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)

In Legal, We Manage A Lot Of Tools…

DMS

Records

Email Archival

Legal Holds

Ethical Walls

Security

DMS

Records

Email

Archival

Legal

Holds

Ethical

Walls

Security

Intranet

Extranet

KM

Governed Ungoverned

SharePoint Is A Game-Changer.

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?

How Microsoft Does KM

Empower the Business

How MSFT Does IG

How Microsoft Does KM Team Infrastructure

Policy &

Compliance

Business

Operations

Solution

Delivery

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

Infrastructure

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’s Next For All of Us?

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

What should we be worrying about?

Final Thoughts

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

We’ll now open it up for questions

Questions

References You’ll Find Useful

Resources

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

Books

Robert Smallwood Wiley CIO, April 2014

464 pages

Steve Goodyear Apress, April 2013

376 pages

SharePoint Governance

Governance Planning in SharePoint 2013: here

Thank You