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© Lockheed Martin
Government ICT 2015 Conference
Information and Records Management
in SharePoint
Randy Perkins-Smart
Prin...
© Lockheed MartinNOT EXPORT CONTROLLED – AUTHORISED FOR
RELEASE ON THE INTERNET
January 2015
© Lockheed Martin
The views expressed in this presentation are my own
and do not necessarily reflect those of my past or
p...
© Lockheed Martin
SharePointUserAdmin
Metadata
Document / List Item
Library / List
Site
Web Application
Farm
Environment
N...
© Lockheed Martin
Data
Structure
Information
What is information and
what is a record?
Information
Something
of
Significan...
© Lockheed Martin
How well do we manage them?
NOT EXPORT CONTROLLED – AUTHORISED FOR
RELEASE ON THE INTERNET
January 2015
© Lockheed Martin
• Create a file plan
–What will be classed as a records?
–What category of record do the items
belong?
–...
© Lockheed Martin
• Do you have one?
• When was it last updated?
• Is it fit for purpose?
Information Architecture
NOT EXP...
© Lockheed Martin
Organisational
Chief Executive
Regulatory
function 2
Regulatory
function 1
Comms
Corporate
Services
Orga...
© Lockheed Martin
Functional
Chief Executive
PolicyStrategyCommunicationsCorporate Services Project Delivery Administratio...
© Lockheed Martin
DEMO: Site
NOT EXPORT CONTROLLED – AUTHORISED FOR
RELEASE ON THE INTERNET
January 2015
© Lockheed Martin
Hybrid
In
Records
Out
Archiving Records
NOT EXPORT CONTROLLED – AUTHORISED FOR
RELEASE ON THE INTERNET
J...
© Lockheed Martin
• Identification
• Discovery
• Monitoring
• Auto Classification
• Standards
–Dublin Core Metadata Elemen...
© Lockheed Martin
Microsoft Office Metadata
• Author Name
• Author Initials
• Company or organization name
• Computer name...
© Lockheed Martin
Classification of Data
Nationality Caveat
• UK EYES Only
• CANUKUS Eyes Only
• AUSCANNZUKUS
Descriptors
...
© Lockheed Martin
Protective Marking Scheme
Unclassified
Protect
Restricted
Confidential
Secret
Top
Secret
Official
Secret...
© Lockheed Martin
DEMO: Taxonomy
NOT EXPORT CONTROLLED – AUTHORISED FOR
RELEASE ON THE INTERNET
January 2015
© Lockheed Martin
• Navigation
• Finding content
• Security
Metadata and Taxonomies
NOT EXPORT CONTROLLED – AUTHORISED FOR...
© Lockheed Martin
Content Types Building Blocks
Metadata
Columns
Document
Templates
Workflows
Document
Information
Panel
I...
© Lockheed Martin
Content Types Locations
Hub
Site
Library / List
NOT EXPORT CONTROLLED – AUTHORISED FOR
RELEASE ON THE IN...
© Lockheed Martin
DEMO: Content Type Hub
NOT EXPORT CONTROLLED – AUTHORISED FOR
RELEASE ON THE INTERNET
January 2015
© Lockheed Martin
Content Type Inheritance
Document
(OOTB)
GOVICT2015
Document
Letter
HR letter
Customer
letter
Invoice
Pe...
© Lockheed Martin
Multimedia
Images Audio Video
Other
Flash Java Silverlight
Other Types
NOT EXPORT CONTROLLED – AUTHORISE...
© Lockheed Martin
• Software updates
• Multi-factor authentication (MFA)
–knowledge factors ("things only the user knows")...
© Lockheed Martin
DEMO:
Information Rights Management (IRM)
NOT EXPORT CONTROLLED – AUTHORISED FOR
RELEASE ON THE INTERNET...
© Lockheed Martin
DEMO:
Information Rights Management (IRM)…
NOT EXPORT CONTROLLED – AUTHORISED FOR
RELEASE ON THE INTERNE...
© Lockheed Martin
• Amazon
http://aws.amazon.com/compliance/
• Google
https://support.google.com/googleforwork/answer/6056...
© Lockheed Martin
• Certified for ISO 27001
• European Union (EU) Model Clauses
Compliance
NOT EXPORT CONTROLLED – AUTHORI...
© Lockheed Martin
• PDF 1.7 (ISO 32000-1:2008)
• PDF/A
–A-1, 2005
–A-2, 2011
–A-3, 2012
• PDF/E
• PDF/UA
• See www.pdfa.or...
