Building a hybrid share point information governance plan

1. Building a Hybrid SharePoint Information Governance Plan
Bruce Tuncertan
July, 2016

2. Thank You
EVENT Sponsors
We appreciated you supporting the
New York SharePoint Community!
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4. • Visit ExtaCloud’s booth for wrist bands!
Scallywag's Irish Pub
508 9th Ave, between 38th & 39th.
[6 minutes walk]
Scallywags also serves food.
http://www.scallywagsnyc.com/

5. Agenda
• Hybrid Cloud Considerations and
Business Drivers
• How to govern Hybrid Architecture
and Infrastructure
• Hybrid SharePoint Workloads
• Collaboration & RM
• BI
• Extranets
• Search

6. Cloud Considerations and Business Drivers
What – Why – How?

7. Hybrid Cloud Considerations and Business Drivers
What is Hybrid SharePoint?
Common Scenario
Can also be
considered as hybrid
+ =
HybridOnline On-premises /
IaaS
+ =
HybridOn-premisesOn-premises /
IaaS
ddddd
IaaS /
Dedicated VMs

8. Hybrid Cloud Considerations and Business Drivers
Why Hybrid?
26%
of the enterprise
customers are “on
the road” to cloud
Only 8%
plan a full
deployment to
Office 365
Advantages of Hybrid Cloud
• Get a footprint in remote locations
• Address regulatory requirements
• Provide flexibility
• Reduce management overhead
• Utilize existing investment
“Nearly half of large enterprises will
have hybrid cloud deployments by the
end of 2017” Gartner & IDC
“The Hybrid Cloud market is expected to grow from $25.28 billion in 2014
to $84.67 billion by 2019, at a Compound Annual Growth Rate (CAGR) of
27.3% from 2014 to 2019.” Research and Markets

9. Hybrid Cloud Considerations and Business Drivers
How to define Hybrid?
Splitting WorkloadsSplitting Users
Two ways to define the hybrid cloud
• By Users
• By Workloads

10. SAMPLE

11. CloudOn Premise Hybrid
Coexistence
Hybrid Cloud Considerations and Business Drivers
Migration to the cloud

12. Hybrid Cloud Considerations and Business Drivers
Key considerations on maintaining hybrid scenarios
Availability, DR, Backup & Restore
Investment
Performance
Manageability
Regulatory
Change Management

13. SAMPLE

14. Hybrid Cloud Architecture and Infrastructure

15. SharePoint
Online
On Premise Hybrid
Coexistence
Hybrid Cloud Architecture and Infrastructure
How do Cloud and On-premise coexist?

16. Security Token
Service (STS) on-
premises
Infrastructure
Active Directory Synchronization
Server-to-server Trust
Hybrid Cloud Architecture and Infrastructure
Single sign-on requirements

17. Hybrid Cloud Architecture and Infrastructure
Single sign-on architecture overview

18. What is…
Hybrid Cloud Architecture and Infrastructure
Directory synchronization overview
Directory Synchronization
Directory
Synchronization
with SSO
How …
Directory
Synchronization
Tool

19. What is…
Hybrid Cloud Architecture and Infrastructure
Directory synchronization overview
Directory Synchronization
Directory
Synchronization
with SSO
How …
Directory
Synchronization
Tool
Azure Active
Directory
Connect Tool

20. 1 2 3 4 5
Hybrid Cloud Architecture and Infrastructure
Steps to Govern and Configure Directory
Synchronization – Traditional
Activate
directory
synchronization
Prepare for
directory
synchronization
Configure
directory
synchronization
Setup the
directory
synchronization
computer
Activate
synchronized
users

21. 1 2,3,4 5
Hybrid Cloud Architecture and Infrastructure
Steps to Govern and Configure Directory
Synchronization – AD Connect
Prepare for
directory
synchronization
Install and run
the new Azure
AD Connect Tool
Activate
synchronized
users

22. One-way
outbound
Hybrid Cloud Architecture and Infrastructure
Authentication topologies
One-way
inbound
Two-way
bidirectional

23. Target
Application
Considerations
Hybrid Cloud Architecture and Infrastructure
Govern SharePoint Online configuration in hybrid
scenarios
SharePoint 2013
Configuration
Consideration
1 2

24. Hybrid Workloads

25. Hybrid
Workloads
Workloads to define in your governance plan
Collaboration and
Records Management
Business Intelligence
Extranets
Search

26. Content
Management
Hybrid Workloads - Collaboration and Records
Management Overview
Governance Plan
Records
Management &
Retention

27. What?
Organization should determine their
definition of a record
Organizations should manage active
documents which will become records
A Record is a document that serves as evidence of an activity or
transaction
Organizations should retain records to meet business, legal and
regulatory requirements
Hybrid Workloads - Collaboration and RM
What is a record?
Why?

