archiving and compliance for sharepoint on premise and online

2014

MUNICH

Archiving and Compliance for SharePoint On-Premise and Online

Application Governance & Archiving forMicrosoft SharePoint (AGA)

Franz Heiß

Senior Product Manager

Copyright © OpenText Corporation. All rights reserved.

Agenda

Information Governance

AGA Overview/ Roadmap1

2

SharePoint Archiving methods3

Archiving for SharePoint in the Cloud 4


Application Governance & Archiving for SharePoint

Controlled Site Deployment

Centralized Access

Storage Optimization

Formal Compliance

ArchivingSharePoint

content

Integration with Extended ECM for SAP

Archiving SharePoint Online

Sites


Proposed:Delivered:Delivered:

36 month roadmapCalendar Year

In Progress:

Enhanced support for SharePoint App Parts to access Content Server

Enhanced support for Extended ECM

DoD 5015.2 certified Records Management for SharePoint Online

Basic SharePoint Online Support

Interactive Site Archiving for SharePoint Online (Office 365)

• SharePoint App Part (Read-Only) to browse/access Content Server items

SharePoint 2013 Support (Mar. 2013)

Migration of the existing functionality to SharePoint 2013

Support SharePoint 2013 and 2010 UX experience

Upgrade from AGA 10.4 and 10.5 (SP 2010)

Improved security trimming for SharePoint 2013 search

SP Services for Extended ECM for SAP (Jun. 2013)

New AGA package

Creating business workspaces in SharePoint

Using document templates

Custom CS column support

Q4 2015Dec. 2013H1 CY 2013

AGA vNextAGA 10.6 UpdateAGA 10.6

Application Governance & Archiving for Microsoft SharePoint

• Archiving

• Incremental Archiving

• Document Set Archiving

• Automatic Archiving for SharePoint Online

• Support for Extended ECM

• Working with SAP related content in SharePoint Online

• Connect early Business Workspaces with SAP Business Objects

• Support for Saved Searches

• Content Server 10.5 support

• Remote BLOB Storage for SharePoint 2013

Q3 CY 2014

AGA 10.7


Agenda

Information Governance for SharePoint


2




Uncontrolled SharePoint environments

• SharePoint sites show up all over the place

• More and more content becomes inactive

• Who owns SharePoint content, who needs it, can we delete it?

• Organizational changes happen: site structures/ hierarchies outdated


Information Governance for SharePointPain Points

• Rapid growth• Regulatory pressures• Litigation readiness• Risk mitigation• Best practices• Intellectual capital• Security


SharePoint Online

• No SharePoint infrastructure deployment/maintenance

• Use the latest SharePoint version without upgrade burdens

• Switch from CAPEX to OPEX

• Predictable pay per use - scale up/down as you need

• Quick/easy deployment

• Collaboration with external people simple, e.g. no VPN connections needed


Questions that have to be answered

• Regulations: how to manage regulated content/records created in SharePoint Online?

• Inactive content: what to do with content which is no longer used? Likely you do not want to store it in SharePoint Online forever.

• Long term preservation: how to store content created in SharePoint Online for many years?

• Cancel subscriptions: if subscriptions are not renewed, what to do with the related content?

• Storage limitations: default storage in SharePoint Online is 500 MB per subscribed user; what are the costs if you need additional storage?

• Data sovereignty: do you have content that must not leave a particular geographic location?


Stay in control of your content

SharePoint Online is very attractive, but think about how to stay in control of your content

Where is my content?


Bring all stakeholders to the table


Agenda



2




Overview archiving methods

• High volume archiving• Content + metadata• Search (full text)• Records Management• Remote cache• Single instance storage• Compression• Encryption

Hardware vendor agnostic

OpenText Enterprise Library

SharePoint Documents

SharePoint Sites (+ Lists)

Manually

Rule based


Document archiving

• Replace archived documents with links

• Links allow to access archived documents

• View documents, add versions

• Access metadata, version information

• Replace by original document

• Permission synchronization

• Keep original document in SharePoint• Useful for „journaling“ purposes

• Completely transparent for users

• SP document features, like Co-Authoring or approval workflows still available

• Changed documents automatically archived as new versions

Archive as links

Incremental archivingSharePoint Enterprise Library

Version 1 Version 1

Version 2 Version 2


Incremental Archiving – how does it work?


Incremental Archiving – what can you do with it?

• Address compliance/ eDiscovery needs

• „Selective“ Journaling of SharePoint content

• No change in SharePoint behavior, like: Approval workflows

Offline Access

Co-Authoring

Office Web Applications


Content Type Mapping

Type mapping configurable/ extensible

Configurable conversion options

Also mapping of Managed Metadata and multi value properties supported

Mapping to multiple categories, or categories on different Content Servers possible


Site Archiving


Profile based Site Archiving

Site profiles assigned to

SharePoint sites/site

collections/web applications

Inheritable to sub sites

Archiving preconditions

defined with C# code

Specify what site content is

archived: documents, lists,

site export file

Site profiles also used to

simplify profile assignment

for document archiving


Archiving List Content

Archive

Export file

Attachments

.html .

