Government ICT 2015: Information and Records Management in SharePoint - Randy Perkins-Smart, Principal Technologist, Lockheed Martin
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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. © 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. © Lockheed MartinNOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
- 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. © 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. © 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. © Lockheed Martin How well do we manage them? NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
- 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. © 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. © 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. © 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. © Lockheed Martin DEMO: Site NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
- 12. © Lockheed Martin Hybrid In Records Out Archiving Records NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
- 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. © 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. © 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. © 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. © Lockheed Martin DEMO: Taxonomy NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
- 18. © Lockheed Martin • Navigation • Finding content • Security Metadata and Taxonomies NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
- 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. © Lockheed Martin Content Types Locations Hub Site Library / List NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
- 21. © Lockheed Martin DEMO: Content Type Hub NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
- 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. © Lockheed Martin Multimedia Images Audio Video Other Flash Java Silverlight Other Types NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
- 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. © Lockheed Martin DEMO: Information Rights Management (IRM) NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
- 26. © Lockheed Martin DEMO: Information Rights Management (IRM)… NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
- 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. © Lockheed Martin • Certified for ISO 27001 • European Union (EU) Model Clauses Compliance NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET January 2015
- 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. © 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. © 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. © 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. © Lockheed Martin Questions? January 2015 NOT EXPORT CONTROLLED – AUTHORISED FOR RELEASE ON THE INTERNET
- 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. © 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