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© Concept Searching 2014 
SharePoint, Office 365, OneDrive for Business Integrated Information Governance 
Martin Garland ...
© Concept Searching 2014 
Expert Speakers 
John Challis – Founder and CEO/CTO of Concept Searching is an experienced entre...
© Concept Searching 2014 
Agenda 
•Introductions 
•Cloud usage today… The trends and the use of Metadata 
•Overview of Com...
© Concept Searching 2014 
•Company founded in 2002 
•Product launched in 2003 
•Focus on management of structured and unst...
© Concept Searching 2014 
Overwhelmed by the data volume and velocity of Big Data 
Timely access to information across org...
© Concept Searching 2014 
What’s in the future for SharePoint, Office 365, and OneDrive for Business? 
•Future focus on ap...
© Concept Searching 2014 
•For those organizations that are using the cloud, or a hybrid environment, what are most of the...
© Concept Searching 2014 
Challenges of the Cloud 
Security 
•Will the MS announcement of the availability of DLP in Offic...
© Concept Searching 2014 
Search 
•Cloud assumes ubiquitous access from any device from anywhere 
•Users are still spendin...
© Concept Searching 2014 
Where do you start? Or what have you overlooked?
© Concept Searching 2014 
Getting from Point A to Point B – Is it possible? 
SharePoint 
Office 365 
OneDrive for Business...
© Concept Searching 2014 
What is the challenge with SharePoint? 
Search 
•SharePoint 2013 search is much improved in term...
© Concept Searching 2014 
What is the Risk with SharePoint, Office 365, and OneDrive? 
•Loss of confidential information 
...
© Concept Searching 2014 
Isn’t Out of the Box good enough? 
•Short answer, No 
•You don’t know what is being synched or l...
© Concept Searching 2014 
What about Microsoft’s Recent DLP Announcement? 
•Only addresses the cloud 
•Not hybrid 
•Not on...
© Concept Searching 2014 
Augment the Tools Microsoft gives you… Why? 
•An added value third party application able to gen...
© Concept Searching 2014 
Demonstration 
Walk me through how this works
© Concept Searching 2014 
Where do we go from here? 
•If you are only using Office 365 for email, and with the DLP announc...
© Concept Searching 2014 
Upcoming Events 
•If you are in the area, please join us at 
•SharePoint FEST Chicago – December...
© Concept Searching 2014 
Thank You 
Martin Garland 
Founder and President 
Concept Searching 
marting@conceptsearching.co...
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St Louis SharePoint User Group Presentation: Integrated Information Governance – SharePoint, Office 365, OneDrive for Business

With all the hype about governance and compliance, the real issues get a bit cloudy. Office 365, hybrid environments, and now OneDrive for Business, present new challenges in administration, deployment, and ongoing management of more complex environments. Not to mention the serious business issues.

This session will explore: •Key considerations when deploying hybrid, SharePoint, and OneDrive solutions. •How an enterprise metadata environment can uniquely address and eliminate many of the challenges in a hybrid or cloud environment. •What to consider when making plans to achieve the best of both worlds. •How to unlock the hidden value of enterprise metadata to drive search, migration, records management, data protection, business social collaboration, and text analytics.

Even if you are only using Office 365 for collaboration, you still need to fill the gaps. Find out how.

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St Louis SharePoint User Group Presentation: Integrated Information Governance – SharePoint, Office 365, OneDrive for Business

