The document discusses governance strategies for SharePoint Online. It covers governance, compliance and administration basics, tools for governance, and provides tips for getting started with governance in SharePoint Online such as enabling external sharing and ensuring only new sites can be created. The presentation also discusses risks of privacy breaches and the importance of information rights management.

1. Accessible content is available upon request.
Governance Strategies
I’m here! What do I do now? SharePoint Online Governance and beyond.

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system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Senior Product Manager
@ShyamOza
linkedin.com/pub/shyam‐oza/
Shyam.Oza@AvePoint.com

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system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
What’s our Agenda today?

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system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
• Governance, Compliance, Administration Basics
• Tools and Governance
• Wrap‐Up

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system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
What are we here to really talk about?

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system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Governance

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system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Gartner Research: 2016 Prediction

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system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Don’t just focus on what you can see
Risk
Awareness
Risk
Ignorance
“Never in all history have we harnessed such
formidable technology. Every scientific
advancement known to man has been
incorporated into its design. The operational
controls are sound and foolproof!”
E.J. Smith, Captain of the Titanic

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system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
How likely do you think the following
privacy breach risks are of occurring?
Hackers
gaining
access
80%
70%
60%
50%
40%
30%
20%
10%
0%
Accidental
employee breach
Accidental 3rd
party breach
Intentional
Employee
breach
Intentional
3rd party breach
Source: HCCA;, “Data Privacy: How Big a Compliance Challenge?”; January 2011
8%
61%
41%
30%
13%

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system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Governance…

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system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

12. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval
system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
What’s Different in SharePoint Online?

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system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
• Office 365 Permissions Management
• SharePoint Permissions Management
• Content Management

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system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Your new home…

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system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

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system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

17. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval
system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

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system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
• Expensive
• Hard to support

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system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

20. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval
system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

21. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval
system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

22. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval
system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
What should I do first?

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system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
• Immediately switch to the “advanced” Admin Center
Experience
• If you’re new to Social, start on Yammer
• Enable External Sharing
• Ensure only new sites/experiences can be created

24. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval
system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

25. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval
system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

26. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval
system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
• User IRM, NO EXCUSES!
• Consider upgrading to Azure Rights Management

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system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
I want to get fancy

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system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
• There are features ONLY accessible via PowerShell

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system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

30. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval
system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
• Software Boundaries and Limits
https://support.office.com/client/SharePoint‐Online‐software‐
boundaries‐and‐limits‐8f34ff47‐b749‐408b‐abc0‐b605e1f6d498

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system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
• Office.com/Roadmap

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system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Long‐Term Governance Strategy

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system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
So …
why are we here?

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system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Where do things go off the rails?

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system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
We lose track
over time…
We get it wrong
from the start…

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system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Business
Needs
Usage
Technical
Needs
Control

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system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
SharePoint is
the “wild
west”
We’ve defined
some policies
about how
SharePoint
should be used
We’ve augmented
SharePoint’s admin
tools to better
measure compliance
and correct issues
We’ve implemented
policy‐driven
automation for pro‐
active and re‐active
enforcement of
policy

38. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval
system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Prevent
Monitor
Detect/Report
Respond/Resolve
Replace unstructured provisioning
with managed service offerings
Restrict content uploads based on
content and context
Report current access
permissions to data owners for
certification
Log/report on content access
and permission changes
Scan and classify content
regularly
Report/alert on settings and
permission changes that are
out of policy
Report content risk and content
policy violations
Revert out of policy settings
and security changes with one‐
click or less
Automate action policies to
move, delete or secure content
that meets defined conditions

39. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval
system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Replace
unstructured
process with
managed services
Monitor, report
and revert of out
of policy
conditions
Interrogate
content, apply
classification,
report and
resolve violations

40. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval
system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
 Adoption and return
on investment (ROI)
 Accountability,
classification, and
chargeback
Business Owners
 Service Requests
 Approval process
 Auditing
 Alerting of requests
Business Users
 Customizable
 Approval Processes
 Policies
 Service Requests
IT Admins
Service Catalog ConfigurationReporting

41. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval
system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Every
New
Site
Add to
Backup Plan
• What SLA?
Turn on
Auditing?
• How much?
“End of
Life” plans?
• Approval
process?
Externalize
BLOBs?
• Where?
How?
Who
“Owns” it?
Compliance
Archiving?
Custom
Branding or
Design
Elements?

42. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval
system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Every
New
Library
Requires
different
RPO/RTO?
Needs
Auditing?
Template,
Content
Types,
Metadata?
Requires
IRM?
Approval?
Compliance
Archiving?
Information
management
policies?

43. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval
system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

44. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval
system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

45. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval
system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

46. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval
system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Example Service Offering or SLA
DocAve Gold Silver Bronze
Archiver 7 years 3 years 1 year
Backup 1 hour 1 day 1 week
Compliance
Reporting
Full View + edits Views
Connector Media & Content Content None
Dead Account
Cleaning
Weekly Monthly Quarterly
Storage Manager Tier 1 – SAN Tier 2 – NAS Tier 3 – Azure
Vault Compliance None None
SharePoint
SharePoint Designer Enabled Disabled Disabled
Content Database Isolated DB Shared Shared
Quota 100Gb 50Gb 10Gb

47. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval
system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Projects
Gold
All
Management
AD Groups
Project Site
Template
2‐stage
AD User
Project
Purpose
HR
Gold, Silver
HR Mgmt. AD
Group
Employee Site
Template
2‐stage
AD User
Employee
Department
Sales
Silver, Bronze
Sales
Management
AD Group
Customer Site
Template
2‐stage
AD User
ACC Type:
EPG/SMB/FIN
Policies
Security
Customization
s
Approval
Process
Business
Contact
Classification

48. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval
system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Start
Governance Automation
Customer
Workflow T
Approval Process Execute Request
User Request Up to 3 Approval Stages
WFWF
F
WF

49. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval
system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Monitoring for out of policy conditions…

50. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval
system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Configurations

51. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval
system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Features

52. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval
system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Permissions

53. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval
system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
PE Rule Libraries: Custom Rules
Customers are not limited to rules we’ve supplied
Custom rules can leverage 40+ rule triggers
POWERFUL competitive advantage

54. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval
system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Enforcing Content Compliance
Assumptions vs Reality
The “Compliance Assessment”

55. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval
system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
What is Compliance Guardian
•SharePoint (2007, 2010, 2013), File Shares, Web Sites, Web Applications
•Real‐time or scheduled
•“visible” and “invisible” content
•Text or element based
•Include/exclude filters
Scan
•Alerts and role‐based reporting
•Enterprise‐wide scan results roll‐up
•Dashboard with drill‐down and risk prioritization
•Trend analysis and historical reports
Report
•Move
•Delete
•Quarantine
•Classify
•Secure with permissions
Act

56. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval
system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

57. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval
system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

58. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval
system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

59. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval
system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

60. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval
system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

61. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval
system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Managed
service offerings
Content
compliance
discovery
Monitor, report
and revert

62. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval
system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Prevent
Monitor
Detect/Report
Respond/Resolve
Replace unstructured provisioning
with managed service offerings
Restrict content uploads based on
content and context
Report current access
permissions to data owners for
certification
Log/report on content access
and permission changes
Scan and classify content
regularly
Report/alert on settings and
permission changes that are
out of policy
Report content risk and content
policy violations
Revert out of policy settings
and security changes with one‐
click or less
Automate action policies to
move, delete or secure content
that meets defined conditions

63. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a retrieval
system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Wrap‐Up