As SharePoint becomes an increasingly business-critical application, effective governance planning and enforcement is necessary for SharePoint success. But what happens if your information architecture doesn't currently reflect your organizational needs? What if security management has already spiraled out of control? And how can you administer multiple farms, web applications, and site collections through a single pane of glass? In this session, we'll showcase how organizations can leverage DocAve to regain control over SharePoint information and security management. From SPTechCon 2012 - San Francisco

1. How governance
drives your information
and security
architecture
Randy Williams
Enterprise Trainer and Evangelist
AvePoint

2. Randy Williams
 Enterprise Trainer & Evangelist
 Based in San Diego, CA
 SharePoint MVP for 2009, 2010, 2011
 Speaker at many global conferences
 20+ years in IT
 Columnist: SharePoint Pro magazine
 randy.williams@avepoint.com
 @tweetraw

3. Do any of these
sound familiar?

4. I have no idea
where I should be
storing my files

5. I can’t find what I
need!

6. How can I give
Alice access to
what Bob had?

7. Managing each
site individually is
impossible

8. There’s no way I
can enforce my
governance policy

9. They should call it
“ScarePoint” or
“No Point”

10. Why does this
happen?

11. “Site Map”
http://intranet
HR Finance
Vacation & Sick Day Financial
Benefits Expense Reports
Tracking Performance

12. Common site map (small organizations)
http://intranet
HR Finance
Vacation & Sick Day Financial
Benefits Expense Reports
Tracking Performance

13. Common site map (medium & large organizations)
http://intranet
HR Finance
Vacation & Sick Day Financial
Benefits Expense Reports
Tracking Performance

14. Common mistakes
 While easy to build out, manageability is constrained
 Governance challenges
 Lack of separation between portal and collaboration content
 Design must reflect both

15. Info Architecture vs. Info Management
Information Architecture
 Organize and describe content
 Metadata
 Structure
 Relationships
 Inputs
 Knowledge Management team
 Librarians
 Content owners
 Subject matter experts (SMEs)
 Outcomes
 Site map (navigation)
 Taxonomy
 Search
 Targeting (audiences)

16. Info Architecture vs. Info Management
Information Architecture Information Management
 Organize and describe content  Manage the content & service
 Metadata  Access levels (permissions)
 Structure  Lifecycle
 Relationships  Storage
 Inputs  Inputs
 Knowledge Management team  Information management policies
 Librarians  IT usage policies
 Content owners  Regulatory environment
 Subject matter experts (SMEs)  SLAs
 Outcomes  Outcomes
 Site map (navigation)  Access levels
 Taxonomy  Records management
 Search  Compliance
 Targeting (audiences)  Performance

17. Info Architecture vs. Info Management
Information Architecture Information Management
 Organize and describe content  Manage the content & service
 Metadata  Access levels (permissions)
 Structure  Lifecycle
 How you describe content is
Relationships  Storage
 Inputs  Inputs
 Knowledge fundamentally different than
Management team  Information management policies
 Librarians  IT usage policies
 Content owners how you manage itenvironment
 Regulatory
 Subject matter experts (SMEs)  SLAs
 Outcomes  Outcomes
 Site map (navigation)  Access levels
 Taxonomy  Records management
 Search  Compliance
 Targeting (audiences)  Performance

18. Management controls and scopes
Farm
Zone Web Application Service Application
Content DB
Site collection
Top-level site
Sub site List/Library Sub site
[Folder]
Item / Document

19. Just a few examples
 “My Europe team must be able to collaborate locally”
 “Only my engineering group should be able to upload large
AutoCAD drawings”
 “I need to ensure HR’s content is secured”

20. The Great Divide
 Management requirements  more “containers”
 The paradox: in order to manage something more effectively, you
increase the management effort
 Many out-of-box features scoped to a single site collection

21. How does this work?
Site Map (the “Interface”)
http://intranet
HR Finance
Vacation & Sick Day
Benefits Financial Performance Expense Reports
Tracking
Service Architecture (the “Back end”)
http://apps http://teams http://intranet
Site Collection
/
HR Engineering Finance
Site Collection Site Collection Site Collection Site Collection
Custom App HR Engineering Finance
User Profile
Search MMS
Service

22. Management headache
Central
Admin
Too many setting pages…
WebApp WebApp
Settings Settings
Site Collection Site Collection Site Collection Site Collection
Settings Settings Settings Settings
Site Settings Site Settings Site Settings Site Settings Site Settings Site Settings Site Settings Site Settings Site Settings
List Settings
Library Settings
Site Settings
List Settings Library Settings

23. The need to simplify administration
 Administering through a “single pane of glass” on
Security
Configuratio
ns
Reports
 Lets you Search

24. How do we do it?
 Adaptive navigation
 Automated administration

25. Book signing

26. Thank you