Information Governance in a SharePoint World
Presented by Holly Hanna, Microsoft Corporation Sherry Kappel, Litéra Corp
Moderator: Joy Heath Rush, Litéra Corp #ILTASPS
June 11, 2014
Thank you for being here today!
Holly Hanna Senior Program Manager Microsoft Corporation - Legal and Corporate Affairs
Sherry Kappel Chief Consiliaria Litera Corp.
“Business governs people, not tools.
IT governs tools, not people.”
Joel Oleson, Director of Technical Evangelism, ViewDo Labs,
AIIM Webinar, October 23, 2013
Setting the Stage
This section of the
discussion will focus on the
foundations of information
governance, as well as on
the “traditional” tools used
in the practice of law
Primary principles of information governance Traditional tools for information governance in law firms How SharePoint “grew up” in law firms
“Stakeholders” • Business
• Legal, Risk, Regulatory
• IT
“Outer Ring” • Depicts: a set of
interoperable processes
“Center Ring” • Workflow
• Information lifecycle
Information Governance
Reference Model (IGRM)
DMS
Records
Archival
Legal
Holds
Ethical
Walls
Security
Intranet
Extranet
KM
Governed Ungoverned
SharePoint as a Game Changer SharePoint has been a disruptive technology in terms of how it has altered our view of legacy repositories – and this has implications for information governance
IG is Still IG, Regardless of Tools and Repositories Case Study: Microsoft LSA SharePoint as a Repository SharePoint as an IG Solution Platform
LCA Hybrid Strategy Considerations
• Can I 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?
Availability • In-transfers | Transfers-out | Sharing | Retrieve | Edit | Share
Litigation Preservation • Capture | Requirements | Review | Production | Service
Assets
Retention • Schedule | Policy | Compliance | Service | Best Practice
Core Components
Right size retention buckets
Format agnostic (content/function drive retention)
RIM serves your business needs and legal obligation
Know your primary retention stakeholder
How SharePoint Supports
Consistent retention across all formats
No accidental disposal
Easily map to retention schedule and allows changes
Access and permissions
Components
Step 2: Apply Retention
Schedule, Policy, &
Disposition Workflows
Step 1: Standardized
Taxonomy
Step 3: Apply Content
Types
Step 4: Apply Routing
Rules
Terms
Store
Content
Type Hub
Content
Organizer
Rules Record
Libraries
Records Retention Schedule Automation
Collaborate Externally – upload, view, manage documents and data
Outside
Counsel
Vendor
Outsourcing
Solution Architecture
Solution Architecture
What doesn’t work for IG …..
• Pretending that SharePoint isn’t a
system of record
• Assuming that SharePoint contains
only copies of critical data
• Acting as if SharePoint is not an
authoritative repository
There will always
be a mixed set of
formats
Gatekeepers are
necessary
Constant
evolution
Ongoing Transformation
Compliance + Strategy = New Records Manager skill set Understand the
business; Be a trusted advisor
Changing environment, requires need for change
Takeaways – Holly
• Treat your records as an asset • Taxonomy & retention schedule • Map out your infrastructure and know where you’re going
– Sherry • Develop your “defense” (CIP, IGCP) • Approach from the enterprise level • Automate the process
AIIM Resources
• Reference: Information Governance Toolkit – AIIM, here (requires registration)
• Certification: Certified Information Professional – AIIM, here
• Course: Information Governance Practitioner – AIIM, here
• Report: Industry Watch Report: Automating
Information Governance – Assuring Compliance – AIIM May 20, 2014 - here
Other Resources
– Model: Information Governance Maturity Model
• ARMA, 2013; PDF here
– Certification: Information Governance Professional
(IGP)
• ARMA, 2014; Web pages here
– Podcast: What Lawyers Should Know About
Information Governance
• Law Technology News, February 2014; podcast here
SharePoint Governance
Governance Planning in SharePoint 2013: here
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