© Lockheed Martin
• Across Exchange,
SharePoint, Lync & file
shares
• Based on enhanced
search technology
• Delegate disco...
© Lockheed Martin
Big Data
The NHS spends over £80
million each year handing out
paracetamol with the average
prescription...
© Lockheed Martin
• Business Intelligence
• Case Management System
• Customer Relationship Management System
• Help Desk
•...
© Lockheed Martin
Questions?
January 2015
NOT EXPORT CONTROLLED – AUTHORISED FOR
RELEASE ON THE INTERNET
© Lockheed Martin
• Presentation:
– Information and Records Management in SharePoint
• Conference:
– Title: Government ICT...
© Lockheed Martin
• G-Cloud
• Scottish Government:
–IT Managed Services Framework
–Provision of applications, web developm...
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Government ICT 2015: Information and Records Management in SharePoint - Randy Perkins-Smart, Principal Technologist, Lockheed Martin

Principal technologist for Lockheed Martin, Randy Perkins-Smart, talks Information Records Management in SharePoint at Government ICT 2015

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Government ICT 2015: Information and Records Management in SharePoint - Randy Perkins-Smart, Principal Technologist, Lockheed Martin

  1. 1. © Lockheed Martin Government ICT 2015 Conference Information and Records Management in SharePoint Randy Perkins-Smart Principal Technologist, Lockheed Martin NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET
  2. 2. © Lockheed MartinNOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
  3. 3. © Lockheed Martin The views expressed in this presentation are my own and do not necessarily reflect those of my past or present employers or their clients. • You • SharePoint • Information Management • Security • Questions Agenda NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
  4. 4. © Lockheed Martin SharePointUserAdmin Metadata Document / List Item Library / List Site Web Application Farm Environment NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
  5. 5. © Lockheed Martin Data Structure Information What is information and what is a record? Information Something of Significant Record NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
  6. 6. © Lockheed Martin How well do we manage them? NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
  7. 7. © Lockheed Martin • Create a file plan –What will be classed as a records? –What category of record do the items belong? –Where are records stored? –What are the retention periods? –Who is responsible for managing the records? • Location… Manage your Information NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
  8. 8. © Lockheed Martin • Do you have one? • When was it last updated? • Is it fit for purpose? Information Architecture NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
  9. 9. © Lockheed Martin Organisational Chief Executive Regulatory function 2 Regulatory function 1 Comms Corporate Services Organisational function 1 Organisational function 2 Organisational function 3 Human Resources Finance IT External Internal Web / Social Regulatory sub function Policy Regulatory sub function Projects Regulatory sub function Policy Regulatory sub function Projects Regulatory sub function Delivery Regulatory sub function Admin Organisational sub function Strategy Organisational sub function Delivery Organisational sub function Administration Organisational sub function Policy Organisation sub function Projects Organisational sub function Delivery Organisational sub function Delivery Organisational sub function Administration Organisational sub function Communications Regulatory sub function Comms NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
  10. 10. © Lockheed Martin Functional Chief Executive PolicyStrategyCommunicationsCorporate Services Project Delivery Administration Human Resources Finance IT Regulatory function 1 Regulatory function 2 Organisational function 1 Organisational function 3 Organisational function 2 Regulatory function 1 Regulatory function 2 Organisational function 1 Organisational function 3 Organisational function 2 Regulatory function 1 Regulatory function 2 Organisational function 1 Organisational function 3 Organisational function 2 Regulatory function 1 Regulatory function 2 Organisational function 1 Organisational function 3 Organisational function 2 Regulatory function 1 Regulatory function 2 Organisational function 1 Organisational function 3 Organisational function 2 Regulatory function 1 Regulatory function 2 Organisational function 1 Organisational function 3 Organisational function 2 NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
  11. 11. © Lockheed Martin DEMO: Site NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
  12. 12. © Lockheed Martin Hybrid In Records Out Archiving Records NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
  13. 13. © Lockheed Martin • Identification • Discovery • Monitoring • Auto Classification • Standards –Dublin Core Metadata Element Set • Used for web pages –E-GMS (e-Government Metadata Standard) –ISO 19115:2003 Geographic Information: Metadata • Describes digital or physical objects Metadata NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
  14. 14. © Lockheed Martin Microsoft Office Metadata • Author Name • Author Initials • Company or organization name • Computer name • Name of the network server or hard disk where the document is saved • Non-visible portions of embedded OLE objects • Names of previous document authors • Document revisions • Document versions • Template information • Hidden text or cells • Personalized views • Comments • …and more! NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
