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Archiving and compliance for SharePoint on premise and online

OpenText Application Governance & Archiving for Microsoft SharePoint (AGA) empowers organizations to meet compliance and archiving requirements, manage the growth of SharePoint sites, provide access to disparately spread enterprise content, and reduce ongoing administration and storage costs. AGA can support you in on-premise, cloud, or hybrid environments, even with different SharePoint versions or Office 365.

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Archiving and compliance for SharePoint on premise and online

  1. 1. 2014 MUNICH
  2. 2. Archiving and Compliance for SharePoint On-Premise and Online Application Governance & Archiving for Microsoft SharePoint (AGA) Franz Heiß Senior Product Manager
  3. 3. Copyright © OpenText Corporation. All rights reserved. Agenda Information Governance AGA Overview/ Roadmap1 2 SharePoint Archiving methods3 Archiving for SharePoint in the Cloud4
  4. 4. Copyright © OpenText Corporation. All rights reserved. Application Governance & Archiving for SharePoint Controlled Site Deployment Centralized Access Storage Optimization Formal Compliance Archiving SharePoint content Integration with Extended ECM for SAP Archiving SharePoint Online Sites
  5. 5. Copyright © OpenText Corporation. All rights reserved. Proposed:Delivered:Delivered: 36 month roadmapCalendar Year In Progress:  Enhanced support for SharePoint App Parts to access Content Server  Enhanced support for Extended ECM  DoD 5015.2 certified Records Management for SharePoint Online Basic SharePoint Online Support  Interactive Site Archiving for SharePoint Online (Office 365) • SharePoint App Part (Read-Only) to browse/access Content Server items SharePoint 2013 Support (Mar. 2013) Migration of the existing functionality to SharePoint 2013 Support SharePoint 2013 and 2010 UX experience Upgrade from AGA 10.4 and 10.5 (SP 2010) Improved security trimming for SharePoint 2013 search SP Services for Extended ECM for SAP (Jun. 2013) New AGA package Creating business workspaces in SharePoint Using document templates Custom CS column support Q4 2015Dec. 2013H1 CY 2013 AGA vNextAGA 10.6 UpdateAGA 10.6 Application Governance & Archiving for Microsoft SharePoint • Archiving • Incremental Archiving • Document Set Archiving • Automatic Archiving for SharePoint Online • Support for Extended ECM • Working with SAP related content in SharePoint Online • Connect early Business Workspaces with SAP Business Objects • Support for Saved Searches • Content Server 10.5 support • Remote BLOB Storage for SharePoint 2013 Q3 CY 2014 AGA 10.7
  6. 6. Copyright © OpenText Corporation. All rights reserved. Agenda Information Governance for SharePoint AGA Overview/ Roadmap1 2 SharePoint Archiving methods3 Archiving for SharePoint in the Cloud4
  7. 7. Copyright © OpenText Corporation. All rights reserved. Uncontrolled SharePoint environments • SharePoint sites show up all over the place • More and more content becomes inactive • Who owns SharePoint content, who needs it, can we delete it? • Organizational changes happen: site structures/ hierarchies outdated
  8. 8. Copyright © OpenText Corporation. All rights reserved. Information Governance for SharePoint Pain Points • Rapid growth • Regulatory pressures • Litigation readiness • Risk mitigation • Best practices • Intellectual capital • Security
  9. 9. Copyright © OpenText Corporation. All rights reserved. SharePoint Online • No SharePoint infrastructure deployment/maintenance • Use the latest SharePoint version without upgrade burdens • Switch from CAPEX to OPEX • Predictable pay per use - scale up/down as you need • Quick/easy deployment • Collaboration with external people simple, e.g. no VPN connections needed
  10. 10. Copyright © OpenText Corporation. All rights reserved. Questions that have to be answered • Regulations: how to manage regulated content/records created in SharePoint Online? • Inactive content: what to do with content which is no longer used? Likely you do not want to store it in SharePoint Online forever. • Long term preservation: how to store content created in SharePoint Online for many years? • Cancel subscriptions: if subscriptions are not renewed, what to do with the related content? • Storage limitations: default storage in SharePoint Online is 500 MB per subscribed user; what are the costs if you need additional storage? • Data sovereignty: do you have content that must not leave a particular geographic location?
  11. 11. Copyright © OpenText Corporation. All rights reserved. Stay in control of your content SharePoint Online is very attractive, but think about how to stay in control of your content Where is my content?
