3. Compliance Vision
Empower the User Enable the
Compliance Officer
In Place and Extensible
Easy for IT
Exchange, SharePoint, Windows
Outlook, Word, PowerPoint,
SharePoint, Mobile Apps
Exchange, SharePoint, Lync,
and File Shares
Exchange, SharePoint
5. Compliance built in, not bolt on
Index or ingest to extend
Unify compliance experience across the suite
Bloomberg
Immutable
SharePoint
Immutable
Exchange Lync
3rd Party
Archives
Compliance
DeleteDiscoverArchive EncryptAudit DLP Preserve
…
Exchange
SharePoint
Others
Archive
Records Management
& Compliance
Traditional Compliance
6. 99.98%
Availability history for last 4 months
Office 365: The Bank for Your Data
SizeTenants
1TB SiteCollections
More SharePoint storage coming soon
∞
7. Store data for business and compliance needs
Exchange In-Place Archive SharePoint Records Center
Outlook OWA
Retain folder hierarchy
13. Compliance Vision
Empower the User Enable the
Compliance Officer
In Place and Extensible
Easy for IT
Exchange, SharePoint, Windows
Outlook, Word, PowerPoint,
SharePoint, Mobile Apps
Exchange, SharePoint, Lync,
and File Shares
Exchange, SharePoint
15. Microsoft Records Center Architecture
Microsoft Corpnet
On-Premise Corporate Records
SharePoint 2010 with URM
200 TB
O365 Microsoft Tenant
SharePoint Online 2013
1 TB + Growing200 TB
16. Records Architecture
Records CenterIn Place or Hybrid
Site Content Transfer Records Submission
Site (Collaboration or
Work Site, Long term)
Records sent to Record
Center on Site Close
In Place Records Records Disposed in Site Physical RM - Accutrac
Unified Retention Policies with Content Type Hub
Document Imaging
17. Content Types for Information Policies
• Step 1: Setup Term Store
• Step 2: Setup Content Types
• Step 3: Setup Record Libraries
• Step 4: Setup Content Organizer Rules
Record Libraries
(64 Record Libraries for
each Content Type)
Term Store
(Records Management
business category terms)
Content Types
(64 Content Types based
on Retention Policies)
Content
Organizer Rules
(64 rules for each Content
Type)
Records
Center
18. Logical Architecture
Decision Factors
• Disaster Recovery Plan
• Content Database Limitations
• Content Types
Multiple Site Collections per Content
Type at 250GB
64 Retention Categories = 64 Content
Types
Metadata Fields
Information Management Policies
Retention Schedule/Policies
Disposition Workflows
Web application: Records Center
RC1 RC2 RC3
http://recordscenter
Database settings:
§ Target size per database = 250 gigabytes (GB)
Managed
Metadata
IIS Web Site—“SharePoint Web Services”
Enterprise
Shared Services
Business Data
Connectivity
Search User Profile
Web
Analytics
Excel
Services
Application
Application pool
Default group
19. Microsoft SharePoint Implementation
The Discovery & Collaboration Team empowers effective business collaboration by delivering real-time
information experiences
Empower the Business
10M
SEARCH
QUERIES PER
MONTH
21K
APPS FOR
WORK USERS
IN 102
COUNTRIES
80K YAMMER USERS 50K PERSONAL
SITES ON O365
180K ON PREM SITES
Company Hub
Collaboration Best
Practices
Team and Portal Sites
to O365
App Lifecycle
Framework
Integrated Social
Tools
Device Independent
Experiences
Enterprise Search
Experience
Major First & Best
Program
Create modern
experiences
Provide product
marketplaces
Deliver a
common platform
Connect people
to others
& information
20. WHAT PEOPLE
ARE SAYING
Records Management in Microsoft
SharePoint
Microsoft SharePoint provides
some great features to enable
these processes, and it provides
enterprises with the appropriate
controls for the data and
documents that they declare to
be corporate records.
Antonio Maio, Microsoft SharePoint Server MVP
and senior product manager at TITUS in Ottawa,
Ontario.
Microsoft SharePoint Muscles Into The Records
Management Market
…Microsoft's effective overall
SharePoint strategy and active
participation from key Microsoft
partners, move Microsoft into the top
spot for 2010 records management
adoption.
By Brian W. Hill, Forrester Research
22. IT Infrastructure Snapshot
22
Engagement Process / Architecture & Consulting
Shared Services
Self-service Utility
200,000+ Regional MySites,
Collaboration, Team &
Divisional sites
Custom / Managed Portals
Corporate & Business Unit Portals (Shared & Dedicated)
Custom SharePoint with MSIT Platform capabilities
My (Personal)
HR
Library
Finance
Legal
IT
Sales
Video
Microsoft Web (MSW)
Company Portal
Shared Extranet
Search (FAST)
Platform Solutions
Extranet
Exec Presentations
Finance - LOB
Extranet Gold
Portals
People (UPA/UPRE) Social Taxonomy (MMS)
Analytics
(WebTrends, SP)
Records Center
Team
My Personal
23. Microsoft Data Volume for Electronic Records
Data Entry= 1,786 entries/wk (59hrs)
Immigration documents received = 734/wk (19hrs)
24. Data Volumes for Physical
Current boxes in storage = 105,745
Current active physical records = approximately 2M
26. Hybrid Strategy Considerations
• Can you simply search and discover information in
one interface
• Consume information stored on premise or in the
cloud with any device?
