What Microsoft didn’t tell you about SharePoint OnlineJonty Collins

3 October 2015Durban, SA

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Big Bald Guy that works for AvePoint and ends up throwing his name at

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JontyCollins

Jonty-Collins

www.avepoint.com

About Me

Office 365 and SharePoint online is never going to be the perfect fit for every one of Microsoft’s Customers. During this session we will explore 5 common issues related to Backup, GoverenanceSecurity Management, Compliance (think POPI) and Life Cycle Management. The session will help take away your security concerns of a cloud strategy and might leave you shocked as to some of the doors that Microsoft have left open

Session Info

Session Index

• Backup• Governance• Security Management• Compliance• Life Cycle Management

Backup… WTF?

Site Collection Restore

Backups are taken every 12 hours and kept for 14 days.

In order to restore a site collection, you must contact technical support

The only supported restore option is a full site collection restore

The restore uses the same URL, so you will loose all the data that is currently hosted at that URL.

Recycle Bin

By default Sites, Lists, Libraries, Folders, Items and Documents will all go into the recycle bin.

If an end user empties his recycle bin, the content will be transferred into the site collection recycle bin.

A site collection administrator is able to restore items from the site collection recycle bin.

Items that have been deleted into the recycle bin will remain there for 30 days

The 30 days is the total length regardless weather the items are in the user recycle bin or in the site collection recycle bin.

Versioning

It is possible to turn on versioning on documents and items in SharePoint Online – not on by default

If versioning is turned on and no limit has been set on the amount of versions to keep, you can go back in time for as long as you want.

If you delete something, all versions will be delete as well.

If you restore something from the recycle bin back into a library, all versions will be restore as well.

If you have version limits, the oldest versions will be purged once a new version is being created.

Demo

Maintain Governance

Governance

“We launched SharePoint, it grew like an out-of-control wildfire, and now, we need to put that fire out”

Typically SharePoint governance is the "solution" after the problem is already out-of-hand, rather than the mechanism designed to stop the problem from transpiring in the first place

The cloud exponential increases the implications related to a poorly governed environment

Why bother with Governance

“Consider the high-costs of implementing SharePoint --some estimates suggest that an organization of 3,000 employees will spend more than $4 million in SharePoint-related costs over a three-year period. Combine that with the fact that many organizations are turning to SharePoint as their enterprise content management (ECM) platform, which houses mission-critical and sensitive data, and suddenly an insurance policy designed to protect and potentially improve your investment isn't a terrible idea.”

What to Govern

Governance plans should include the following core elements:

Operational Management

Technical Operations

Site and Security Administration

Content Administration

Personal and Social Administration

That is the easy part

How do you do it

You can’t without a tool!

What can you Control

Demo

Security Management

Managing SharePoint Security

Managing SharePoint Security

Clone, add, remove, transfer, or even grant temporary permissions on documents, sites, farms, and end users in one centralized process.

You can schedule your changes or even execute them in real time.

Demo

Sensitive Content

Compliance

It is all about the content and not the container

Say It

Do It

Prove it

Any while we are at it, lets auto-classify

Demo

Archiving

On the fly – never done this before

Case Studies

• vNext migrates 400 site collections from SharePoint 2010 to SharePoint Online in 10 days with DocAve.

• After the migration was complete, vNext implements DocAve Online – part of AvePoint Online Services, which providing capabilities for Office 365 management, protection, restructuring, synchronization, and reporting.

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• T-Systems migrates 300 TB of data with full fidelity to SharePoint 2010 and SharePoint Online with DocAve.

• Migrate from a multitude of legacy source systems such as, Livelink, File Systems, Exchange Public Folders, SharePoint 2007, and Proprietary content management systems.

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• With DocAve Online, Cricket Tasmania manages security settings and permissions across SharePoint Online environment 10 times faster than SharePoint native abilities would allow.

• Gave users confidence and reduced business disruption by granularly restoring lost or deleted documents and sites within the business day.

• Retire legacy, tape-based storage system by backing up business content in the cloud, achieving an annual savings of approximately $3,000 AUD.

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Local Players

Demo

Questions

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Questions

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