Information Governance for Microsoft SharePoint 2010

1. Required Slide SESSION CODE: OSP219 Information Governance for MicrosoftSharePoint 2010 Paul Turner Lead Solution Consultant HP

2. Agenda • The appeal of SharePoint • Governance – an overview • Data usage • Order versus Chaos • What about the Cloud?

3. The appeal of SharePoint • The appeal • Not expensive • Easy to use • Good fit with your existing Microsoft technology investment • 2010 improvements (Social & Records)

4. The appeal of SharePoint II • Short term • Reduce network drive and email usage • Introduce collaboration • Replace a legacy intranet • Replace File Server • Long term • Integration with LOB applications • Extranet and internet capabilities

5. So what’s the problem? • It started with a CD..........

6. And ended like this Location-3 Location-2 Location-1 Location-4 Sites Sites Sites Sites Content 6 10 June 2010

7. Meeting market demands ... Business Outcomes Faster decision making and time to market Improve information discovery & accessibility Improve businessprocess efficiency Improve Value Mitigate Risk Reduce Cost Manage data according to business needs over time Improve information control Improve operational efficiency IT Initiatives

8. The Life of Data in the Data Center Storage Capacity Operational complexity Performance degradation Probability of re-use Probability of reuse time

9. Consolidation The Life of Data in the Data Center: With Consolidation w/o Consolidation Amount of Data Probability of reuse time

10. IT use case Location-3 Location-2 Location-1 Location-4 Sites Sites Sites Sites Data Volme over years Data growth 90% Reference Data 10% Current Data Year 10 10 June 2010 Data to run the business

11. IT use case Step #1 – Data Management Sites Sites Sites Sites • Leverage CIFS Storage • Tape Archive elimination • Mitigate risk • Avoid overload • Improve Performance • Shorten B&R window • Reduce Capacity • Ease DB operation Retention, Security, Classification, Policies Critical & Current Data TRIM 7 Reference Data 11 10 June 2010

12. Top customer requirements Why information management is important Source: “Information Management Initiatives at Midsize and Large Organizations” ComputerWorld study sponsored by SAS, October 2007

13. Portugal – an overview of an Information Architecture

14. Is Knowledge Management (in its current form) dead?

16. If HP knew what HP knows, we would be three times as profitable” Former chief executive of Hewlett-Packard, Lew Platt,

17. Some Definitions Data + Business Context Content Management (CM), Records Management (RM), Business Intelligence (BI), … Bits & Bytes Backup/Restore, Replication, Migration, Disaster Recovery, HSM, Archive, … Infrastructure Tiering, Arrays, Tape Libraries, Switches, HP, EMC, Hitachi, IBM

18. Information Environment Business Process Governance Discover Architecture Deliver Use & Collaborate Create Business Information Management Information Systems Data Management IT Preserve Store Protect Secure Infrastructure

19. Information governance Platform Paper docs E-docs/email Applications SharePoint Capture Classify Reduce Retain and Protect Discover Dispose

20. Governance means often different things to different people • It is about the ability to manage an asset effectively and responsibly • Set of roles, responsibilities, and processes that you put in place in an enterprise to guide the development and use of a solution. • Its about „providing direction“ and ensuring the „course is being kept“

21. … but solution success is not just about technology … Training Technology 20% Support Policies Communication Deployment Documentation

22. … and it’s easy to make mistakes • Not defining policies on what to use SharePoint for (and what not to use it for) • Empowering users without appropriate training and guidance • Letting users manage security when they have no clue what they are doing • Not treating SharePoint like an enterprise application • Letting users add lots of items/New columns to a list • literally kills the server • Not planning for scale and/or growth • Not providing SharePoint as a centralized service for the organization • Not testing the backup/recovery process • Allowing CD installation

23. Why do you need a Governance Plan? • Avoid “SharePoint Sprawl” • Customer expected 10,000 sites – almost 150,000 identified • Ensure that content quality is maintained for the life of the portal • Consistently provide a high quality user experience by ensuring that the governance plan is followed • Establish clear decision making authority and escalation procedures so that policy violations are dealt with and conflicts are resolved on a timely basis • Ensure that the portal strategy is aligned with business objectives so that it continuously delivers business value

24. A Governance Plan is important because … • SharePoint • often overlaps with other installed applications in particular capabilities • capabilities are not ‘required’ or ‘mandated’; users need to understand the value to get the benefit • Users can do a lot – we give them “great power” and need to ensure they accept their “great responsibility”

25. Concepts Effective Governance Plan • People • Define a clear Vision for the solution • Articulate Roles and Responsibilities • Technology • Define policies for service levels and appropriate use • Policy • Articulate design and usage principles - best practices and formal policies • Process • Define procedures for common tasks such as creating a new site or requesting new business requirements

26. One Size Does Not Fit All Corporate Business Taxonomy With Divisional Stakeholders Central Portal Aggregation & Navigation Division Portals Business Process Management Division News Group Reporting & Scorecards Self-Service Site Creation + Life Cycle Management Loosely Structured Group, Team, Project Sites and Workspaces Provisioned per User Individual Contributors Blogs, Social Networking

27. Technical Governance • This we are comfortable with • Number of servers • Sites per content database • Deletion periods • Backup and restore • SLA • DR • .......... Etc......

