SharePoint, Office 365, OneDrive for Business Integrated ... · SharePoint, Office 365, OneDrive...

© Concept Searching 2014

SharePoint, Office 365, OneDrive for Business

Integrated Information Governance Solutions

Martin Garland

Founder and President

Concept Searching

[email protected]

Twitter @conceptsearch

John Challis

Founder and CEO/CTO

Concept Searching

[email protected]


Mack Sigman

Director, Service Line Lead

Avanade

President and Founder

FEDSPUG

[email protected]

Twitter @Mack_Sigman

mailto:[email protected]




Expert Speakers

Mack Sigman – Director, Service Line Lead – Mid Atlantic Region

at Avanade, and President and Founder of the Federal SharePoint

Users Group (FEDSPUG) has 28 years’ experience in the information

technology arena, including considerable expertise in portal design,

information architecture and knowledge management. He has been

named in the top 50 most influential people in SharePoint.

John Challis – Founder and CEO/CTO of Concept Searching

is an experienced entrepreneur, having had success with several

previous ventures involving the management of unstructured data.

He is the originator of the company’s compound term processing

technology and is the driving force behind the product strategy.

Martin Garland – Founder and President of Concept Searching

has over 21 years’ experience in search, classification and enterprise

content management within the broader information management

industry. His expertise has been instrumental in assisting multi-national

clients in diverse industries to understand the value of managing

unstructured content to improve business processes.


Agenda

• Introductions

• Cloud usage today… The trends and the use of Metadata

• Overview of Compliance and Governance Issues

• SharePoint

• Office 365

• OneDrive for Business

• Deploying Office 365 and OneDrive for Business and

• The Risks and Challenges

• Is ‘out of the box’ enough… Does Microsoft have you covered?

• Demonstration

• Summary

• Questions


Overwhelmed by the

data volume and

velocity of Big Data

Timely access to

information across

organizational silos

Multiple

Software Tools

– Stakeholders

are confused,

which tools do

we use?

Users are frustrated –

Records Management

requires more effort

than the benefit it

brings them

eDiscovery issues (data

privacy) in data

consolidation/migration

projects

I’m scared to

death of what

might be in our

file shares and

email

User adoption

continues to be

a challenge

This is what CIOs are complaining about


What’s in the future for SharePoint, Office 365, and

OneDrive for Business?

• Future focus on application-specific

challenges that are directly related to ROI,

enterprise risk, and non-compliance

• Enterprise metadata repository (70%)

• eDiscovery (82%)

• Records Management (70%)

• Data Security (66%)

• Migration (66%)

• Future focus on application-specific

challenges that are directly related to

business performance, productivity, and

communication

• Content management (42%)

• Collaboration (56%)

• Search (51%)

• Social Business (71%)

• Text Analytics (86%)

Despite the hype surrounding information

governance, most SharePoint organizations

aren’t addressing the topic from an

enterprise perspective, but at the application

level, if they are addressing it at all

Concept Searching 2014 SharePoint and Office 365

Metadata Survey


• For those organizations that are using the cloud, or a hybrid

environment, what are most of them doing in the cloud?

• Collaboration*

• Accessing and uploading applications not supported or

vetted by the enterprise – ShareFile, Dropbox, personal

email accounts

• The average company uploaded 86.5GB of high risk

applications (Skyhigh)

• Problem: BYOD and Bring Your Own Application (BYOA)

• * 81% of end users define collaboration as email

(Dell – ‘The State of Corporate Email’)

• Despite the benefits of cloud, why slow adoption?

• 52% of large companies and 33% of small/medium

companies have concerns about security in the cloud

(Bitglass)

• Lack of compliance and audit capabilities

(and cloud ready solutions)

• 70% of organizations currently use SharePoint – but nearly

50% of them have reservations about its ability to meet their

compliance requirements (AIIM)

What are organizations doing in the Cloud today?


Challenges of the Cloud

Security

• Will the MS announcement of the availability of DLP in Office 365 mitigate security fears?

• It is a significant enhancement that plugs gaps in Office 365 and will be beneficial to

all cloud enterprises

• Will DLP in Office 365 and OneDrive for Business fix the gaps in security?

