Information management and data governance in Office 365
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Joanne Klein presented on information management and collaboration challenges in Office 365. She discussed how the digital workplace is disrupting traditional work models and driving new collaboration needs. She covered Microsoft tools for information management like Azure Information Protection and retention policies that can classify, label, and protect data across Office 365. Klein also demonstrated how to set up policies with these tools and provided best practices for rolling out information management successfully.
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Information management and data governance in Office 365
- 1. Photo by Mark Solarski on Unsplash A presentation by Joanne Klein #SPUnite17
- 4. @JoanneCKlein joannecklein@nexnovus.com https://joannecklein.com Joanne Klein SharePoint/O365 consultant, Microsoft MVP Speaker , Trainer, Volunteer Saskatchewan SharePoint/O365 User Group
- 5. Information Management …the acquisition of information from one or more sources, the custodianship and the distribution of that information to those who need it, and its ultimate disposition through archiving or deletion… #WOCinTech
- 7. Collaboration options changing The Challenges in Office 365 Data Protection options evolving
- 8. What IWon’t Cover eDiscovery and Audit Identity and Device Protection
- 9. 3 2 1 4 5 The Digital Workplace Information Management Office 365Tools to Help Demos Sage advice
- 11. Whatisit? “… a business strategy that enables new and more effective ways of working, improves employee engagement and agility, and exploits consumer-oriented styles and technologies.” – *Gartner
- 12. Workplacedisrupted The number of teams compared to five years ago Of the world’s data was created in the last two years The number of remote workers compared to 10 years ago Of workforce will be made up of millennials by 2020 2x 90% 4x 50%
- 13. Organizations using SharePoint/OneDrive as part of O365 Growth of SharePoint usage in the last year Growth of content stored in the last year Of SharePoint seats are Online MicrosoftNumbers FromIgnite 300K 90% 300% >65%
- 15. BusinessValueofCollaboration? Stay Competitive Maximize contribution Mobile & remote workers External partners/suppliers Productivity Metrics
- 16. “What tool to use when?” Information Management ChallengeswithCollaboration inOffice365
- 17. What tool to use when…
- 18. • Corporate Portal1 • DivisionAreas2 • Project Sites/Workspaces3 • Team/Community Sites4 • Personal Sites5 Structure and Governance
- 19. • Corporate Portal1 • DivisionAreas2 • Project Sites/Workspaces3 • Team/Community Sites4 • Personal Sites5 Structure and Governance COLLABORATION LIVES HERE WORKPLACE DISRUPTION
- 20. “WhenTo UseWhat” in Office 365 by 2toLEAD “Collaboration from Millennials to Boomers” by Avanade “When do I Use What?” by AvePoint “Choose the right collaboration tool for your group” by Microsoft
- 21. When to UseWhat tool? It depends!! What’s the audience size? What’s the urgency? What’s the tone of the message? What’s the purpose? Should this be private? EnterpriseTechnology Strategy Corporate Culture Who’s on the team? Is this an official channel?
- 23. Understand collaboration features Own your own organization strategy Train/guide staff on feature capabilities Collaboration
- 27. Team Channels Documents Persistent Chat Group Conversations Yammer Posts Emails Video Channels Planner Tasks Social Media Flows Who we share it with is also changing! Power Apps
- 28. Partners and SuppliersTeam Channels Documents Persistent Chat Group Conversations Yammer Posts Emails Video Channels Planner Tasks Social Media Flows Who we share it with is also changing! Co-workers CustomersPower Apps
- 30. Your perimeter Company internal Mobility Managed Devices
- 31. Your perimeter Company internal Mobility Managed Devices External Sharing Secured Data
- 32. Your perimeter Company internal Mobility Managed Devices External Sharing Secured Data
- 34. How do we manage and protect this information?
- 36. Threat Protection Identity & Access Mgmt Secure Access & Sharing Information Protection Compliance Solutions “Empower users and enable collaboration while protecting your corporate assets”
- 37. 1 Establish Information Protection priorities 2 3 Set org’s minimum standards Find and protect sensitive data 4 Protect high-value assets (HVA)
- 38. A Data-CentricApproach OldWorld Model “Catch everything before it leaks” NewWorld Model “Data is born being classified, labeled & protected”
- 39. Office 365 Personas Needed
- 41. Office 365Tools
- 45. Azure Information Protection … a cloud-based solution to help organizations classify, label, and protect documents and emails across apps and services.
