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Information Governance: Securing data to manage riskPablo Sáez Montequín
Enterprise Account Executive
[email protected] | @psaez
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Agenda
• Why implement Governance• Compliance, Risk, and Privacy• Out of the Box Information
Management• Solutions and Summary
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Why Implement Governance
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Importance of Information Governance
20%
CIOs
in regulated industries will lose their jobs for failing to implement discipline of information governance
Gartner Research: 2016 Prediction
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How Much Governance is Needed?
Personal/My Sites
Governance
Visi
bilit
y
Project/Team Sites
Community Sites
Portal
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Customization Adoption Continuous Improvement
Operations Information Architecture
Information Management
Project Management Leadership
Infrastructure
Typical Policy Categories
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Define the Technical
Architecture
Drive Adoption
Establish Business
Requirements Drive Governance and Change
Management
How SharePoint is Deployed
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Establish Business
Requirements
Develop a Governance
Plan
Define the Technical
Architecture
Drive Adoption and
Change Management
How SharePoint should be Deployed
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SharePoint is down due to bad
code/cannot upgrade
Users loose faith “I will use dropbox”
We will fix next version migration
Breaking SharePoint Boundaries
Search results are too generic
Pure ChaosNo capacity
planning(read budget!)
Everyone is to blame (SP Admin)
No way to know what to recover
when
Typical Issues with No Governance
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Compliance, Risk and Privacy
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Compliance Standards for Consideration Accessibility Compliance Section 508 and 508 Refresh Web Content Accessibility Guidelines (WCAG) 1.0 Web Content Accessibility Guidelines (WCAG) 2.0 Canadian Government common Look and Feel
Privacy Compliance Gramm-Leach Bliley Act (GLBA) California SB1386 and AB 1950 European Union Safe Harbor US Section 208 Privacy Act of the USA UK Data Protection Act Health Insurance Portability and Accountability Act (HIPAA) Canadian Personal Information Protection and Electronic Document Act (PIPEDA) European Union Data Protection Directive 1995/46 European Union Privacy and Electronic Communications Directive 2002/58
Others• Records Management
• Sarbanes Oxley (SOX)• Operational Security (OPSEC)• Export Control Requirements (ITAR)• Brand and Site monitoring
• Bad or Broken Links• Metadata Policy• Improper words or phrases• Identity mismanagement• Marketing Standards
• Metadata Policy• Risk Level Tagging• Dublin Core Metadata Initiative • Z39.50 Tagging• Custom Vocabularies• Pointer Records
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Information must be accessible and available to the people who should have access to it and protected from the people who should not
Further this information may need to be stored, archived and preserved for some period of time
These laws have common elements
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Confidentiality leaks—Compromised privacy
Loss of data integrity
No access to or availability of data
Some specific risks to consider…
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How Much Compliance is Needed?
Personal/My Sites
Visi
bilit
y
Project/Team Sites
Community Sites
Portal
Compliance
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Out of the Box Features
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Management controls and scopesServi
ce Applica
tion
Configuration and Data
Farm
Web Application Service ApplicationZone
Content DB
Site collection
Top-level site
List/Library
[Folder]
Item / Document
Sub site Sub site
Security Permissions
Features
SSL
SharePoint Service Isolation
Quotas
Security Permissions
Ownership
(Full Control)
Web Application
Blocked File Types
Data Storage
SLAs
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Some limitsLimit Max Value Limit Type Notes
Web App 20 per Farm Supported Limit the # web apps; use Host Named SC
Content DB 500 per Farm Supported Perf hit on new SC; CA UI
SC per CDB 10K max2500 non-MySites
Supported Issues with upgrade speed; > #SC -> < SC KB; use Set-SPContentDatabase -WarningSiteCount
SC per Farm 750K Supported
Maximum size of documents pulled down by crawler
64 MB (3 MB for Excel documents)
Boundary
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Some new SP2013 features on this topic
Central Hub Export to NTFS Preserve in Place
eDiscovery Identity Content Mgmt S2S authentication Login tokens in DCS Store and App
Catalog
Site Based Retention Cross-site Publishing Site Policies
From 2007 and 2010: Self Service Sites; Content Types; Metadata Publishing; Information Management;
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How we will Proceed with OOTB features
Central Administration - Service Applications (Shared)
Central Administration - Settings
Site Collection Settings
Site Settings
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On-PremiseFarm
SOCIAL INTRANETTEAMS
Site collection
Marketing
Content DB
Site collection
HR
Content DB Content DB
Site collection
Intranet Home
HRMarketingFinance
Don’t panic – plan with end in mind… Example IA
EXTRANET TEAMS*
Content DB
Site collection
Finance
<LOB>APPS
ServiceFarm
PROFILESEARCH BCSMETADATA
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Central Administration
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Service Applications
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Create Term Sets for Policies
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Information Management Policy
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Manage Information Management Policy
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Site Usage Policy
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Manage Site Usage
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Site Policies – Self Service Site Creation
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Allow for Site Classification (retention only!)
