law & order: content governance strategies

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cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com

Law & Order: Content Governance Strategies

Christian Buckley, Axceler

cbuck@axceler.com@buckleyPLANET

Christian Buckley, Director of Product Evangelism at Axceler

• Microsoft MVP for SharePoint Server

• Most recently at Microsoft, part of the Microsoft Managed Services team (now Office365-Dedicated) and then Advertising Operations

• Prior to Microsoft, was a senior consultant, working in the software, supply chain, and grid technology spaces focusing on collaboration

• Co-founded and sold a collaboration software company to Rational Software. At another startup (E2open), helped design, build, and deploy a SharePoint-like collaboration platform (Collaboration Manager), onboarding numerous high-tech manufacturing companies, including Hitachi, Matsushita (Panasonic), and Seagate

• Co-authored ‘Microsoft SharePoint 2010: Creating and Implementing Real-World Projects’ link (MS Press, March 2012) and 3 books on software configuration management.

• Twitter: @buckleyplanet Blog: buckleyplanet.com Email: cbuck@axceler.com

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Tackle 10 common business problems with proven SharePoint solutions

• Set up a help desk solution to track service requests

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• Design a scheduling system to manage resources

• Create a site to support geographically dispersed teams

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Improving Collaboration for 16+ Years Mission: To enable enterprises to simplify, optimize, and

secure their collaborative platforms Delivered award-winning administration and migration

software since 1994 Over 2,000 global customers

Dramatically improve the management of SharePoint

Innovative products that improve security, scalability, reliability, “deployability”

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Focus on solving specific SharePoint problems (Administration & Migration)

Coach enterprises on SharePoint best practices Give administrators the most innovative tools available Anticipate customers’ needs Deliver best of breed offerings Stay in lock step with SharePoint development and market trends

Axceler Overview

• SharePoint out of the box is a powerful platform

• But many organizations don’t think they have the time, money, people to spend on planning

• The result? o Site sprawlo Unfettered contento Process lawlessness

Why are we talking about governance?

A new survey has found that almost half of SharePoint users disregard the security within SharePoint.

“Steps need to be taken that recognize the increasing porosity of the perimeter and allow the workforce to harness the power SharePoint offers without compromising security.”

Jan/Feb 2012, IDM.net.au

A 2012 CIO survey by Gartner shows an increasing push in collaboration, analytics, and cloud computing. They predict that by 2016, 20% of CIOs in regulated industries will lose their jobs for failing to implement the discipline of information governance successfully.

Jan/Feb 2012, IDM.net.au

• Survey being captured in four areas:o Governance perceptions within the organization (what they think

it means, where respondents believe their organizations are)o Governance roles (defining differences in roles and

accountability)o Governance planning (implied healthy practices, whether

organizations are thinking about the right things and the right scope)

o Governance readiness (asking questions to help determine ability to implement best practices)

• Respondents receive results• Whitepaper with analysis to be delivered prior to the

SharePoint Conference in November

Axceler Survey

What is governance?

Corporate

SharePoint

Project

• Governance definitions vary, but its important to figure out what it means within your company, and proactively manage ito Corporate governanceo IT governanceo Project governanceo SharePoint governance

Defining Terms

Governance is not a checklist

Governance is not something packaged,purchased, and installed over a weekend

Governance is about taking action to help your organization organize, optimize, and manage your systems and resources.

What does governance look like in SharePoint?

Overview / introduction How to Successfully Move to 2010

Before / Now – clean up your 2007 environment Challenges with SharePoint Administration How Axceler ControlPoint can help

During – right tools to reduce risks, errors and ensure successful move Challenges with SharePoint Migration / Upgrades How Davinci Migrator for SharePoint can help

After – ongoing management and administration Customer success stories About Axceler

Draft Outline of presentation

• SharePoint is like a fingerprint - we all have them, but they are all unique

• SharePoint governance has to fit your unique condition and goals

• Before you can talk about governance, either strategically or tactically, there are some pre-requisites:o understanding the business

value of SharePointo clarifying the scope of what is to

be built before you start building it (novel concept, I know)

