Law & Order: Content Governance Strategies

Law & Order:
Content Governance Strategies

Christian Buckley, Axceler

cbuck@axceler.com
@buckleyPLANET

Email Cell Twitter Blog
cbuck@axceler.com 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: cbuck@axceler.com

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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
Email Cell Twitter •
BlogImplement a cost-effective contact management system

Axceler Overview
Improving Collaboration for 16+ Years
Mission: To enable enterprises to simplify, optimize, and
secure their collaborative platforms
Delivered award-winning administration and migration
software since 1994
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

Why are we talking
about governance?

• 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 sprawl
o Unfettered content
o Process lawlessness


Why are we talking
about governance?

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?

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


Axceler Survey

• 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

What is governance?


Corporate

IT

Project

SharePoint


Defining Terms

• Governance definitions vary, but its important to
figure out what it means within your company, and
proactively manage it
o Corporate governance
o IT governance
o Project governance
o SharePoint governance


Governance is not a checklist

Governance is not something packaged,
purchased, and installed over a weekend


Governance is about taking action to
help your organization organize,
optimize, and manage your systems
and resources.


What does governance
look like in SharePoint?


Draft Outline of presentation

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


• SharePoint is like a fingerprint -
we all have them, but they are all
unique

• SharePoint governance has to fit
your unique condition and goals


The Pre-Work

• Before you can talk about
governance, either strategically or
tactically, there are some pre-
requisites:
o understanding the business
value of SharePoint
o clarifying the scope of what is to
be built before you start building
it (novel concept, I know)


From „Creating Passionate Users,‟ Kathy Sierra

Strategic Level: 5 keys to
successful governance

Structure/Architecture
Policies, Process, and Standards
Ownership and Accountability
Measurement and Reporting
Automation


Structure/Architecture
Sub-site
Site
Sub-site
Site
Site
Collection

Web App Site Sub-site

Site
Site
Farm Collection

Site
Site
Web App
Collection
Site Sub-site


Policies, Process, and Standards


Ownership and Accountability


Measurement and Reporting


Automation


Tactical Governance

• Permissions
• Content and Storage
• Usage and Activity
• Restructuring


Are you effectively managing
your SharePoint Permissions?

• 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


Any changes required to
your Content & Storage?

• 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.


Do you know your
Usage and Activity trends?

• 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 need to
reorganize your farm?

• 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


Thomas Jefferson
on SharePoint Security

“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

“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

cbuck@axceler.com 425.246.2823 @buckleyplanet (Slide borrowed
http://buckleyplanet.com from Mike Gilronan [@mikegil], Sentri)

Best Practices from IDM Survey

“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.”

Readiness

• 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?


Contact me

Christian Buckley
cbuck@axceler.com
+1 425-246-2823
@buckleyPLANET
buckleyPLANET.com

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

Law & Order: Content Governance Strategies

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