the sharepoint information governance mismatch
TRANSCRIPT
The SharePoint Information Governance Mismatch
[The Law vs Technology vs Business]Ant Clay
Founder, CEO & TummelerSoulsailor Consulting Ltd
Ant Clay Soulsailor Consulting Ltd www.SoulsailorConsulting.com [email protected] @Soulsailor Founder of Soulsailor Consulting Ltd SharePoint IG Product Owner Zurich
Insurance Combined Knowledge Trainer
(Requirements & Governance courses)
bit.ly/BuySPGovManifesto
looks are deceiving
I want to open your eyes
Assumptions:You already know ‘Why?’ you need Information Governance.
Assumption:
You know ‘Why?’
scope
Large
GlobalOrganisations
Highly
Regulated
Collaboration
Knowledge
Informal
Content
SharePoint
or
Office 365
Finance
Brewery
Mining
Education
who wins?
Business Technology
The Law!
Your Legal &
Compliance
Department
Wikipedia Definition:
…the set of multi-disciplinary
structures, policies, procedures,
processes and controls implemented
to manage information at an
enterprise level, supporting an
organization's immediate and future
regulatory, legal, risk, environmental
and operational requirements…
Clients Definition:
…anything we can do to:
• take control of our information
• maintain our reputation
• not get fined too much
• reduce the hassle dished out by
our Legal & Compliance Dept
SharePoint Governance Manifesto Definition:
…Governance is defined as the
activities needed to safely steer your
organisation towards its vision and
goals…
SharePoint Governance Manifesto Definition:
…Information Governance is the wide
scope of activities covering both IA
and IM, that ensures that any content
you have, in whatever form it may
take, is capable of adding value to the
organisation and supporting the vision
and expected business outcomes…
typical drivers for IG projects
impact of inaction
Heavy
Fines
Reputational
Damage
Loss of BusinessLack of
value from
information
assets
questions to ask 1st
Informatio
n Governance Requirements Gatherin
g
in scope systems
which SharePoint bits?
All Site
Collections
and Sub
Sites
Pages
All libraries
Or just
Document
Libraries
Social
News Feeds
Yammer
Lists
List Items
Attachments
what business data?
Records
Anything
on
Fileshares
Collaboration
Or
knowledge
Social
what business data?
Voice or
Instant
Messages
Customer records
Application
Generated
Content
global laws & requirements
local laws & requirements
data classification
business risk classification
classification impact
what about?
Legally
Privileged
Personal
Data Data Pertaining to
minors
SOX
Compliance
business definitions
what’s a record?
what’s a business record?
what’s a non-record?
we are scared of deleting
ArchivingWhy?
Cheaper
Storage?
Why?
De-clutter
Manual
or
3rd
Party
Tools
How do you accessArchived
Content?
What are
your Archive
Rules?
13 months?
DisposalWhy?
Housekeeping
Why?
Right to be
forgotten
Manual
or
3rd
Party
Tools
Why?
Business
Rules
What are
your Disposal
Rules?
50 months?
Why?
Legal or
Compliance
rules
Record Retention
Why?
Right to be
forgottenManual
or
3rd
Party
Tools
Why?
Business
Rules
What are
your Retention
Rules?
Read-Only &
No delete?
Why?
Legal or
Compliance
rules
when is the right time?
- Data Owner- Data Classification- Retention Period- Disposal Period- Archive Period- ‘May Contain Nuts’- Any other attributes???
typical IG Attributes
But…
At what level do I store
these at?
classification & security
why is it so damn hard?
how do we do it…?
Supp
orta
bilit
y Business
Information
GovernanceUsability
Findability
Putability
User
Adoption
Business
Value
Legal &
Compliance
Information
Governance
what are you doing?
Simple
Approach
Complex
Approach
Ermm…
Nothing!
business system IG is easy
in SharePoint IG is complex
cost of solving vs. penalties
theory
Evolving Global approaches
but with many local nuances
e.g. Germany, USA, EU.
Rules based
Records ‘heritage’
practice
One
Solution
Support
Complexity
Support
Conflicting
Rules
IG is not the users problem
tools
SharePoint
Gimmal
Office365
AvePoint
MetalogixSharegate
vendor tools fit
simple IG scenarios
managing complexity
steer towards one Vision
And stick to
it always
key question
Build Buy
CustomiseDo
Nothing!
analyse your rules early
solution versus capability
business led versus IT led
Consolidate
Your
rules
Trust
Your
people
Pragmatism
In Your
technology
Don’t go to prison
Don’t get big fines
Protect your reputation
stay high-level
Use tools or
processes to
Govern
SharePoint
basics
Use
Governance
Tools
#1
Govern
Site
Collections
Use
SharePoint
Information
Management
Policies
#2
Govern
Sites
#3
Govern
Document
Libraries
Focus on Business Change
Migrating your Intranet and Managing your Documents in SharePoint- Randy Perkins
Managing the Content Lifecycle in Office 365- John Halliday
Making Sense of the Information Jungle and the Path That Lies Ahead- Agnes Molnar & Dan Holme
Achieving Governance through Transformative Migration- Bradley T Smith
Content Classification Using Dependency Structure Matrix Analysis- John Holliday
SharePoint Information Management- Paul Turner
more of the iceberg!
Thank you for attending!
Ant Clay