SharePoint Business Track Part 1 of 2
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This document discusses information governance challenges for Microsoft SharePoint environments. It begins with definitions of information governance and outlines objectives like value creation, efficiency, and risk reduction. Two case studies are presented: one on export compliance challenges for defense companies, the other on protecting intellectual property in a supply chain collaboration on SharePoint. The document advocates for addressing information governance head-on when using SharePoint for strategic collaboration and regulatory compliance. It concludes by promoting NextLabs solutions for overcoming information governance challenges.
SharePoint Business Track Part 1 of 2
- 1. © 2005-2008 NextLabs Inc. Business Track Information Governance for Microsoft SharePoint Critical Objectives and Business Challenges for Information Governance in SharePoint Environments Andy Han, VP Products, NextLabs, Inc.
- 2. © 2005-2008 NextLabs Inc.Slide 2 Agenda Objective − Understand the goals and objectives of Information Governance − Review real-world examples of SharePoint Information Governance challenges Presentation − What is Information Governance − SharePoint Information Governance Objectives − 2 Case Studies − Summary and Next Steps − Question and Answers
- 3. © 2005-2008 NextLabs Inc.Slide 3 Information Governance “If not stored, protected, harnessed and metered effectively, information is wasted, weakens in value, or can pose many risks. Information governance has become a business imperative, and company leaders’ ability to apply equal rigor to managing all components of information across the business information supply chain will affect business performance, partners and prospects.” Toby Bell, Debra Logan, and Ted Friedman Analysts, Gartner, Inc. “If not stored, protected, harnessed and metered effectively, information is wasted, weakens in value, or can pose many risks. Information governance has become a business imperative, and company leaders’ ability to apply equal rigor to managing all components of information across the business information supply chain will affect business performance, partners and prospects.” Toby Bell, Debra Logan, and Ted Friedman Analysts, Gartner, Inc.
- 4. © 2005-2008 NextLabs Inc.Slide 4 Information Governance Processes, roles, and policies that ensure effective and efficient use of information consistent with organizational goals. Focused on the valuation, creation, storage, use, archival and disposal of data. Benefits include: Value Creation, Efficiency, Risk Reduction
- 5. © 2005-2008 NextLabs Inc.Slide 5 IT Governance vs. Information Governance Information Governance for Data Owner IT Governance for IT Owner
- 6. © 2005-2008 NextLabs Inc.Slide 6 SharePoint Information Governance Objectives Value Creation − Establish Enterprise Standard Collaboration Platform − Partner or Customer Extranet Efficiency − Empower end-users − Consolidate / co-exist with Enterprise Content Management (ECM) − Automate processes − Streamline operations (Infrastructure) Risk Reduction − Protect IP − Ensure Compliance − Lifecycle Management − SharePoint Audit
- 7. © 2005-2008 NextLabs Inc.Slide 7 SharePoint Information Governance SharePoint originally designed as an “Adhocracy” − Focused on collaboration, innovation. Need to balance ad-hoc collaboration and governance? − Make collaboration safer and more secure MOSS 2007 includes several governance features Form Authentication Information Management Policies Permissions Records Management Site Audit Site ColumnsContent Types Workflow Search Information Rights Management SharePoint helps companies achieve Information Governance!
- 8. © 2005-2008 NextLabs Inc.Slide 8 Case Studies Export Compliance in SharePoint Supply Chain Collaboration in SharePoint Extranet
- 9. © 2005-2008 NextLabs Inc.Slide 9 Export Compliance and SharePoint Value Creation − Serve defense markets − Operate globally − Tap into global workforce Efficiency − Provide collaborative environment − Eliminate information “lockdown” Risk Reduction − Comply with export regulations (ITAR, EAR) − Satisfy Trade Restrictions
- 10. © 2005-2008 NextLabs Inc.Slide 10 Deemed Export Foreign Person US Person Technical Data “Deemed” Export •Providing data to non-US persons within the US Possible “Deemed” Exports: -Files or data stored in Sites accessible to Foreign Persons -Non-US Administrators -Downloaded document emailed to co-worker
- 11. © 2005-2008 NextLabs Inc.Slide 11 Export US Person US Person Foreign Person Technical Data Export •Sending or taking a defense article out of the U.S. in any manner, except by mere travel outside of the U.S. by a person whose personal knowledge Possible Exports: -Travel overseas with data downloaded to laptop -Access from non-US location -Storage in a non-US SharePoint Server
- 12. © 2005-2008 NextLabs Inc.Slide 12 Export Compliance Challenges How do I… − Identify data subject to Export regulations? − prevent certain data from being stored on servers outside the US? − control access to data based on the users location? − control access to data based on US Person status? − prevent download or duplication to laptops that may travel outside of the US? − prevent distribution to non-US Persons? − prove to Regulators that I am in compliance?