  1. 1. © Concept Searching 2014 SharePoint, Office 365, OneDrive for Business Integrated Information Governance Martin Garland Founder and President Concept Searching marting@conceptsearching.com Twitter @conceptsearch John Challis Founder and CEO/CTO Concept Searching john@conceptsearching.com Twitter @conceptsearch
  2. 2. © Concept Searching 2014 Expert Speakers John Challis – Founder and CEO/CTO of Concept Searching is an experienced entrepreneur, having had success with several previous ventures involving the management of unstructured data. He is the originator of the company’s compound term processing technology and is the driving force behind the product strategy. Martin Garland – Founder and President of Concept Searching has over 21 years’ experience in search, classification and enterprise content management within the broader information management industry. His expertise has been instrumental in assisting multi-national clients in diverse industries to understand the value of managing unstructured content to improve business processes.
  3. 3. © Concept Searching 2014 Agenda •Introductions •Cloud usage today… The trends and the use of Metadata •Overview of Compliance and Governance Issues •SharePoint •Office 365 •OneDrive for Business •Deploying Office 365 and OneDrive for Business and •The Risks and Challenges •Is ‘out of the box’ enough… Does Microsoft have you covered? •Demonstration •Summary •Questions
  4. 4. © Concept Searching 2014 •Company founded in 2002 •Product launched in 2003 •Focus on management of structured and unstructured information •Technology Platform •Delivered as a web service •Automatic concept identification, content tagging, auto-classification, and taxonomy management •Only statistical vendor that can extract conceptual metadata •8 years KMWorld ‘100 Companies that Matter in Knowledge Management’ •7 years KMWorld ‘Trend Setting Product’ •Authority to operate enterprise wide US Air Force, enterprise wide NETCON US Army, and Canadian SLSA •Locations: US, UK, and South Africa •Client base: Fortune 500/1000 organizations •Microsoft Gold Certification in Application Development •Microsoft Business-Critical SharePoint elite program partner •Smart Content Framework™ for information governance comprising •conceptClassifier for SharePoint and conceptClassifier for Office 365 •Concept Searching Technology Platform and conceptClassifier Platform •Add on – conceptTaxonomyWorkflow, and conceptClassifier for OneDrive for Business The Global Leader in Managed Metadata Solutions
  5. 5. © Concept Searching 2014 Overwhelmed by the data volume and velocity of Big Data Timely access to information across organizational silos Multiple Software Tools – Stakeholders are confused, which tools do we use? Users are frustrated – Records Management requires more effort than the benefit it brings them eDiscovery issues (data privacy) in data consolidation/migration projects I’m scared to death of what might be in our file shares and email User adoption continues to be a challenge This is what CIOs are complaining about
  6. 6. © Concept Searching 2014 What’s in the future for SharePoint, Office 365, and OneDrive for Business? •Future focus on application-specific challenges that are directly related to ROI, enterprise risk, and non-compliance •Enterprise metadata repository (70%) •eDiscovery (82%) •Records Management (70%) •Data Security (66%) •Migration (66%) •Future focus on application-specific challenges that are directly related to business performance, productivity, and communication •Content management (42%) •Collaboration (56%) •Search (51%) •Social Business (71%) •Text Analytics (86%) Despite the hype surrounding information governance, most SharePoint organizations aren’t addressing the topic from an enterprise perspective, but at the application level, if they are addressing it at all Concept Searching 2014 SharePoint and Office 365 Metadata Survey
  7. 7. © Concept Searching 2014 •For those organizations that are using the cloud, or a hybrid environment, what are most of them doing in the cloud? •Collaboration* •Accessing and uploading applications not supported or vetted by the enterprise – ShareFile, Dropbox, personal email accounts •The average company uploaded 86.5GB of high risk applications (Skyhigh) •Problem: BYOD and Bring Your Own Application (BYOA) •* 81% of end users define collaboration as email (Dell – ‘The State of Corporate Email’) •Despite the benefits of cloud, why slow adoption? •52% of large companies and 33% of small/medium companies have concerns about security in the cloud (Bitglass) •Lack of compliance and audit capabilities (and cloud ready solutions) •70% of organizations currently use SharePoint – but nearly 50% of them have reservations about its ability to meet their compliance requirements (AIIM) What are organizations doing in the Cloud today?
  8. 8. © Concept Searching 2014 Challenges of the Cloud Security •Will the MS announcement of the availability of DLP in Office 365 mitigate security fears? •It is a significant enhancement that plugs gaps in Office 365 and will be beneficial to all cloud enterprises •Will DLP in Office 365 and OneDrive for Business fix the gaps in security? •No •Challenge •The average number of cloud applications in use per organization grew to 508 this quarter (2014) from 461 last quarter •IT underestimates cloud application usage by 90% •36% of business critical applications are in the cloud, and IT isn’t aware of at least half of them •The majority of data breaches are caused internally, either intentionally or unintentionally. Remember Edward Snowden? Records Management •100,000 international laws and regulations apply to Fortune 1000, cloud business processes must be developed to address compliance (Ryley, Carlock, & Applewhite, PC) •Challenge •Ensuring lifecycle management of all Documents of Record, regardless of where they are stored, integration with Records Management applications on-premise •Records Standards such as DoD 5015.2, ISO-15489 (available in SharePoint and third party providers), •Must ensure complete disposition of records •Canadian government does not allow data to be placed on foreign/US servers How do you protect what you don’t know exists? If the average number of cloud applications is 508 per organization – how many transport rules must be written and maintained, assuming IT knows about the applications? What if they don’t? Sources: Ponemon, Bitglass, Skyhigh Networks
  9. 9. © Concept Searching 2014 Search •Cloud assumes ubiquitous access from any device from anywhere •Users are still spending 10 hours per week searching •Challenge •Remote security access, support for multiple devices with equivalent access levels, questions of where content is stored (physical location) Migration •Elimination of dark content – up to 69% of enterprise content can and should be deleted (Ryley, Carlock, & Applewhite, PC), 60% of documents are obsolete (e.Law), 50% of documents are duplicates (Equivio) •44% of organizations felt they had a poor content strategy •Challenge •Garbage in – garbage out, mass moving content •What goes where, security, access considerations •Poor migration = poor search Enterprise Metadata Repository •MS does not generate semantic (multi-term) metadata; MS does not provide auto-classification; Term Store – good, but still rudimentary •Challenge •Develop an enterprise metadata repository that spans on-premise and cloud •Manual tagging Challenges of the Cloud