28. Probability of reuse The Lifecycle of Information Primary Storage $$$ Secondary Storage $$ Probability of reuse Long Term Retention $ 0 days 30 days 90 days 1+years forever Average days Since creation milliseconds seconds minutes hours days Recovery Time required

29. HP Japan Industry: Business technology

30. Customer Example • New Products

31. Interaction with SAP/Documentum

32. Key Governance Considerations Process/Procedural Design/Configuration Document Sets Sandbox Solutions Custom Help Executing Legal Holds Granular Backups Training on Social Network Policy In-Place Records Mgmt Deploying Custom Webparts Server Resources Quota Advanced Doc Routing New/Updated in SP 2010 Community Involvement Incentives Managed Metadata Community Involvement Incentives Tags Staged Retention Managing Server Accounts Tag Inheritance Feedback Community Involvement Incentives Offline Workspace Ratings Certifying Delegated Admins User Site Themes Unique Doc IDs Record Disposal Process Activity Feeds Reporting Abuse Consistent Global Navigation Managing Access Rights Site Provisioning Training Branding Rules SP 2007 Provisioning of AD Security Groups Content Confidentiality Info Mgmt Policies User Provisioning Site Templates Quotas Regulatory Compliance Content Types Requesting a Collaboration Site

33. SharePoint 2010 Considerations • Social Computing Implications • Governance planning is even more important in SharePoint 2010 because the increased emphasis and availability of social computing features means there are more types of content to govern. • SharePoint 2010 offers users a far more participatory role in the solution information architecture through the use of “social data” such as tags, bookmarks and ratings. Users need to understand and internalize the value proposition for leveraging these features. Solution designers will likely need to provide both guidance and encouragement for their use.

34. Tagging (March 2009) • ‘Document’ transfer from external farm to internal using virtual lists • Multi Langauge • Term management and merging

35. Order v Chaos ? Where do you want to be? “Order” “Chaos” Folksonomy FilePlan

36. SharePoint 2010 Considerations • Managed Metadata • Consistent Terminology • Better Navigation/Filtering • Better Search Results • Easier on Users • But…potential for confusion • What is Metadata? • Managed Keywords vs Managed Terms • Document Columns vs Social Tags • You will have learnt this at an earlier session

37. SharePoint 2010 Considerations • Records Management • In-Place Records vs Records Archive vs 3rd Party • You’ll likely use 2 – need to decide which and when • Has effect on: • Record retention rules • Which users can view records • Ease of locating records (Collaborators vs Records Managers) • Maintaining each version as a record • Records Auditing • Site Organization (and number of sites used) • E-Discovery • Security • If you are doing Records Archive, you need a records manager role!

38. Do they know their records management competency? • How they would rate their organizations competency in records management? • Do they know the risks they are exposed to? Do they know what they don’t know? • Is there communication and shared responsibility between both IT and the business? “HP & AIIM Records Management Competency Assessment” • Easy-to-use online assessment to help understand the records management competency of an organization • Records management competency has been classified into five stages • Questionnaire is in 3 parts focusing on people, process and systems • Immediately identifies and explains your stage of records management competency www.rmcompetency.org

39. Stages of competency: reduce risk A phased approach to Records Management best practice Unaware:unmanaged Aware:developing Aware:formative Aware:competent Focused:sophisticated • Vital records at risk • Non-compliance • Duplication of work • High storage and e-discovery costs • No authoritative versions • No info sharing • Uncontrolled retention • Decisions based on incomplete info • Incomplete chain of custody • No recognisable business context • Poor information security • Duplication of work • High e-discovery cost • No authoritative versions • No sharing of information • Poor retention • Decisions based on incomplete information • Incomplete chain of custody • No recognisable business context • Poor information security R I S K • Duplication of work • No authoritative versions • Minimal sharing of information • Decisions based on incomplete information • No recognisable business context • Poor information security • Cost of manual capture • Distributed silos of records • Change management