  15. 15. © Lockheed Martin Classification of Data Nationality Caveat • UK EYES Only • CANUKUS Eyes Only • AUSCANNZUKUS Descriptors • Budget • Commercial • Honours • Management • Medical • Personal • Policy • Staff • Visits Source: http://en.wikipedia.org/wiki/Classified_information_in_the_United_Kingdom NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
  16. 16. © Lockheed Martin Protective Marking Scheme Unclassified Protect Restricted Confidential Secret Top Secret Official Secret Top Secret NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
  17. 17. © Lockheed Martin DEMO: Taxonomy NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
  18. 18. © Lockheed Martin • Navigation • Finding content • Security Metadata and Taxonomies NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
  19. 19. © Lockheed Martin Content Types Building Blocks Metadata Columns Document Templates Workflows Document Information Panel Information Management Policies Custom Forms and Features NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
  20. 20. © Lockheed Martin Content Types Locations Hub Site Library / List NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
  21. 21. © Lockheed Martin DEMO: Content Type Hub NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
  22. 22. © Lockheed Martin Content Type Inheritance Document (OOTB) GOVICT2015 Document Letter HR letter Customer letter Invoice Performance Review Policy HR policy IT policy Letter Date Tax Year Department … … NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
  23. 23. © Lockheed Martin Multimedia Images Audio Video Other Flash Java Silverlight Other Types NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
  24. 24. © Lockheed Martin • Software updates • Multi-factor authentication (MFA) –knowledge factors ("things only the user knows"), such as passwords –possession factors ("things only the user has"), such as ATM cards –inherence factors ("things only the user is"), such as biometrics • SSL • Database encryption • Hardware encryption • Information Rights Management… Securing Data NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
  25. 25. © Lockheed Martin DEMO: Information Rights Management (IRM) NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
  26. 26. © Lockheed Martin DEMO: Information Rights Management (IRM)… NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
  27. 27. © Lockheed Martin • Amazon http://aws.amazon.com/compliance/ • Google https://support.google.com/googleforwork/answer/60566 94 • Microsoft https://products.office.com/en-GB/business/office-365- trust-center-cloud-computing-security • Rackspace http://www.rackspace.co.uk/public-sector • Skyscape http://www.skyscapecloud.com/ Data Sovereignty, Safe Harbour… NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
  28. 28. © Lockheed Martin • Certified for ISO 27001 • European Union (EU) Model Clauses Compliance NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
  29. 29. © Lockheed Martin • PDF 1.7 (ISO 32000-1:2008) • PDF/A –A-1, 2005 –A-2, 2011 –A-3, 2012 • PDF/E • PDF/UA • See www.pdfa.org PDF Standards NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
  30. 30. © Lockheed Martin • Across Exchange, SharePoint, Lync & file shares • Based on enhanced search technology • Delegate discovery console with role based access control eDiscovery Get instant statistics Use proximity searches to understand context Query results across Exchange & SharePoint Laser focused refiners to help find the data you need Fine tune complex queries NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
  31. 31. © Lockheed Martin Big Data The NHS spends over £80 million each year handing out paracetamol with the average prescription costing 20 times the price of a packet of the simple painkiller in the supermarket. http://www.telegraph.co.uk/health/11259122/NHS-spends-on-80-million-a-year-on-paracetamol-prescriptions.html NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
  32. 32. © Lockheed Martin • Business Intelligence • Case Management System • Customer Relationship Management System • Help Desk • Web Content Management System But wait there is more… NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
  33. 33. © Lockheed Martin Questions? January 2015 NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET
  34. 34. © Lockheed Martin • Presentation: – Information and Records Management in SharePoint • Conference: – Title: Government ICT 2015 Conference – Website: http://government-ict.co.uk – Date: 13th January 2015 • Company: – Company: Lockheed Martin – Website: http://civil.lockheedmartin.co.uk • Presenter: – Name: Randy Perkins-Smart – Job Title: Principal Technologist – Twitter: @SharePointRandy – Email: Randy.Perkins-Smart@civil.lmco.com Details NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
  35. 35. © Lockheed Martin • G-Cloud • Scottish Government: –IT Managed Services Framework –Provision of applications, web development and associated services framework • Welsh Government: –IT Development & Support Framework See: http://civil.lockheedmartin.co.uk/public-services/frameworks/ Public Sector Frameworks NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015

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