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Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.net
Law & Order: Content Governance Strategies
Christian Buckley, Axceler
[email protected]@buckleyPLANET
Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
About
Christian Buckley, Director of Product Evangelism at Axceler
• Microsoft MVP for SharePoint Server
• Most recently at Microsoft, part of the Microsoft Managed Services team (now Office365-Dedicated) and then Advertising Operations
• Prior to Microsoft, was a senior consultant, working in the software, supply chain, and grid technology spaces focusing on collaboration
• Co-founded and sold a collaboration software company to Rational Software. At another startup (E2open), helped design, build, and deploy a SharePoint-like collaboration platform (Collaboration Manager), onboarding numerous high-tech manufacturing companies, including Hitachi, Matsushita (Panasonic), and Seagate
• Co-authored ‘Microsoft SharePoint 2010: Creating and Implementing Real-World Projects’ link (MS Press, March 2012) and 3 books on software configuration management.
• Twitter: @buckleyplanet Blog: buckleyplanet.com Email: [email protected]
Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
Get the Book
Just released from Microsoft PressOrder your copy at http://oreil.ly/qC4loT
Tackle 10 common business problems with proven SharePoint solutions• Set up a help desk solution to track service requests
• Build a modest project management system
• Design a scheduling system to manage resources
• Create a site to support geographically dispersed teams
• Implement a course registration system
• Build a learning center with training classes and resources
• Design a team blog platform to review content
• Create a process to coordinate RFP responses
• Set up a FAQ system to help users find answers quickly
• Implement a cost-effective contact management system
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Improving Collaboration since 2007Mission: To enable enterprises to simplify, optimize, and secure their collaborative platforms
Delivered award-winning administration and migration software since 1994, for SharePoint since 2007
Over 2,000 global customers
Dramatically improve the management of SharePoint
Innovative products that improve security, scalability, reliability, “deployability”
Making IT more effective and efficient and lower the total cost of ownership
Focus on solving specific SharePoint problems (Administration & Migration)
Coach enterprises on SharePoint best practices Give administrators the most innovative tools available Anticipate customers’ needs Deliver best of breed offerings Stay in lock step with SharePoint development and market trends
Axceler Overview
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• SharePoint out of the box is a powerful platform
• But many organizations don’t think they have the time, money, people to spend on planning
• The result? o Site sprawlo Unfettered contento Process lawlessness
Why are we talking about governance?
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A new survey has found that almost half of SharePoint users disregard the security within SharePoint.
“Steps need to be taken that recognize the increasing porosity of the perimeter and allow the workforce to harness the power SharePoint offers without compromising security.”
Jan/Feb 2012, IDM.net.au
Why are we talking about governance?
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A 2012 CIO survey by Gartner shows an increasing push in collaboration, analytics, and cloud computing. They predict that by 2016, 20% of CIOs in regulated industries will lose their jobs for failing to implement the discipline of information governance successfully.
Jan/Feb 2012, IDM.net.au
Why are we talking about governance?
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• Survey being captured in four areas:o Governance perceptions within the organization (what they think it
means, where respondents believe their organizations are)o Governance roles (defining differences in roles and accountability)o Governance planning (implied healthy practices, whether
organizations are thinking about the right things and the right scope)
o Governance readiness (asking questions to help determine ability to implement best practices)
• Respondents receive results• Whitepaper with analysis to be delivered prior to the
SharePoint Conference in November
Axceler Survey
To download the complete results from the survey results shared in this session, please register at http://bit.ly/HvGyic
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What is governance?
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Corporate
SharePoint
Project
IT
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• Governance definitions vary, but its important to figure out what it means within your company, and proactively manage ito Corporate governanceo IT governanceo Project governanceo SharePoint governance
Defining Terms
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Governance is not a checklistGovernance is not something packaged,purchased, and installed over a weekend
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Governance is about taking action to help your organization organize, optimize, and manage your systems and resources.
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What does governance look like in SharePoint?