40. What about the Cloud • BPOS and other initiatives?

41. SharePoint Online Dedicated Feature Summary Communities Sites Content Search Insights Composites Service Specific • RSS Content Syndication • Privacy & security • Audience Targeting • Site and document aggregation • Site Manager • Mobile Device Support • SharePoint sites and Documents Roll up web parts • Integration with SharePoint designer • Portal Site Templates • Site Directory • Colleagues and membership web parts • User Profiles import • Multi-lingual user interface • Extranet access • People and groups lists • Calendars • Email Integration • Task Coordination • Surveys • Document Collaboration • Issue Tracking • Templates • Standard Site templates • Social Networking Web part • Real time presence and communication • Standard Meeting Site Templates • Document Information Panel • Document Action Bar • Retention and Auditing policies • Navigation controls • Content publishing • Page Layouts • Slide Libraries • Document Management Site Templates • Standard Enterprise and Publishing Site templates • Policies, auditing and compliance • Cross site-collection search • Enterprise content sources • Admin & Management • Indexing Controls • People search • Business Data Search (via Federated Query) • Authoritative Pages • Relevance Features • Did you mean? • Query Recommendation • Integrated business intelligence dashboards • Key performance indicators • Filter web parts • Integrated flexible spreadsheet publishing • Share manage and control spreadsheets • Web-based business intelligence using excel services • Data connection libraries • Business data web parts • Business data actions • Report center • Web Analytics • Forms libraries • Custom workflows • Centralized forms management and control • Design once development model • Form import wizard • Integrated deployment model for no-code forms • Compatibility Checker • Standard, Enterprise, Deskless USL • Partner Access License • Shorter RPO/RTO • Automated Custom Code Validation • Customization Deployment Framework • Tenant Admin Console • Improved Forms Technology • Improved Workflows • Business Document Workflow Support • Partial trusted workflow actions • Browser based forms • Improved BDC (Read/Write) • External Lists • Improved SharePoint Designer • Sandboxed Solutions • Phonetic Search • Improved Content authoring • Improved Records Repository • Metadata and Taxonomy • Content Organizer • Metadata driven Navigation • Document IDs • Document Sets • Legal Holds • Office Web Apps • Business Data Search (via Indexing) • Hosted FAST • Configure crawled file type • Improved Wikis and Blogs • Tagging • Rating • Note Board • Tag Cloud • Activity Feed • SharePoint WorkSpace • Improved My Sites • Visio Integration • Improved Usage Analytics • Access Services Other • New UX • Cross Browser Support (Safari, IE, FF) • Office 2010 Client integration • Performance Point Services • Single Sign-On • Claims Authentication • Project Online • Custom Managed Paths • Qualified Platform/Validated Apps • Application Marketplace • Integration with Microsoft information rights management (IRM) • Site variations • Geo-distributed design Launch + 1 Launch + 2 2007 capabilities Launch

42. Summary • Understand the Managed Meta Data in SharePoint 2010 • Establish a governance framework to ensure quality and relevance of content and to ensure that all users understand their roles and responsibilities. • Make sure that you have a Governance Board with a strong advocate in the role of Executive Sponsor. • Keep your governance model simple. Solutions need a strong governance model, but they don't need complicated models with lots of bureaucracy. • Don't make the solution itself more complicated than it needs to be. Just because SharePoint has a cool feature doesn't mean that you need to deploy it – at least not right away. • POC/Model Office • An effective Governance Plan doesn’t have to constrain every move – it has to provide guidance to users to ensure that your solution remains effective and vibrant over time.

43. Governance: a balanced view Compliance Application Systems

44. Required Slide Track PMs will supply the content for this slide, which will be inserted during the final scrub. Track Resources • For More Information – http://sharepoint.microsoft.com • SharePoint Developer Center – http://msdn.microsoft.com/sharepoint • SharePoint Tech Center – http://technet.microsoft.com/sharepoint • Official SharePoint Team Blog – http://blogs.msdn.com/sharepoint

45. Required Slide Speakers, please list the Breakout Sessions, Interactive Sessions, Labs and Demo Stations that are related to your session. Related Content • Breakout Sessions – See Conference Guide for full list of OSP Track Sessions • Interactive Sessions – OSP Track has 10 Interactive Sessions – OSP01-INT – OSP10-INT • Hands-on Labs – OSP01-HOL – OSP20-HOL • Product Demo Stations – Yellow Section, OSP • Office 2010, SharePoint 2010, Project Server 2010, Visio 2010 have kiosks and demos

46. Required Slide Resources Learning • Sessions On-Demand & Community • Microsoft Certification & Training Resources www.microsoft.com/teched www.microsoft.com/learning • Resources for IT Professionals • Resources for Developers • http://microsoft.com/technet • http://microsoft.com/msdn

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