  12. 12. Copyright © OpenText Corporation. All rights reserved. Bring allstakeholders to the table
  13. 13. Copyright © OpenText Corporation. All rights reserved. Agenda Information Governance for SharePoint AGA Overview/ Roadmap1 2 SharePoint Archiving methods3 Archiving for SharePoint in the Cloud4
  14. 14. Copyright © OpenText Corporation. All rights reserved. Overview archiving methods • High volume archiving • Content + metadata • Search (full text) • Records Management • Remote cache • Single instance storage • Compression • Encryption Hardware vendor agnostic OpenText Enterprise Library SharePoint Documents SharePoint Sites (+ Lists) Manually Rule based
  15. 15. Copyright © OpenText Corporation. All rights reserved. Document archiving • Replace archived documents with links • Links allow to access archived documents • View documents, add versions • Access metadata, version information • Replace by original document • Permission synchronization • Keep original document in SharePoint • Useful for „journaling“ purposes • Completely transparent for users • SP document features, like Co-Authoring or approval workflows still available • Changed documents automatically archived as new versions Archive as links Incremental archiving SharePoint Enterprise Library Version 1 Version 1 Version 2 Version 2
  16. 16. Copyright © OpenText Corporation. All rights reserved. Incremental Archiving – how does it work?
  17. 17. Copyright © OpenText Corporation. All rights reserved. Incremental Archiving – what can you do with it? • Address compliance/ eDiscovery needs • „Selective“ Journaling of SharePoint content • No change in SharePoint behavior, like:  Approval workflows  Offline Access  Co-Authoring  Office Web Applications
  18. 18. Copyright © OpenText Corporation. All rights reserved. Content Type Mapping  Type mapping configurable/ extensible  Configurable conversion options  Also mapping of Managed Metadata and multi value properties supported  Mapping to multiple categories, or categories on different Content Servers possible
  19. 19. Copyright © OpenText Corporation. All rights reserved. Site Archiving
  20. 20. Copyright © OpenText Corporation. All rights reserved. Profile based Site Archiving  Site profiles assigned to SharePoint sites/site collections/web applications  Inheritable to sub sites  Archiving preconditions defined with C# code  Specify what site content is archived: documents, lists, site export file  Site profiles also used to simplify profile assignment for document archiving
  21. 21. Copyright © OpenText Corporation. All rights reserved. Archiving List Content Archive Export file Attachments .html . . .
  22. 22. Copyright © OpenText Corporation. All rights reserved. Accessing Archived List Content
  23. 23. Copyright © OpenText Corporation. All rights reserved. Accessing Archived List Content
  24. 24. Copyright © OpenText Corporation. All rights reserved. Records Management Support Archiving SharePoint content as Records Innovate Corporation has deployed Livelink ECM and has created an Enterprise Library, with accompanying Records policies. Anne Kofsky, Innovate's Records Manager defines the classification rules for each type of business • Archive SharePoint documents/sites/lists as Records • Manual or automatic archiving • Classify Records with archiving: manual or automatic classification Capture Records Innovate Corporation has deployed Livelink ECM and has created an Enterprise Library, with accompanying Records policies. Anne Kofsky, Innovate's Records Manager defines the classification rules for each type of business record. • Search/Browse for Records in SharePoint • Open/download Records from SharePoint • Reclassify existing Records Access Records Innovate Corporation has deployed Livelink ECM and has created an Enterprise Library, with accompanying Records policies. Anne Kofsky, Innovate's Records Manager defines the classification rules for each type of business record. • Search/Browse for content relevant for a litigation • Review content • Put content on hold, remove Holds Litigation Innovate Corporation has deployed Livelink ECM and has created an Enterprise Library, with accompanying Records policies. Anne Kofsky, Innovate's Records Manager defines the classification rules for each type of business record. • Search/Browse for Physical Records (such as paper documents or manila folders • Request Physical Records • Return Physical Records (Flag for pick up) Physical Records