  10. 10. © Concept Searching 2014 Where do you start? Or what have you overlooked?
  11. 11. © Concept Searching 2014 Getting from Point A to Point B – Is it possible? SharePoint Office 365 OneDrive for Business SharePoint Office 365 OneDrive for Business •No native integration across all three products •What to do about •Search •Security •Records Management •Migration •eDiscovery •Content Management •Enterprise Metadata Repository •And, if you are really gung ho •Business Social Networking •Collaboration •Text Analytics •What to do about •Existing business processes •Corporate policies in the cloud •Compliance in the cloud Point A Point B
  12. 12. © Concept Searching 2014 What is the challenge with SharePoint? Search •SharePoint 2013 search is much improved in terms of features, but the same old problem of user tagging compromises the quality and relevancy of search results •85% of relevant documents are never retrieved in search (IDC) Security at the content level •83% of data harm/damage is due to user mistakes and accidents and only 1% to malicious, internal user behavior •Probability of a material data breach in an organization with 10,000 records is 22% •Average cost to an organization is $3.3 million (Ponemon Institute) Records Management •88% of organizations are challenged by regulatory change (Robert Half International) •Less than 50% of content is correctly indexed, meta tagged, or efficiently searchable (IDC) •Average cost of manually tagging one record is $4-$7 Migration •Mass moves impact search, eDiscovery, and content management •Duplicates, content that should be archived, and just plain garbage are never addressed, and can be a storage issue
  13. 13. © Concept Searching 2014 What is the Risk with SharePoint, Office 365, and OneDrive? •Loss of confidential information •Proposals •Pricing information •Financial forecasts •Negative reports •Security information and protocols •Legal liability •PII/PIA/HIPAA •Customer/Confidential information •Corporate reputation •Can you survive a loss of consumer faith? Can your boss?
  14. 14. © Concept Searching 2014 Isn’t Out of the Box good enough? •Short answer, No •You don’t know what is being synched or loaded to OneDrive, in fact, your users may not realize what is being synched, so when they save that super secret quarterly earnings report to their My Documents… •Little integration between on-premise and hybrid environments •Cloud is still risky business, unless managed in accordance with enterprise policy •Lack of controls to prevent use and access to ‘non-approved’ cloud services and applications •Microsoft has a solution that will notify you that something is amiss, but…. •That might work if you have only 20, 30, maybe 100 personnel and OneDrives but can you realistically monitor 90,000 or more in that fashion? •The solution must include additional automation and options such as DRM The solution must intercept content at source or when migrated and uploaded
  15. 15. © Concept Searching 2014 What about Microsoft’s Recent DLP Announcement? •Only addresses the cloud •Not hybrid •Not on-premise •The average number of cloud services used by an enterprise came in at 738, 10 times more than what IT typically expects from its employees, …and you are going to hire how many more people? •Does not really do much more than a well crafted search query •Do you have the time to go look at 90,000 OneDrives and ensure Office 365 is not the repository for confidential information? …and you are going to hire how many more people? •Does not stop unauthorized cloud services from being placed in Office 365 or content in OneDrive, which means it is available until an admin goes in and identifies and removes it – that might be hours, days, or never •So, if you were a large pharma company and FDA wrote a nasty report on your new miracle drug, that report might be in the wild for hours, days or even a week before it is secured. Is that a risk you can live with?
  16. 16. © Concept Searching 2014 Augment the Tools Microsoft gives you… Why? •An added value third party application able to generate and use intelligent metadata can deliver an organization significant benefits in terms of productivity, governance and compliance, across SharePoint, Office 365, and OneDrive •What makes this different? •Intelligence to identify and trap content as its migrated from file shares during the onboarding process •Automation to automatically identify secure/confidential information and move to a secure location for evaluation •The option to invoke and kick off Information Rights Management •The option and ability to automatically identify document of record •Aligns with governance policies across the organization, file shares SharePoint on-premise and SharePoint Online Most important, intercept and secure the content before it becomes available in OneDrive, and identify unauthorized cloud services or applications in use
  17. 17. © Concept Searching 2014 Demonstration Walk me through how this works
  18. 18. © Concept Searching 2014 Where do we go from here? •If you are only using Office 365 for email, and with the DLP announcement, you’re in pretty good shape •If not, then you need to do some serious planning to leverage the capabilities of Office 365 and OneDrive to enforce your on-premise enterprise policies, if only using Office 365, the same applies •Get help when you need it – one client spent 2+ years planning for a hybrid environment for Office 365 (although they had over 170,000 users) •Seriously evaluate tools that can solve unstructured and semi-structured challenges in all environments – preferably as an enterprise framework •Neither SharePoint nor Office 365 has the capabilities needed •Don’t forget the users – new policies, new procedures, and training
  19. 19. © Concept Searching 2014 Upcoming Events •If you are in the area, please join us at •SharePoint FEST Chicago – December 8-10 •Change your Search to Find – On-premise and in the Cloud Webinar Tuesday, October 28th - 11:30am – 12:30pm EDT Sponsored by Concept Searching •Text Analytics and SharePoint – a Unique and Proven Approach Webinar Tuesday, November 18th, 11:30am – 12:30pm EST Sponsored by Concept Searching and Enterprise Knowledge
  20. 20. © Concept Searching 2014 Thank You Martin Garland Founder and President Concept Searching marting@conceptsearching.com Twitter @conceptsearch John Challis Founder and CEO/CTO Concept Searching john@conceptsearching.com Twitter @conceptsearch

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