.

.


Accessing Archived List Content


Records Management SupportArchiving SharePoint content as Records

Innovate Corporation

has deployed Livelink

ECM and has created

an Enterprise Library,

with accompanying

Records policies.

Anne Kofsky,

Innovate's Records

Manager defines the

classification rules for

each type of business

• Archive SharePoint

documents/sites/lists

as Records

• Manual or automatic

archiving

• Classify Records with

archiving: manual or

automatic classification

Capture Records



ECM and has created


with accompanying

Records policies.

Anne Kofsky, Innovate's

Records Manager

defines the classification

rules for each type of

business record.

• Search/Browse for

Records in SharePoint

• Open/download

Records from

SharePoint

• Reclassify existing

Records

Access Records



ECM and has created


with accompanying

Records policies.


Records Manager



business record.


content relevant for a

litigation

• Review content

• Put content on hold,

remove Holds

Litigation



ECM and has created


with accompanying

Records policies.


Records Manager



business record.


Physical Records (such

as paper documents or

manila folders

• Request Physical

Records

• Return Physical

Records

(Flag for pick up)

Physical Records

http://www.microsoft.com/croatia/office

http://www.microsoft.com/croatia/office


Records Management with OpenText Enterprise Library

• Manage Records from multiple systems like SAP, SharePoint, Email, File Shares

• Enterprise-wide policies can be used

• RM best practices supported, likeDoD 5015.2, VERS

• Also Physical Records like paper documents can be managed

• Circulation and Boxing

• Labeling

• Managing Storage and Transfer

• Classification as independent taxonomy used as File Plan

• Auto-Classification

• Providing Record Context

• Managing containers as Records

• Advanced hold capabilities: search enabled and custodian holds

• Records Management specific metadata searches

• Security Clearance

• Scalable disposition of Records

• Integrated hardware layer retention

• Deduplication

Centralized Records Management

Manage Physical Records

Records Management Features


Accessing archived content

• Enterprise Library Web Parts• Browse Enterprise Library folders

• Faceted Browsing

• SharePoint Look & Feel• SharePoint Styles/Themes used

• SharePoint Ribbon supported

• Enterprise Library Search Web Parts• Search box, advanced search• Search results

• Use native SharePoint Search• Indexing archived documents in

SharePoint Search • Archived content found with native

SharePoint search

Browse for archived content/records

Search


Agenda



2




AGA 10.6 Update for SharePoint Online

• High Volume Archiving• Content + Metadata• Search (Full Text)• Records Management• Remote Cache• Single Instance Storage• Compression• Encryption

Hardware Vendor agnostic

OpenText Enterprise Library

Archive Sites(incl. Lists and Docs)

Access Records


Archiving SharePoint Online Sites

• Sites (including sub sites) can be archived interactively

• Documents and list content archived

• Content Type mapping: can be configured in xml files

• Example: archive finished site used to manage a project


Archiving a Remote Site


Archiving a Remote Site

Select a destination folder

Optional: select an RM classification

Enter the URL of the SP Online site

that should be archived


Archived Sites


Accessing archived site content

• Enterprise Library App Part available

• Based on Content Server UI widgets (Javascript UI Library)

• Read Only access for OpenText Content Server

• Faceted Browsing, Filter by name supported


Accessing archived list content


One shared architecture for SharePoint On-Premise and SharePoint Online

Enterprise Library

Content Server API

SharePoint Server (On Premise)

Web Services/

CSOM/ App Model

Web Parts, SP Pages

Content Archiving

Site Deployment

Core components, .Net API

SP OnlineEL App Part

SP OnlineSite Archiving

Legend: Standard AGA AGA SP Online components

Summary


In Summary

Inability to respond to litigation/audits requests

High costs associated to content storage

Inability to access and act on content

Expensive and inefficient roll-out of custom SharePoint sites

Business Challenges

NeedCertified solution to manage

unstructured content across

applications that remains transparent

to end-users and mitigates risk for the

organization

Key Differentiators

Certified for DoD 5015.2 and VERS

Compliant with ISO 15489, FDA 21 CFR Part 11, U.S. Section 508 compliance, SEC 17a-4, CMIS

Physical Records Management

Long term preservation

Lower corporate risk

Litigation readiness

Increased productivity and reduced IT costs

Demonstrable governance and compliance with complete lifecycle management of all relevant content

Solution Benefits


Franz Heiß

Email: [email protected]

www.opentext.com

http://www.opentext.com

archiving and compliance for sharepoint on premise and online

Technology