• No

• Challenge

• The average number of cloud applications in use per organization grew to 508 this

quarter (2014) from 461 last quarter

• IT underestimates cloud application usage by 90%

• 36% of business critical applications are in the cloud, and IT isn’t aware of at least

half of them

• The majority of data breaches are caused internally, either intentionally or

unintentionally. Remember Edward Snowden?

Records Management

• 100,000 international laws and regulations apply to Fortune 1000, cloud business processes

must be developed to address compliance (Ryley, Carlock, & Applewhite, PC)

• Challenge

• Ensuring lifecycle management of all Documents of Record, regardless of where they

are stored, integration with Records Management applications on-premise

• Records Standards such as DoD 5015.2, ISO-15489 (available in SharePoint and

third party providers),

• Must ensure complete disposition of records

• Canadian government does not allow data to be placed on foreign/US servers

How do you protect what

you don’t know exists?

If the average number of

cloud applications is 508

per organization – how

many transport rules must

be written and maintained,

assuming IT knows about

the applications?

What if they don’t?

Sources:

Ponemon, Bitglass, Skyhigh Networks


Search

• Cloud assumes ubiquitous access from any device from anywhere

• Users are still spending 10 hours per week searching

• Challenge

• Remote security access, support for multiple devices with equivalent

access levels, questions of where content is stored (physical location)

Migration

• Elimination of dark content – up to 69% of enterprise content can and should

be deleted (Ryley, Carlock, & Applewhite, PC), 60% of documents are obsolete

(e.Law), 50% of documents are duplicates (Equivio)

• 44% of organizations felt they had a poor content strategy

• Challenge

• Garbage in – garbage out, mass moving content

• What goes where, security, access considerations

• Poor migration = poor search

Enterprise Metadata Repository

• MS does not generate semantic (multi-term) metadata; MS does not provide

auto-classification; Term Store – good, but still rudimentary

• Challenge

• Develop enterprise metadata repository that spans on-premise and cloud

• Manual tagging

Challenges of the Cloud


Where do you start? Or what have you overlooked?


Who is Mack Sigman ?

• Microsoft Certified Systems Engineer specializing in SharePoint

and Information Worker collaborative solutions

• Retired Naval Officer (retired at the rank of Commander),

Tin Can Driver, Black Shoe Snipe

• Chairman of the Federal and DoD SharePoint Users Group/

Women in SharePoint DC

• Recently named in the top 50 most influential people in

SharePoint

• Currently Director, Collaboration Services Service Line Lead -

Mid Atlantic Region for Avanade

• Chairman of the Federal and DoD SharePoint Users Group

http://www.fedspug.org

Previous engagements included: Marines.mil

USAF AFCENT

NCIS

FBI

DTRA

DLA

DCWASA

NOAA/NWS

USDA

Dept. of Ed, Dept. of Interior, etc, etc, etc

http://www.fedspug.org/


Who is Avanade?

• Avanade Inc. was founded in 2000 as a joint venture between Accenture and Microsoft to serve an

untapped market for Microsoft-focused consulting services. The company provides IT services focused on

the Microsoft platform for mid-sized to large enterprise organizations. Headquartered in Seattle,

Washington, the company has 70+ locations worldwide.

• Top 100 Best Places to Work in IT: ComputerWorld (2013 and 2011), Business Insider ‘Top 25 Best

Tech Companies to Work For in 2011’ and many more

• Avanade and Accenture have the most Microsoft Partner of the Year awards of any IT solutions firm

in history. Together, we've collaborated on 10,000+ Microsoft-based business and public service

projects for 3,700+ global clients

• Training Top 125 Award: Want a serious commitment to your ongoing training? Avanade ranks in top

100 for last 4 years (at #37 in 2013), and Consulting Magazine (2010) ranked us #2 in Training,

#2 in IT services, and #5 in career development!

