SharePoint,Challenges and SolutionsWhen Used as a DMSBy Randy Perkins-Smart, BSc (Hons) MBCS CITP

Me, Myself and I

Randy Perkins-Smart Twitter: @SharePointRandy LinkedIn:

LinkedIn.com/in/RandyPerkins Blog: SharePointRandy.com Email: Randy@Perkins-

Smart.net

Perkins-Smart Consulting Ltd Twitter: @PerkinsSmart Web Site: www.Perkins-Smart.net Telephone: +44 (0) 20 7175 0105

My Point of ViewThe views expressed in this

presentation are my own and do not reflect those of my

past or present employers or their clients.

Agenda Governance Risk Classification

Agenda

Governance

[Governance] relates to processes and decisions that seek to define actions, grant power and verify performance- http://en.wikipedia.org/wiki/Governance

What needs to be governed?

Audit Data No audit history To much audit data

Documents Templates Grammar

Security Sensitive information disclosed Useful information not found

Metadata Useful information not found

Governance Tools

OOTB AvePoint Metalogix Gimmel View Do Labs ConceptSearching Semaphore WAND

Risk

the possibility of incurring misfortune or lossCollins Dictionary - http://www.collinsdictionary.com/dictionary/english/risk

Snowden

Heartbleed& OpenSSL

Securing data

Strong Passwords Two-Factor Authentication SSL Active Directory Rights Management

Services (AD RMS) Database – SQL Server Transparent

data encryption (TDE)

Compliance

http://en.community.dell.com/dell-blogs/direct2dell/b/direct2dell/archive/2013/10/10/pci-and-cloud-q-amp-a-are-you-compliant.aspx

Office 365 Compliance Certified for ISO 27001 EU model clauses Data processing agreement HIPAA Business Associate Agreement (HIPAA

BAA) Federal Information Security Management Act

(FISMA) Family Educational Rights and Privacy Act

(FERPA)http://office.microsoft.com/en-us/business/office-365-security-and-privacy-verified-by-a-third-party-FX103089231.aspx

Compliance Tools AvePoint

AvePoint Compliance Guardian AvePoint Perimeter Compliance Detector DocAve Archiver DocAve eDiscovery DocAve Vault

Gimmal Compliance Suite for Microsoft

SharePoint

HiSoftware Compliance Sheriff® SP for

SharePoint HiSoftware Security Sheriff™ SP

for SharePoint Accessibility Foundation Module

(AFM) for SharePoint

Metalogix ControlPoint for SharePoint

Administration

Classification

Document Sets

http://media-cache-ak0.pinimg.com/originals/b4/2f/aa/b42faa31f896b6e410429d157de3c297.jpg

Microsoft Office Metadata Author Name

Author Initials

Company or organization name

Computer name

Name of the network server or hard disk where the document is saved

Other file properties and summary information

Non-visible portions of embedded OLE

objects

Names of previous document authors

Document revisions

Document versions

Template information

Hidden text or cells

Personalized views

Comments

…and more!

• Client Name

• Client Number

• Client Type

• Matter Name

• Matter Number

• Attorney / Lawyer Assigned

• Matter Type

• Matter Status

• First Court Date

• Next Court Date

• Matter Notes

• Matter Start Date

• Matter End Date

• Jurisdiction

• Region

Legal Metadata

Classificationof Data

Source: http://en.wikipedia.org/wiki/Classified_information_in_the_United_Kingdom

Nationality Caveat

Security Descriptors

UK Eyes Only Top secret Budget

CANUKUS Eyes Only

Secret Commercial

AUSCANNZUKUS Confidential Honours

Restricted Management

Protect Medical

Unclassified Personal

Policy

Staff

Visits

Auto Classification / Tagging Reduce cost

of tagging and miss-tagging associated with the inability to find information

Reduce risk associated with end user non-compliance issues

Standardise company processes associated with the identification and segregation of privacy data

E.g. ConceptSearching -http://www.conceptsearching.com

Meta Data Removal

Manual Microsoft Office

Automated Microsoft Office Third Party Tools Workshare Security (http://www.workshare.com/)

Combination

eDiscovery and Search

Magic Quadrant for E-Discovery Software

eDiscovery and Search Tools Microsoft

SharePoint 2013 eDiscovery Office 365 eDiscovery

Other Recommind HP / Autonomy eDiscovery

http://www.autonomy.com/offerings/ediscovery/

Social Media

Social Media Just because we are talking about the

enterprise don’t forget the consumer side of Social Media

Social Media Tools

View Do Labshttp://www.viewdolabs.com/

Adobe Socialhttp://www.adobe.com/uk/solutions/social-marketing.html

Engagorhttps://engagor.com/

Summary

Thank YouSlides:

h t t p : / / r a p s . c c /i rm s 2 0 1 4