• Can I apply record retention policies to both places?
• Does AD sync & cross domain authentication work?
• How can we sync user profiles and metadata?
• Can I setup a scalable record center farm architecture
on O365?
• What about my physical records architecture?
30. Keep important documents organized so they are easier to find and
clean up content that is no longer needed or on hold
Use eDiscovery Center or In-Place Records to manage document
lifecycle and holdFlexibility
Order
Easy
eDiscovery & Record Center
31. IRM (RMS)
Prevents sensitive information from being printed,
forwarded, or copied by unauthorized people inside the
organization
S/MIME Sign and encrypt messages to users using certificates
Office 365
Message
Encryption
Encrypt messages to any SMTP address
Dynamic workplace
Historically, business have been focused on differentiation through driving efficiency (Ford; Japan).
Increasingly, business success will be determined by how quickly businesses can do something differently. Work fast, fail and learn. Quicker cycles
Physical and technical boundaries changing. Increased transparency and speed of information flow changing due to social. Coming to enterprise
According to Peter Drucker: “The greatest management achievement in the 20th century was the 50-fold improvement in productivity of the factory worker. The biggest challenge we face today is to increase the productivity of the knowledge worker in a similar fashion.”
Making Sense of it all
In 2020 one prediction is that the world will generate 35 times the data that was generated in 2010.
As digital content continues to explode, visualization becomes more important. So once you have the information you’re looking for, visualization provides an easy way to get at deeper insight.
That’s why we envision a world where Office uses contextual computing to gather, prioritize and put the information you need right at your fingertips.
Merging home and work
The lines between home and work are blurring. Few of us have the luxury of separating our personal and professional lives anymore.
We’re also using more and more devices and we expect to use those devices for both personal and professional activities – more than 50% of us use three or more devices.
Natural Expression
As innovations in touch, gesture and voice recognition make interacting with technology increasingly human, ease of use and scenarios grow exponentially
Technology is rapidly becoming more natural – anticipating what people want and enabling people to interact in natural ways.
Touch is the single biggest breakthrough in the last decade in making interaction more natural.
Natural interaction is ripe for innovation in the near term with voice, gesture, and augmented reality (including sensing information about you and your surroundings).
Responsible Organization
In this new world, we’ll need to enable these great devices and services experiences to users.
But not without sacrificing the importance of privacy, compliance, security
Industry standards: ISO 27001 certification; EU model clauses, HIPPA business associate agreement, FISMA
Respect for data privacy: no advertising, mingling and data portability
Helping IT manage info in their org, e.g. Data Loss Protection and unified e-discovery
Sharing documents is easier than ever before. You can provide external partners and vendors secure access to SharePoint sites or documents without violating the data governance and protection policies set by IT. You can enforce sign-in and set permissions at the document or site level to ensure you can work together with anyone securely.
Think about records. You can use a custom workflow to automate the process, but the more automation, the more strictures you put around your business. A hybrid model, where not everything is automated, seems to work better for us.
Scanning – Psigen allows us to scan documents, pull content type information from the content type hub and managed metadata service, and move records to the appropriate location.
One retention schedule for physical and electronic records
Central search portal that allows people to locate records as needed. Allows search across multiple records centers, since each site collection will have its own record center
Content organizer uses managed metadata and the content type hub to appropriately route and manage records.
Site collections at 250GB; since we were storing critical records, we needed a disaster recovery plan that provided for quick responsiveness. Retention schedules are different ways of managing different types of records; we originally had 1900 retention schedules. Encourage simplification of schedule – we moved to 64 large categories.
For scalability and direct access, we use SQL storage directly. Looked at RBS but felt that SQL was right for us.
Hamburg Port Authority runs the largest port in Germany, and second largest in Europe; 1900 seats; HPA chose to upgrade to Microsoft Office 365 ProPlus to streamline deployment and provide employees the ability work while being mobile in the port.
Japan Airlines deployed Exchange Online to more than 20,000 of its employees.
Midroc Europe, a group of 13 companies and 2,600 employees, deployed Microsoft Office 365 and Office 365 ProPlus.
Tesco, one of the world’s leading retailers, has committed to 475K seats of E3.
Toyota North America rolled out Office 365 to 14,000 employees last spring, and they’ll soon make it available to 17,000 more.
The City of Chicago recently chose to move 30,000 employees to Office 365.
In 2010, there was no good way to get emails into SharePoint, but in 2013 we can use site mailboxes.
Custom portals – 200,000 SP site collections and growing. SP on prem and in the cloud – cloud is 20TB and on prem is 60 TB
The number of records just keeps going – now that there’s a system of record, we get more and more data into our system
We were building on prem and then found that we needed to go to the cloud. We are all in. Reality is how we bring it together