• Not just a Microsoft Gold Partner, but 20 earned Microsoft Gold Competencies, more than *any* other

partner by far; and more Microsoft Enterprise Partner of the Year awards than any other partner

• Avanade has more Microsoft MVPs per capita of any large IT consulting firm, and more Windows

Azure platform-certified developers than any other Microsoft partner, so you really do learn with the

best here

• Over 3 million seats managed by Avanade of Microsoft Lync, Exchange, SharePoint and/or Office

365, and growing fast

• 1000+ SharePoint engagements completed, 2,000 SharePoint consultants, #1 in SharePoint

certifications

• 30+ elite Microsoft Certified Masters and Architects, largest of any company outside Microsoft


Getting from Point A to Point B – Is it possible?

SharePoint Office 365 OneDrive

for Business

SharePoint Office 365 OneDrive

for Business

• No native integration across all three

products

• What to do about • Search

• Security

• Records Management

• Migration

• eDiscovery

• Content Management

• Enterprise Metadata Repository

• And, if you are really gung-ho

• Business Social Networking

• Collaboration

• Text Analytics

• What to do about • Existing business processes

• Corporate policies in the cloud

• Compliance in the cloud

Point A

Point B


What is the challenge with SharePoint?

Search

• SharePoint 2013 search is much improved in terms of features, but the same old problem

of user tagging compromises the quality and relevancy of search results

• 85% of relevant documents are never retrieved in search (IDC)

Security at the content level

• 83% of data harm/damage is due to user mistakes and accidents and only 1% to malicious,

internal user behavior

• Probability of a material data breach in an organization with 10,000 records is 22%

• Average cost to an organization is $3.3 million (Ponemon Institute)

Records Management

• 88% of organizations are challenged by regulatory change (Robert Half International)

• Less than 50% of content is correctly indexed, meta tagged, or efficiently searchable (IDC)

• Average cost of manually tagging one record is $4-$7

Migration

• Mass moves impact search, eDiscovery, and content management

• Duplicates, content that should be archived, and just plain garbage are never

addressed, and can be a storage issue


What is the challenge with Office 365?

See previous slide…

And…

• How do you manage security?

• What is required for applications? Multi-factor

authentication, encryption, ‘enterprise ready’?

• The average organization loads 85.6GB of high risk

applications to the cloud (Skyhigh Networks)

• How do you replicate your business processes in

Office 365?

• How do you integrate with SharePoint applications that

are not cloud ready?

• How do you manage all content and keep it in synch?

• How do you determine what content goes where?

• How do you audit for compliance?

• How do you identify and manage risk?


What is the challenge with OneDrive?

• What are your users doing, despite availability of enterprise tools?

• 89% of 5,187 full-time employees use consumer file synch and storage tools at work,

despite the security risks

• 25% use three or more consumer/commercial products to get work done

• 44% rely on email and memory sticks (Ovum)

• Your content is only as safe as your dumbest user

• Do you know what is being saved to OneDrive?

• What is your tolerance for risk or loss of confidential information?

• In a BYOD world do you know what OneDrive is being synched to?

• How do you handle a lost device that is synched to OneDrive?

• Several organizations are turning off OneDrive for Business because there is no way

to guarantee what is being posted there is compliant with governance, enterprise

policies, and directives

• MDM can’t fix it in a BYOD world

• Users may be unaware their My Documents are

being auto synched to OneDrive

• Is this the right approach?

So, what’s in your OneDrive?


What if, everything in My Docs went to OneDrive Automatically?

• Easy enough to do

• Set My Documents to Synch with OneDrive

• Start Windows Explorer – ‘Windows Key + E’

• In the left pane under Libraries expand Documents

• Right Click My Documents and choose Properties

• Select the Location tab

• Click Move

• Navigate to c:\users\%your user name%

• Choose OneDrive – C:\Users\%your user name%\OneDrive

• Click Select Folder

• Click Apply

• You will be prompted to confirm moving all your files from the My Documents to OneDrive folder

• Your My Documents folder is now called OneDrive and all Libraries, links and shortcuts update to reflect the change

• Microsoft Office applications will save to your OneDrive folder by Default

So, let me ask you again?

What’s in your OneDrive?


What is the Risk with SharePoint, Office 365, and OneDrive?

• Loss of confidential information

• Proposals

• Pricing information

• Financial forecasts

• Negative reports

• Security information and protocols

• Legal liability

• PII/PIA/HIPAA

• Customer/Confidential information

• Corporate reputation

• Can you survive a loss of consumer faith? Can your boss?