- 54. Non-Business Public General Confidential Highly Confidential Low business impact Medium business impact High business impact
- 55. Wide Open Keep it in the Family Lock it down
- 57. HR Finance Legal
- 58. Risk of internal consumption Need for external consumption Someone has to manage these!
- 67. Data Protection Lifecycle Classification Labeling Encryption Access Control Policy Enforcement
- 69. Demo Azure RMS Protection (Prevent Forwarding)
- 70. Data Protection Lifecycle Classification Labeling Encryption Access Control Policy Enforcement DocumentTracking Document Revocation
- 74. Data Protection Lifecycle Classification Labeling Encryption Access Control Policy Enforcement DocumentTracking Document Revocation
- 75. Where to begin with AIP… Don’t try to solve it all (0 to 100)Don’t Start with classificationStart Apply protection/controls for small use- cases Next
- 76. Retention Policy … a unified retention and deletion system across apps and services. Done to comply with industry regulations and policies and mitigate risk.
- 77. Exchange mailboxes Public folders Skype conversations OneDrive for Business SharePoint sites Office 365 Group mail/files
- 78. 1 Add a label 2 3 “Retain for 5 years then delete” Configure Settings Auto-apply (keyword query editor) 4 Publish label(s) to a policy (locations) Budget
- 79. Label Policy A Location(s) to publish the labels Label 1 Label 3 Label 1 Label 2 Label 3 Label 4 Label 5 Label Policy B Location(s) to publish the labels Label 3 Label 4 Label 5 Exchange SharePoint OneDrive Office 365 Groups 1 2
- 80. Labeling a document as a record The item can’t be permanently deleted. The item can’t be edited. The label can’t be changed. The label can’t be removed.
- 83. Retention wins over deletion Longest retention period wins Explicit inclusion wins over implicit inclusion Shortest deletion period wins
- 84. Disposition Review But we can’t just delete it!!
- 87. Suspend the deletion Remove content with value Assign a different retention Transfer content elsewhere Disposition Review Review pending deletions
- 88. Available now: SharePoint Online and OneDrive for Business Preview soon: Exchange Online
- 89. What not to use…
- 90. • eDiscovery Holds • Messaging Records Management Exchange • eDiscovery Holds • In place records management • Site Closure and Deletion Policies • Information Management Policies (Deletion) SharePoint and ODFB
- 92. • AIP/Retention Unified Labels (Public Preview end 2017) • AIP Scanner (Oct 2017) • Event-based retention (Currently in preview) • Compliance Manager (Preview Signup for Nov 2017 start) Roadmap/Announcements
- 94. 1 Windows Service 2 3 Configures SQL Service DB Define repositories: - Local folders - UNC paths - SP Server URLs 4 Run AIP Scanner to scan files to set label
- 95. Demoed at Microsoft Ignite Step 1 Define event types. Each gets an AssetID. Step 2 Associate a label with an event type. Step 3 Assign the label to a document. The document will be given an AssetID which associates it back to the event type. “Event-based” retention
- 96. Compliance Score • Shows all controls you have configured in your tenant • Real-time risk assessment • Actionable insights to improve your score • Sign up for preview program of Compliance Manager https://resources.office.com/ww-landing-compliance-manager-trial.html
- 97. Data Loss Prevention … system to detect potential data breach and prevent its inadvertent disclosure.
- 98. 1 Identify sensitive information 2 4 Prevent accidental sharing Help users to be compliant 3 Monitor & protect in Office clients Exchange Online SharePoint Online OneDrive for Business
- 99. DLP is constantly checking… DLP Content created or changed Search crawls content Search index updated DLP Policies query Search index DLP policies take action 1 3 4 5 2
- 100. What is DLP? DLP Policy Locations to apply the policy Rule 1 Rule n Conditions Actions Conditions Actions
- 101. Rule 1 Conditions Actions SensitivityTypes Block sharing Alert user Allow override Financial Data Credit Card Numbers Social Insurance Numbers Health Records Label
- 104. Demo DLP PolicyTips
- 106. Business data only Group No Business data allowed Group
- 107. MySageAdvice
- 108. • End-user doesn’t label or labels incorrectly • AIP label not defined yet AIP needs DLP • Period of time before content is crawled DLP needs AIP TIP: Put AIP Label at priority 1 position of DLP rules.
- 109. Start with recommendations Training “Data Protection 101” “When to use what label” Beware of rogue IT Take time to define your Labels Simplicity is Genius Work with IM/Compliance Team(s) Itallcomesdowntothis…
- 110. @JoanneCKlein joannecklein.com joannecklein@nexnovus.com Images by: wocintechchat.com Thank you! Questions?