The Pre-Work

From ‘Creating Passionate Users,’ Kathy Sierra

Structure/Architecture Policies, Process, and Standards Ownership and Accountability Measurement and Reporting Automation

Strategic Level: 5 keys to successful governance

Structure/Architecture

Web App

Site Collectio

SiteSub-site

Sub-siteSite

Site Sub-site

Site Collectio

Web AppSite

Collection

Site Sub-site

Policies, Process, and Standards

Ownership and Accountability

Measurement and Reporting

Automation

• Permissions• Content and Storage• Usage and Activity• Restructuring

Tactical Governance

• Perform regular security checks across your farm, down to the document level

• Proactively review, delete, and reassign user permissions as needed

• Clean up users who are no longer in Active Directory but are in SharePoint

• Review SharePoint groups• Have a process to backup and restore

permissions• Document site permissions (roles) so that its

easier to duplicate them for new employees• Monitor SharePoint CALs

Are you effectively managing your SharePoint Permissions?

• Monitor and track the growth of sites for better planning, especially with migrations

• Analyze web part usage to determine which sites are using which web parts

• Understand and manage SharePoint features

• Ensure consistent branding and behavior: site themes, quotas, regional settings, etc.

Any changes required to your Content & Storage?

• Analyze activity down to the site, page, document level• Identify who is accessing which documents, including

details on that activity (i.e. checking in a document, editing a document, or just viewing a document’s properties)

• Isolate sites that are no longer needed and delete them

• Compare activity from the past to help anticipate the future

• Find sites with the most or least activity

Do you know your Usage and Activity trends?

• Proactively manage architecture of your site collections, sites, lists, libraries, folders and items within your farm or across farms

• Have a plan for moving content and structure from test environment to production environment

• Understand impacts due to architectural changes or business changes

Do you need to reorganize your farm?

“The tree of liberty must be refreshed from time to time with the blood of patriots and tyrants.” – Thomas Jefferson

Thomas Jefferson on SharePoint Security

“The tree of liberty security must be refreshed from time to time with thorough periodic reviews of comings, goings, and changes in roles. the blood of patriots and tyrants.” – Thomas Jefferson

Thomas Jefferson on SharePoint Security

(Slide borrowed from Mike Gilronan [@mikegil], Sentri)

“Your priority is to get an information architecture and taxonomy linked to business process management.”

“Think about the basic services being provided and how staff can be more productive rather than introduce the bells and whistles.”

“Ensure governance is prioritized from the outset.”

“Make sure that any innovations are championed and advertised to that others can see what can be achieved and they can relate back to their own challenges.”

“Organizations will have to increase their investment in related tools and technologies, both the facilitate the development and refinement of policy, and to distill policies into executable rules that tools can apply to information.”

Best Practices from IDM Survey

• Self Quiz: o How important is governance in your organization/company today?o Do you have a SharePoint governance plan in place today?o If yes, who are the stakeholders included in your governance

body? (end users, IT managers, administrators, etc)o Do you have specific information management policies in place?o Do you maintain Service Level Agreements with your end users?o Do you have an operational change management model in place

to review and prioritize feature requests and customizations?o Do you regularly run audits on usage, security, content, or

permissions?

Readiness

Questions and Answers

Christian Buckleycbuck@axceler.com+1 425-246-2823@buckleyPLANETbuckleyPLANET.com

Additional Resources available 11 Strategic Considerations for SharePoint Migrations http://bit.ly/j4Vuln

The Insider’s Guide to Upgrading to SharePoint 2010 http://bit.ly/mIpOBZ

Why Do SharePoint Projects Fail? http://bit.ly/d1mJmw

Best practices for capacity management for SharePoint Server 2010, TechNet http://bit.ly/nvNrig

What to Look for in a SharePoint Management Tool http://bit.ly/l26ida

The Five Secrets to Controlling Your SharePoint Environment http://bit.ly/kzdTjZ

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