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You must tie the MMDS to a CTSH
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Bridging the Gaps
Who is the business owner?
What is the criticality of the site?
Business Approval?
Chargeback or cost model?
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Site Collection
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Building the Policies
Configure SC Audit Settings
Configure Content Type Policy (IRM)
Configure Site Policy (Closure).
Create Content types, Site Columns.
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Configure Audit Settings
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Configure Content Types Policy Templates
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Labels have been Deprecated in SP2013
Labels are available for use by default!
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On-PremiseFarm
SOCIAL INTRANETTEAMS
Site collection
Marketing
Content DB
Site collection
HR
Content DB Content DB
Site collection
Intranet Home
HRMarketingFinance
Don’t panic – plan with end in mind…
EXTRANET TEAMS*
Content DB
Site collection
Finance
<LOB>APPS
ServiceFarm
PROFILESEARCH BCSMETADATA
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Don’t panic – plan with end in mind - (IM)Managed Metadata
Term Set
Content Hub
Site Policies
Content Types
Site Columns
Web Apps
Intranet• HR• Employee Benefits• Performance
Personal• PSaez• CCoba
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Create a new Site Collection (template)
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Configure Site Policy
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© 2013 AvePoint, Inc. All rights reserved. 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. An accessible version of this content is available upon request. Please submit requests to [email protected].
© 2013 AvePoint, Inc. All rights reserved. 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. An accessible version of this content is available upon request. Please submit requests to [email protected].
© 2013 AvePoint, Inc. All rights reserved. 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. An accessible version of this content is available upon request. Please submit requests to [email protected].
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Edit the Content Type Policies
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© 2013 AvePoint, Inc. All rights reserved. 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. An accessible version of this content is available upon request. Please submit requests to [email protected].
© 2013 AvePoint, Inc. All rights reserved. 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. An accessible version of this content is available upon request. Please submit requests to [email protected].
© 2013 AvePoint, Inc. All rights reserved. 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. An accessible version of this content is available upon request. Please submit requests to [email protected].
© 2013 AvePoint, Inc. All rights reserved. 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. An accessible version of this content is available upon request. Please submit requests to [email protected].
© 2013 AvePoint, Inc. All rights reserved. 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. An accessible version of this content is available upon request. Please submit requests to [email protected].
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Run the jobs or wait….
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© 2013 AvePoint, Inc. All rights reserved. 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. An accessible version of this content is available upon request. Please submit requests to [email protected].
© 2013 AvePoint, Inc. All rights reserved. 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. An accessible version of this content is available upon request. Please submit requests to [email protected].
© 2013 AvePoint, Inc. All rights reserved. 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. An accessible version of this content is available upon request. Please submit requests to [email protected].
Site
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© 2013 AvePoint, Inc. All rights reserved. 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. An accessible version of this content is available upon request. Please submit requests to [email protected].
© 2013 AvePoint, Inc. All rights reserved. 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. An accessible version of this content is available upon request. Please submit requests to [email protected].
© 2013 AvePoint, Inc. All rights reserved. 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. An accessible version of this content is available upon request. Please submit requests to [email protected].
© 2013 AvePoint, Inc. All rights reserved. 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. An accessible version of this content is available upon request. Please submit requests to [email protected].
© 2013 AvePoint, Inc. All rights reserved. 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. An accessible version of this content is available upon request. Please submit requests to [email protected].
