of appropriate protection of Attorney Client Privilege and Privacy• Limited ability to comply with Records Retention and eDiscovery requirements

• Many existing solutions provide the same functionality and existing solutions are dated and underperforming

• Attorneys prefer to spend their time practicing law than learning how to use new technology and applications required for collaboration

• Not all our colleagues, clients, business partners and customers use the same technology or devices

Business Solutions Gallery

42

Self Service Collaboration Community

Collaboration & Document Management Showcase

Legal Project Management• Matter-centric Collaboration

• External collaboration enabled

• Email management

• Search and metadata

• Cloud collaboration

43

Collaboration: LCA and Outside Counsel

44

Coming Soon: Legal DMS Based on O365/SharePoint 2013

• Unique Document ID embedded in each document saved to SharePoint

• Ability to “scrub” documents of metadata before sharing externally

• Privilege deny & Easy external collaboration that maintains ethical walls

• Ability to control when a version is declared

• Ability to leverage social technologies like Yammer and SharePoint newsfeeds

• Availability of legal templates in SharePoint sites

• LITTLE TO NO CUSTOMIZATION

Redlining and redaction

Auto Sort and Provision to

SharePoint from Outlook

Real‐time Document

Collaboration with Internal and External Users

Complete Integration with MS

Office Folder Structure and Save

As Windows

Built‐in Workflow Engine

Document ID / Tagging / Taxonomy

Records Management

Document Lifecycle

Client RelationshipMatter

Managem

ent

Document Management

Business Intelligence & Reporting

Microsoft Dynamics

Standardization of Content Types

Document Templates

Document ID

50

Self Service Showcase

Client Self Service• Helps LCA scale to reach 98k employees

• Publish high incident, low risk LCA information

• Provide automated services

• Centralized Content Resources and Guidelines

• User experience governance, standard look and feel

51

Automated Service: Fictitious Names Generator

52

Automated Service: Document Assembly

Community, Social, and Search

LCA News and Network• Profile

• Skills and expertise

• Search and security

• Unified practice view

53

The LCA Network

Find colleagues

Personal profile

Personal page

54

Collaboration using Yammer

55

Additional Resources

• About Yammer: https://about.yammer.com/

• Office 365 for Business: http://office.microsoft.com/en‐us/business/

• SharePoint: http://office.microsoft.com/en‐us/sharepoint/


Questions?


Download free studies

www.aiim.org/research

AIIM Resources

Managing Records & eDiscoverywith SharePoint 2013

Manage records, ensure compliance, and prepare for civil litigation requests.

aiim.org/training


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