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Overview / introduction How to Successfully Move to 2010
Before / Now – clean up your 2007 environment Challenges with SharePoint Administration How Axceler ControlPoint can help
During – right tools to reduce risks, errors and ensure successful move Challenges with SharePoint Migration / Upgrades How Davinci Migrator for SharePoint can help
After – ongoing management and administration Customer success stories About Axceler
Draft Outline of presentation
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• SharePoint is like a fingerprint - we all have them, but they are all unique
• SharePoint governance has to fit your unique condition and goals
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• Before you can talk about governance, either strategically or tactically, there are some pre-requisites:o understanding the business
value of SharePointo clarifying the scope of what is to
be built before you start building it (novel concept, I know)
The Pre-Work
From ‘Creating Passionate Users,’ Kathy Sierra
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Structure/Architecture Policies, Process, and Standards Ownership and Accountability Measurement and Reporting Automation
Strategic Level: 5 keys to successful governance
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Structure/Architecture
Farm
Web App
Site Collectio
n
SiteSub-site
Sub-siteSite
Site Sub-siteSite
Collection
Site
Web AppSite
Collection
Site
Site Sub-site
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Policies, Process, and Standards
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Ownership and Accountability
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Measurement and Reporting
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Automation
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• Permissions• Content and Storage• Usage and Activity• Restructuring
Tactical Governance
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• Perform regular security checks across your farm, down to the document level
• Proactively review, delete, and reassign user permissions as needed
• Clean up users who are no longer in Active Directory but are in SharePoint
• Review SharePoint groups• Have a process to backup and restore
permissions• Document site permissions (roles) so that its
easier to duplicate them for new employees• Monitor SharePoint CALs
Are you effectively managing your SharePoint Permissions?
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• Monitor and track the growth of sites for better planning, especially with migrations
• Analyze web part usage to determine which sites are using which web parts
• Understand and manage SharePoint features
• Ensure consistent branding and behavior: site themes, quotas, regional settings, etc.
Any changes required to your Content & Storage?
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• Analyze activity down to the site, page, document level• Identify who is accessing which documents, including
details on that activity (i.e. checking in a document, editing a document, or just viewing a document’s properties)
• Isolate sites that are no longer needed and delete them
• Compare activity from the past to help anticipate the future
• Find sites with the most or least activity
Do you know your Usage and Activity trends?
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• Proactively manage architecture of your site collections, sites, lists, libraries, folders and items within your farm or across farms
• Have a plan for moving content and structure from test environment to production environment
• Understand impacts due to architectural changes or business changes
Do you need to reorganize your farm?
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“The tree of liberty must be refreshed from time to time with the blood of patriots and tyrants.” – Thomas Jefferson
Thomas Jefferson on SharePoint Security
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“The tree of liberty security must be refreshed from time to time with thorough periodic reviews of comings, goings, and changes in roles. the blood of patriots and tyrants.” – Thomas Jefferson
Thomas Jefferson on SharePoint Security
(Slide borrowed from Mike Gilronan [@mikegil], Sentri)
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“Your priority is to get an information architecture and taxonomy linked to business process management.”“Think about the basic services being provided and how staff can be more productive rather than introduce the bells and whistles.”“Ensure governance is prioritized from the outset.”“Make sure that any innovations are championed and advertised to that others can see what can be achieved and they can relate back to their own challenges.”“Organizations will have to increase their investment in related tools and technologies, both the facilitate the development and refinement of policy, and to distill policies into executable rules that tools can apply to information.”
Best Practices from IDM Survey
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• Self Quiz: o How important is governance in your organization/company today?o Do you have a SharePoint governance plan in place today?o If yes, who are the stakeholders included in your governance
body? (end users, IT managers, administrators, etc)o Do you have specific information management policies in place?o Do you maintain Service Level Agreements with your end users?o Do you have an operational change management model in place
to review and prioritize feature requests and customizations?o Do you regularly run audits on usage, security, content, or
permissions?
Readiness
Questions and Answers
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Christian [email protected]+1 [email protected]
Additional Resources available 11 Strategic Considerations for SharePoint Migrations http://bit.ly/j4Vuln The Insider’s Guide to Upgrading to SharePoint 2010 http://bit.ly/mIpOBZ Why Do SharePoint Projects Fail? http://bit.ly/d1mJmw Best practices for capacity management for SharePoint Server 2010,
TechNet http://bit.ly/nvNrig What to Look for in a SharePoint Management Tool http://bit.ly/l26ida The Five Secrets to Controlling Your SharePoint
Environment http://bit.ly/kzdTjZ
Contact me