Cloud computing has become a very compelling solution for large enterprises looking to reduce total cost of ownership and improve global access to content. For these organizations, while maximizing cloud based technologies like Microsoft Azure or Office 365 can drive better communication and knowledge sharing to help drive productivity, the platform can lose its effectiveness and present compliance risks without proper data governance and compliance. It comes with significant concerns around storing business data outside the walls of their enterprises. Join AvePoint Public Sector CTO Dux Raymond Sy in this interactive session focused on how to adopt an effective data governance strategy and effectively implement proven tactics & winning strategies to ensure your cloud investment is successfully meeting business needs.

1. Accessible content is available upon request.
Drive Business Value with Winning Data
Governance and Compliance Strategies
Dux Raymond Sy, PMP
CTO – Public Sector

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retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Hi! I’m Dux

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retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Identify data governance and compliance challenges
Showcase the value of a proper data governance
framework
Impart winning & proven strategies to help you establish a
relevant data governance framework
2

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retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Everyone has
a Voice
Access from
Anywhere
Everyone is a
Contributor

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retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

7. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a
retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
What is this?
• Client records
• Employee records
• Previous project
files
What you use…
What you need to keep…
• Current project files
• Current reference docs
Dark Data

8. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a
retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Privacy and Information
Security are Top
Concerns
Mobile access to content a security risk
collaboration tools can expose data more easily
Data Governance
Challenge
Accountability for regulated data
Audits for security and controls
Scalability

9. Per Breached Record Per Breach Event

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retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
It allows you use your data as an asset without crashing and burning
DATA GOVERNANCE is like the brakes on a car

11. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a
retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Plan for the future
Remove what’s unnecessary
Keep what’s required
Protect what’s important
Establish a way to identify it
Find out what it really is
Reduce Cost.
Increase
Productivity.
$
Users:
Relevant Information
IT Admins:
Easier Maintenance
Compliance Officers:
Lowered Risks

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retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

13. Discovery and Classification
1

14. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a
retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

15. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a
retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Where is it?
File Share
SharePoint
Office 365
Databases
Who can access it?
Who owns it?
Who can read it?
Who can edit it?
What is it?
?
File Level Analysis
Content Level Analysis
• Redundant, outdated and
trivial (ROT) data
• File types (Music, log files,
etc..)
• Sensitive data
• Date Created
• Owner

16. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a
retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

17. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a
retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

18. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a
retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Regulated Data
Data that requires retention / long-term archives
ITAR / export controlled data
Gold copies or replication
Sensitive Data
“Controlled Unclassified Information” (CUI)
PII / PHI / PCI data that about employees / citizens
Classified Data
Operational security (OpSec)
Intellectual Property
Classified documents

19. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a
retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
__(data)_ must be __(controlled)__ by __(role)___
 Personnel Data must be encrypted by IT
 OpSec Data must be secured by business users
 Disaster Recovery Plans must be shared with only IT users (whitelist)
 Healthcare Protected Data must not be shared with external users (blacklist)
If you can’t verbalize the control,
you shouldn’t try to govern it!

20. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a
retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

21. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a
retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Tags
Ownership Purpose
Audience Sensitivity level
Classify
Is it a record?
Is it high business
impact?
Who should have
access?Where should it live?

22. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a
retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Identify sensitivity level of the document
• Personally Identifiable Information (PII)
• Protected Health Information (PHI)
• Intellectual Property / Export Regulations
Identify retention schedule
• Required to keep
• Required to dispose
• Content that is no longer relevant to the business
Finish with managed keywords for search
• This will require interviews with the business

23. Define Data
Governance Policies
2

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retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
How do you know where to park?

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retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

26. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a
retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Build “controls”
into containers
Make sure no
one messes with
your controls
Ensure the system
is used as intended

27. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a
retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
New Project Site
Site Configuration
External
Sharing
Enabled?
Classification
of Content?
Data
Sovereignty?
Security
Permission
groups?
Outside
Vendors?
Ownership
Contacts /
Stewards?

28. Proactively Enforce Policies
3

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retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

30. Regional Farm
Regional Farm
Regional Farm
Regional Farm
Admins, Compliance and
Governance stakeholders

31. Admins, Compliance and
Governance stakeholders

32. Admins, Compliance and
Governance stakeholders

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retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

34. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a
retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

35. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a
retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

36. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a
retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
• It’s Friday 5pm and Mary needs to upload her daily
documents into SharePoint
• She doesn’t have time to tag documents and wants to
go home on time
• Company policy is that everything that goes into
SharePoint MUST be tagged and Restricted
information must not be shared with Everyone.

37. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a
retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

38. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a
retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

39. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a
retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

40. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a
retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

41. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a
retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

42. Admins, Compliance and
Governance stakeholders

43. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a
retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

44. UploadGet LinkEmail
Example: File Sharing

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retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

50. How about external collaboration?

55. • Video 4

56. Report and Audit
4

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retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
“RECERTIFICATION”
“ATTESTATION”
“ANNUAL REVIEW”
Hey! take a look…
are the current
settings still
appropriate?
If no– make the
changes.
If yes– sign off on it.
Recertification drivers may be internal (company controls),
external (regulatory requirement) or both

58. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a
retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Data Ownership
Who is responsible for
the stuff in here?
Are they still here and
willing to own it?
Access Permissions
Who can do what to
the stuff in here?
Does Bob still need his
access?
Classification
Tell me about the stuff
that lives in here…
Is it sensitive?
Is it important?

59. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a
retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

60. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a
retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

61. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a
retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
IT’S NOT
ALL OR
NOTHING.
On-Prem
Office 365 IaaS or
Private Cloud
“I need to maintain full control over my data and have
specific data sovereignty requirements.”
“I’d like to cut
cost and
facilitate
collaboration.”
“I’d like to
minimize
hardware but
maintain control.”
• Critical workloads
• Collaboration spaces
• Productivity apps
• Custom solutions
• Full control
• No hardware
• Sensitive workloads
• Data with location restrictions
• Legacy solutions and customizations
• Full Control

62. ©AvePoint, Inc. All rights reserved. Confidential and proprietary information of AvePoint, Inc. No part of this may be reproduced, stored in a
retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

63. Let’s Connect