  25. 25. Copyright © OpenText Corporation. All rights reserved. Records Management with OpenText Enterprise Library • Manage Records from multiple systems like SAP, SharePoint, Email, File Shares • Enterprise-wide policies can be used • RM best practices supported, like DoD 5015.2, VERS • Also Physical Records like paper documents can be managed • Circulation and Boxing • Labeling • Managing Storage and Transfer • Classification as independent taxonomy used as File Plan • Auto-Classification • Providing Record Context • Managing containers as Records • Advanced hold capabilities: search enabled and custodian holds • Records Management specific metadata searches • Security Clearance • Scalable disposition of Records • Integrated hardware layer retention • Deduplication Centralized Records Management Manage Physical Records Records Management Features
  26. 26. Copyright © OpenText Corporation. All rights reserved. Accessing archived content • Enterprise Library Web Parts • Browse Enterprise Library folders • Faceted Browsing • SharePoint Look & Feel • SharePoint Styles/Themes used • SharePoint Ribbon supported • Enterprise Library Search Web Parts • Search box, advanced search • Search results • Use native SharePoint Search • Indexing archived documents in SharePoint Search • Archived content found with native SharePoint search Browse for archived content/records Search
  27. 27. Copyright © OpenText Corporation. All rights reserved. Agenda Information Governance for SharePoint AGA Overview/ Roadmap1 2 SharePoint Archiving methods3 Archiving for SharePoint in the Cloud4
  28. 28. Copyright © OpenText Corporation. All rights reserved. AGA 10.6 Update for SharePoint Online • High Volume Archiving • Content + Metadata • Search (Full Text) • Records Management • Remote Cache • Single Instance Storage • Compression • Encryption Hardware Vendor agnostic OpenText Enterprise Library Archive Sites (incl. Lists and Docs) Access Records
  29. 29. Copyright © OpenText Corporation. All rights reserved. Archiving SharePoint Online Sites • Sites (including sub sites) can be archived interactively • Documents and list content archived • Content Type mapping: can be configured in xml files • Example: archive finished site used to manage a project
  30. 30. Copyright © OpenText Corporation. All rights reserved. Archiving a Remote Site
  31. 31. Copyright © OpenText Corporation. All rights reserved. Archiving a Remote Site Select a destination folder Optional: select an RM classification Enter the URL of the SP Online site that should be archived
  32. 32. Copyright © OpenText Corporation. All rights reserved. Archived Sites
  33. 33. Copyright © OpenText Corporation. All rights reserved. Accessing archived site content • Enterprise Library App Part available • Based on Content Server UI widgets (Javascript UI Library) • Read Only access for OpenText Content Server • Faceted Browsing, Filter by name supported
  34. 34. Copyright © OpenText Corporation. All rights reserved. Accessing archived list content
  35. 35. Copyright © OpenText Corporation. All rights reserved. One shared architecture for SharePoint On-Premise and SharePoint Online Enterprise Library Content Server API SharePoint Server (On Premise) Web Services/ CSOM/ App Model Web Parts, SP Pages Content Archiving Site Deployment Core components, .Net API SP Online EL App Part SP Online Site Archiving Legend: Standard AGA AGA SP Online components
  36. 36. Summary
  37. 37. Copyright © OpenText Corporation. All rights reserved. In Summary  Inability to respond to litigation/audits requests  High costs associated to content storage  Inability to access and act on content  Expensive and inefficient roll-out of custom SharePoint sites Business Challenges Need Certified solution to manage unstructured content across applications that remains transparent to end-users and mitigates risk for the organization Key Differentiators  Certified for DoD 5015.2 and VERS  Compliant with ISO 15489, FDA 21 CFR Part 11, U.S. Section 508 compliance, SEC 17a-4, CMIS  Physical Records Management  Long term preservation  Lower corporate risk  Litigation readiness  Increased productivity and reduced IT costs  Demonstrable governance and compliance with complete lifecycle management of all relevant content Solution Benefits
  38. 38. Copyright © OpenText Corporation. All rights reserved. Franz Heiß Email: franz.heiss@opentext.com www.opentext.com

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OpenText Application Governance & Archiving for Microsoft SharePoint (AGA) empowers organizations to meet compliance and archiving requirements, manage the growth of SharePoint sites, provide access to disparately spread enterprise content, and reduce ongoing administration and storage costs. AGA can support you in on-premise, cloud, or hybrid environments, even with different SharePoint versions or Office 365.

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