Isn’t OOTB good enough?

• Short answer, No

• You don’t know what is being synched or loaded to OneDrive, in fact,

your users may not realize what is being synched, so when they save

that super secret quarterly earnings report to their My Documents…

• Little integration between on-premise and hybrid environments

• Cloud is still risky business, unless managed in accordance with

enterprise policy

• Lack of controls to prevent use and access to ‘non-approved’ cloud

services and applications

• Microsoft has a solution that will notify you that something is amiss, but….

• That might work if you have only 20, 30, maybe 100 personnel and

OneDrives but can you realistically monitor 90,000 or more in that fashion?

• The solution must include additional automation and options such as DRM

The solution must intercept content

before it is available in OneDrive


What about Microsoft’s Recent DLP Announcement?

• Only addresses the cloud

• Not hybrid

• Not on-premise

• The average number of cloud services used by an enterprise came in at

738, 10 times more than what IT typically expects from its employees,

…and you are going to hire how many more people?

• Does not really do much more than a well crafted search query

• Do you have the time to go look at 90,000 OneDrives and ensure Office 365

is not the repository for confidential information? …and you are going to hire

how many more people?

• Does not stop unauthorized cloud services from being placed in Office 365

or content in OneDrive, which means it is available until an admin goes in

and identifies and removes it – that might be hours, days, or never

• So, if you were a large pharma company and FDA wrote a nasty report on

your new miracle drug, that report might be in the wild for hours, days or

even a week before it is secured. Is that a risk you can live with?


Augment the Tools Microsoft gives you… Why?

• An added value third party application able to generate and use

intelligent metadata can deliver an organization significant benefits in

terms of productivity, governance and compliance, across SharePoint,

Office 365, and OneDrive

• What makes this different?

• Intelligence to identify and trap content as its migrated from file shares

during the onboarding process

• Automation to move the content to a secure location for evaluation

• The option to invoke and kick off Information Rights Management

• The option and ability to expand this to include Documents of Record

• Aligns with governance policies across the organization, file shares

SharePoint on-premise and SharePoint Online

Most important, intercept and secure the content before it

becomes available in OneDrive, and identify unauthorized cloud

services or applications that have been loaded into Office 365


Demonstration

Walk me through how this works


Where do we go from here?

• If you are only using Office 365 for email, and with the DLP

announcement, you’re in pretty good shape

• If not, then you need to do some serious planning to leverage the

capabilities of Office 365 and OneDrive to enforce your on-premise

enterprise policies, if only using Office 365 the same applies

• Get help when you need it – one client spent 2+ years planning for a

hybrid environment for Office 365 (although they had over 170,000 users)

• Seriously evaluate tools that can solve unstructured and semi-structured

challenges in all environments – preferably as an enterprise framework

• Neither SharePoint nor Office 365 has the capabilities needed

• Don’t forget the users – new policies, new procedures, and training


Upcoming Events

• If you are in the area, please join us at:

• SharePoint Saturday Richmond

• SharePoint Saturday Reston

• FEDSPUG/WSPDC

• Change your Search to Find – On-premise and in the Cloud Webinar

Tuesday, October 28th - 11:30am – 12:30pm EDT

Sponsored by Concept Searching

• Text Analytics and SharePoint – a Unique and Proven Approach Webinar

Tuesday, November 18th, 11:30am – 12:30pm EST

Sponsored by Concept Searching and Enterprise Knowledge

http://www.spsevents.org/city/richmond/richmond2014

http://www.spsevents.org/city/dc/dcfall14

http://www.spsevents.org/city/dc/dcfall14

http://www.meetup.com/fedspug-wspdc/

https://www3.gotomeeting.com/register/517294254











http://www.enterprise-knowledge.com/


Thank You

Martin Garland

Founder and President

Concept Searching

[email protected]


John Challis

Founder and CEO/CTO

Concept Searching

[email protected]


Mack Sigman

Director, Service Line Lead

Avanade

President and Founder

FEDSPUG

[email protected]

Twitter @Mack_Sigman




SharePoint, Office 365, OneDrive for Business Integrated ... · SharePoint, Office 365, OneDrive...

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