achieving built-in governance with avepoint presentation deck€¦ · sharepoint is the “wild...
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Governance StrategiesI’m here! What do I do now? SharePoint Online Governance and beyond.
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Senior Product Manager
@ShyamOza
linkedin.com/pub/shyam‐oza/
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What’s our Agenda today?
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• Governance, Compliance, Administration Basics
• Tools and Governance
• Wrap‐Up
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What are we here to really talk about?
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Governance
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Gartner Research: 2016 Prediction
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Don’t just focus on what you can see
RiskAwareness
RiskIgnorance
“Never in all history have we harnessed such formidable technology. Every scientific advancement known to man has been incorporated into its design. The operational controls are sound and foolproof!”
E.J. Smith, Captain of the Titanic
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How likely do you think the following privacy breach risks are of occurring?
Hackersgainingaccess
80%
70%
60%
50%
40%
30%
20%
10%
0%Accidental
employee breachAccidental 3rd party breach
IntentionalEmployeebreach
Intentional3rd party breach
Source: HCCA;, “Data Privacy: How Big a Compliance Challenge?”; January 2011
8%
61%
41%
30%
13%
©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Governance…
©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
What’s Different in SharePoint Online?
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• Office 365 Permissions Management
• SharePoint Permissions Management
• Content Management
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Your new home…
©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
• Expensive
• Hard to support
©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
What should I do first?
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• Immediately switch to the “advanced” Admin Center Experience
• If you’re new to Social, start on Yammer• Enable External Sharing
• Ensure only new sites/experiences can be created
©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
• User IRM, NO EXCUSES!
• Consider upgrading to Azure Rights Management
©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
I want to get fancy
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• There are features ONLY accessible via PowerShell
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©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
• Software Boundaries and Limits
https://support.office.com/client/SharePoint‐Online‐software‐boundaries‐and‐limits‐8f34ff47‐b749‐408b‐abc0‐b605e1f6d498
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• Office.com/Roadmap
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Long‐Term Governance Strategy
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So …why are we here?
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Where do things go off the rails?
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We lose track over time…
We get it wrong from the start…
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BusinessNeeds
Usage
TechnicalNeeds
Control
©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
SharePoint is the “wild west”
We’ve defined some policies about how SharePoint
should be used
We’ve augmented SharePoint’s admin tools to better
measure compliance and correct issues
We’ve implemented policy‐driven
automation for pro‐active and re‐active enforcement of
policy
©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Prevent
Monitor
Detect/Report
Respond/Resolve
Replace unstructured provisioning with managed service offerings
Restrict content uploads based on content and context
Report current access permissions to data owners for certification
Log/report on content access and permission changes
Scan and classify content regularly
Report/alert on settings and permission changes that are
out of policy
Report content risk and content policy violations
Revert out of policy settings and security changes with one‐
click or less
Automate action policies to move, delete or secure content that meets defined conditions
©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Replace unstructured process with
managed services
Monitor, report and revert of out
of policy conditions
Interrogate content, apply classification, report and
resolve violations
©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Adoption and return on investment (ROI)
Accountability, classification, and chargeback
Business Owners
Service Requests Approval process Auditing Alerting of requests
Business Users
Customizable Approval Processes Policies Service Requests
IT Admins
Service Catalog ConfigurationReporting
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Every New Site
Add to Backup Plan• What SLA?
Turn on Auditing?
• How much?
“End of Life” plans?• Approval process?
Externalize BLOBs?
• Where? How?
Who “Owns” it?
Compliance Archiving?
Custom Branding or Design
Elements?
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Every New Library
Requires different RPO/RTO?
Needs Auditing?
Template, Content Types,
Metadata?
Requires IRM?Approval?
Compliance Archiving?
Information management policies?
©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Example Service Offering or SLA
DocAve Gold Silver BronzeArchiver 7 years 3 years 1 yearBackup 1 hour 1 day 1 weekCompliance Reporting Full View + edits Views
Connector Media & Content Content None
Dead AccountCleaning
Weekly Monthly Quarterly
Storage Manager Tier 1 – SAN Tier 2 – NAS Tier 3 – AzureVault Compliance None None
SharePoint
SharePoint Designer Enabled Disabled Disabled
Content Database Isolated DB Shared Shared
Quota 100Gb 50Gb 10Gb
©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
ProjectsGold
All ManagementAD GroupsProject Site Template2‐stage
AD User
Project Purpose
HRGold, Silver
HR Mgmt. AD GroupEmployee Site Template2‐stage
AD User
Employee Department
SalesSilver, Bronze
Sales Management AD GroupCustomer Site Template2‐stage
AD User
ACC Type: EPG/SMB/FIN
Policies
Security
CustomizationsApproval ProcessBusiness ContactClassification
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StartGovernance Automation
Customer Workflow T
Approval Process Execute Request
User Request Up to 3 Approval Stages
WFWF
F
WF
©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Monitoring for out of policy conditions…
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Configurations
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Features
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Permissions
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PE Rule Libraries: Custom Rules
Customers are not limited to rules we’ve supplied
Custom rules can leverage 40+ rule triggers
POWERFUL competitive advantage
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Enforcing Content ComplianceAssumptions vs Reality
The “Compliance Assessment”
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What is Compliance Guardian
•SharePoint (2007, 2010, 2013), File Shares, Web Sites, Web Applications•Real‐time or scheduled•“visible” and “invisible” content•Text or element based•Include/exclude filters
Scan
•Alerts and role‐based reporting•Enterprise‐wide scan results roll‐up•Dashboard with drill‐down and risk prioritization•Trend analysis and historical reports
Report
•Move•Delete•Quarantine•Classify•Secure with permissions
Act
©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Managed service offerings
Content compliance discovery
Monitor, report and revert
©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Prevent
Monitor
Detect/Report
Respond/Resolve
Replace unstructured provisioning with managed service offerings
Restrict content uploads based on content and context
Report current access permissions to data owners for certification
Log/report on content access and permission changes
Scan and classify content regularly
Report/alert on settings and permission changes that are
out of policy
Report content risk and content policy violations
Revert out of policy settings and security changes with one‐
click or less
Automate action policies to move, delete or secure content that meets defined conditions
©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Wrap‐Up