© 2013 AvePoint, Inc. All rights reserved. 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. An accessible version of this content is available upon request. Please submit requests to [email protected].
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Where are the gaps?
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Gaps
How/Can you enforce it?
Can users leverage this?
How do you tie this into the SLA?
What about access (permissions)?
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Scenario 1: NDA delivered to Client• Attorney:• Member of Legal Group
• Container Security:• Legal Group Only
Client A Site
Client B Site
Client A NDA
Are security permissions enough?
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Scenario 2: Fire Walls in a Bank
• Trust and Investment Banker• Contoso in investment fund• Fund manager divest half of
Contoso stock
• Commercial Loan Officer Approval• Contoso ask for a loan for
machinery• Contoso is denied the loan
SEC now audits to see if insider trading occurs. First auditors checks permissions, find sharedpermissions in the employees personal sites.
Commercial Loan Officer has a personal site where anyone in the bank can access files andThey accidently posted loan worksheets there….. Since these are personal sites thereIs no audit logs
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Scenario 3,4,5…
• PII• HIPAA, HiTECH, PHI• FERPA
• Accessibility• ITAR• PCI, SOX….
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Summary
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Compliance Standards for Consideration Accessibility Compliance Section 508 and 508 Refresh Web Content Accessibility Guidelines (WCAG) 1.0 Web Content Accessibility Guidelines (WCAG) 2.0 Canadian Government common Look and Feel
Privacy Compliance Gramm-Leach Bliley Act (GLBA) California SB1386 and AB 1950 European Union Safe Harbor US Section 208 Privacy Act of the USA UK Data Protection Act Health Insurance Portability and Accountability Act (HIPAA) Canadian Personal Information Protection and Electronic Document Act (PIPEDA) European Union Data Protection Directive 1995/46 European Union Privacy and Electronic Communications Directive 2002/58
Others• Records Management
• Sarbanes Oxley (SOX)• Operational Security (OPSEC)• Export Control Requirements (ITAR)• Brand and Site monitoring
• Bad or Broken Links• Metadata Policy• Improper words or phrases• Identity mismanagement• Marketing Standards
• Metadata Policy• Risk Level Tagging• Dublin Core Metadata Initiative • Z39.50 Tagging• Custom Vocabularies• Pointer Records
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AvePoint Compliance GuardianCompliance Guardian helps organizations: • Address Operational Security (OpSec) and Sensitive
Security Information (SSI) requirements and securely manage highly sensitive data.
• Identify and take action to protect environments from privacy violations.
• Ensure that content complies with requirements for site quality, brand management, and maintains a consistent look and feel across the organization.
• Easily validate IT systems, applications, and content against standards-based and custom organizational policies for accessibility.
File Systems ComplianceSharePoint ComplianceWeb Compliance
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Management controls and scopesServi
ce Applica
tion
Configuration and Data
Farm
Web Application Service ApplicationZone
Content DB
Site collection
Top-level site
List/Library
[Folder]
Item / Document
Sub site Sub site
Security Permissions
Features
SSL
SharePoint Service Isolation
Quotas
Security Permissions
Ownership
(Full Control)
Web Application
Blocked File Types
Data Storage
SLAs
© 2013 AvePoint, Inc. All rights reserved. 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. An accessible version of this content is available upon request. Please submit requests to [email protected].
AvePoint Governance AutomationDocAve Governance Automation• Microsoft SharePoint as a service• SharePoint Content Management• SharePoint Permissions Management• SharePoint Provisioning• SharePoint Lifecycle Management
Based on a Service Catalog with Service Descriptions for full lifecycle support and multilevel approvals
The DocAve Difference: Using the entire DocAve 6 platform as a foundation for governance policy enforcement – including modules for migration, data protection, administration, storage optimization, compliance, and reporting
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Continuous Improvement Lifecycle
Mixed Junk IN
Filter for CompliancePrioritize for Business Need
Structure for Governance
Organized Gold OUT
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Our Strengths: About AvePoint
Technologies
Support CommunityServices
Solutions Partners
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Our Resources: Learn More AvePoint
Visit www.AvePoint.com/Resources Customer Success Stories
eTutorial VideosWhite Papers
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Our Goal: Your Satisfaction
Contact Sales
DocAve.com
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