28. Hybrid Workloads - Collaboration and RM
How to classify
HBI - High Business Impact
MBI - Medium Business Impact
LBI – Low Business Impact
Public
On-Prem

29. Archive them in
the Records
Center
Hybrid Workloads - Collaboration and RM
Where should we store the records?
Manage records
in-place
Consider a
hybrid approach

30. Compliance
Does separate record
required by
regulations?
Governance
How do you govern the
collaboration site?
Frequency
How often records
needs to be accessed?
Duration
What is the lifetime of
the collaboration site?
Management
Who will be managing
records and record
centres?
Hybrid Workloads - Collaboration and RM
Record management consideration for SP 2013

31. SAMPLE

32. What is
available?
Federated users to gain access on-prem data
Two-way authentication topology
Users publish on-prem data to SharePoint Online
Through Odata
Hybrid Workloads - Business Intelligence
Overview
How?

33. Hybrid Workloads – Business Intelligence
Excel Services
Report Publish View Integrate

34. Hybrid Workloads – Business Intelligence
Hybrid BI & Office Web Apps Considerations
Seamless Office 365 Web Apps experience
Install OWA Server on-prem
Configure SharePoint on-prem server to interact
with Data Models or PowerView views.
Enable SSL for hybrid

35. What
• Share internal data
• Provide unified source
• Extend data processing
• An extended network
• Secure external access
• Isolate internal access
• Isolate external users
Hybrid Workloads - Extranets - Overview
Considerations
Why

36. Hybrid Workloads - Extranets
SharePoint 2013 Extranet Architecture

37. Hybrid Workloads - Extranets
SharePoint 2013 Extranet Options
VPN LDAP
One-way trust SAML

38. Hybrid Workloads - Extranets
SharePoint Online External Sharing
What is external sharing?
How to provision a guest access?
What is an external user?
How does external sharing work?

39. • Use Office Web Apps
• Inherit rights
• Navigate to subsites
• View site feeds
• See other users
• Search only in the site
Hybrid Workloads - Extranets
External users
can can’t
• Create personal sites
• Edit user profiles
• See global newsfeeds
• View aggregated tasks
• Serve as site collection
administrators
• View site mailboxes

40. Hybrid Workloads - Extranets
External Sharing Options at SharePoint Online
No External
Sharing
Share with
Authenticated
Users
+
Using
Anonymous
Links
?

41. Who
• Sending invitation
• Site owners and users with full access rights
Hybrid Workloads – Extranets
Sharing Content at Site Level
Rights
How
• SharePoint groups/permissions

42. Who
• Sending invitation
• Sharing a guest link
• Site owners and users with full access rights
Hybrid Workloads – Extranets
Sharing Individual Documents
Rights
How
• SharePoint groups/permissions

43. Hybrid Workloads - Extranets
Ways to avoid oversharing
Break Inheritance
Minimize Range
Control Rights

44. Hybrid Workloads – Extranets
External Sharing Considerations
• Simplified sharing
• Minimal Complexity
• No need to open
firewall port
• No need to for complex
configurations
• Data silos
• May or may not meet
some regulatory
requirements

45. SAMPLE

46. Office 365
SharePoint
Online
Hybrid Workloads – Search
Hybrid Search Overview
SharePoint
Server
On-Premises
Hybrid
Search
Online
Authentication Topology

47. Hybrid Cloud Architecture and Infrastructure
One-way outbound architecture

48. Hybrid Cloud Architecture and Infrastructure
One-way inbound architecture

49. Hybrid Cloud Architecture and Infrastructure
Two-way bidirectional architecture

50. Hybrid Workloads – Search
Hybrid Search Results with SharePoint 2013

51. Hybrid Workloads – Search
Hybrid Search Results with SharePoint 2016

52. SAMPLE

53. Thank You
Bruce Tuncertan - brucetuncertan@sierrasystems.com
@tuncertan

54. • Visit ExtaCloud’s booth for wrist bands!
Scallywag's Irish Pub
508 9th Ave, between 38th & 39th.
[6 minutes walk]
Scallywags also serves food.
http://www.scallywagsnyc.com/