- 13. © 2005-2008 NextLabs Inc.Slide 13 Global Chemical and Materials Company Business Problem − Operate in both defense and commercial markets − Technical Data subject to ITAR compliance − Recently underwent a “tough” ITAR audit and needed to prove commitment to compliance to retain export licenses SharePoint Solution − SharePoint as the master repository for Export controlled technical data − SharePoint columns used to classify data − Persistent information controls applied at the source
- 14. © 2005-2008 NextLabs Inc.Slide 14 SharePoint Supply Chain Collaboration Value Creation − Deeper process integration with customers Efficiency − More rapid handling of change orders − Streamlined exchange of Intellectual Property − Collaboration process automation Risk Reduction − Protecting company and customer intellectual property (IP)
- 15. © 2005-2008 NextLabs Inc.Slide 15 Intellectual Property -Market Research -Product Reqmnt -Marketing Plan -Feasibility -Prototype -Design -BOM -Quality Stat -Change Orders -Software Updates -Physical Goods -Competitive Analysis -Discount Sched -Knowledge Base -Customers’ Data Value $$$$$ $$$$ $$ $ $$ $$$ Number of Participants 10s 100s 1,000s 1,000s 1,000s 1,000s Level of Collaboration Medium High High High Medium Low IP in the Supply Chain Lifecycle
- 16. © 2005-2008 NextLabs Inc.Slide 16 Supply Chain Collaboration Challenges How do I… − provision, authenticate and de-provision customer accounts (external users)? − ensure that IP isn’t leaking via the extranet? − limit access to IP for external users? − create information barriers between project teams? − protect customer IP within my company? − protect data made available to external users? − prove to the customer and internal data owners that their IP is safe?
- 17. © 2005-2008 NextLabs Inc.Slide 17 Global Contract Manufacturing Company Business Problem − Needed information barriers between teams to protect customer IP − Contractual IP audit obligations were difficult to satisfy − Trying to create “stickiness” with customers for competitive advantage SharePoint Solution − Exposed Collaboration Extranet to customers − Defined Information Barriers so IP did not leak outside teams (with internal and customer members) − SharePoint as the starting point, facilitates proper internal handling.
- 18. © 2005-2008 NextLabs Inc.Slide 18 Wrap Up SharePoint as an enterprise collaboration platform (i.e. Governed) Demonstrates Value Creation and Efficiency New ways of collaborating Higher user productivity Lower operational costs Subject to Risk Management or Compliance High-value company or customer Intellectual Property (IP) Regulated industry and business processes SharePoint accelerates Information Governance but you need to face Information Governance challenges head-on
- 19. © 2005-2008 NextLabs Inc.Slide 19 Next Step – Best Practices Look at how leading companies use SharePoint to handle strategic collaboration and regulatory compliance Look at NextLabs solutions for addressing information governance challenges Walkthrough a customer solution
- 20. © 2005-2008 NextLabs Inc.Slide 20 NextLabs Overview Policy-driven, information risk management software for Global 5000 enterprises. − Help companies achieve safer and more secure internal and external collaboration − Ensure proper access to applications and data Facts − Locations HQ: San Mateo, CA New York, NY Hangzhou, PRC Malaysia − 25+ Patent Portfolio − Major go-to-market Partners: IBM, SAP, Microsoft (Gold) “We allow companies to preserve confidentiality, prevent data loss and ensure compliance across more channels and more points with a single unified solution with unmatched user acceptance and total cost of ownership.” - Keng Lim, Chairman and CEO
Editor's Notes
- #4: Information governance is the specification of decision rights and an accountability framework to encourage desirable behavior in the valuation, creation, storage, use, archival and deletion of information. It includes the processes, roles, standards and metrics that ensure the effective and efficient use of information in enabling an organization to achieve its goals.” – Gartner
- #21: Preserve confidentiality, prevent data loss, and ensure compliance across more channels and more points, within a single unified solution with the unmatched user acceptance and Total Cost of Ownership (TCO).