SharePoint 2013 Records Management and eDiscovery

Editor's Notes

• #3: Dynamic workplace Historically, business have been focused on differentiation through driving efficiency (Ford; Japan). Increasingly, business success will be determined by how quickly businesses can do something differently. Work fast, fail and learn. Quicker cycles Physical and technical boundaries changing. Increased transparency and speed of information flow changing due to social. Coming to enterprise According to Peter Drucker: “The greatest management achievement in the 20th century was the 50-fold improvement in productivity of the factory worker. The biggest challenge we face today is to increase the productivity of the knowledge worker in a similar fashion.” Making Sense of it all In 2020 one prediction is that the world will generate 35 times the data that was generated in 2010. As digital content continues to explode, visualization becomes more important. So once you have the information you’re looking for, visualization provides an easy way to get at deeper insight. That’s why we envision a world where Office uses contextual computing to gather, prioritize and put the information you need right at your fingertips. Merging home and work The lines between home and work are blurring. Few of us have the luxury of separating our personal and professional lives anymore. We’re also using more and more devices and we expect to use those devices for both personal and professional activities – more than 50% of us use three or more devices. Natural Expression As innovations in touch, gesture and voice recognition make interacting with technology increasingly human, ease of use and scenarios grow exponentially Technology is rapidly becoming more natural – anticipating what people want and enabling people to interact in natural ways.   Touch is the single biggest breakthrough in the last decade in making interaction more natural.   Natural interaction is ripe for innovation in the near term with voice, gesture, and augmented reality (including sensing information about you and your surroundings).   Responsible Organization In this new world, we’ll need to enable these great devices and services experiences to users. But not without sacrificing the importance of privacy, compliance, security Industry standards: ISO 27001 certification; EU model clauses, HIPPA business associate agreement, FISMA Respect for data privacy: no advertising, mingling and data portability Helping IT manage info in their org, e.g. Data Loss Protection and unified e-discovery
• #9: Sharing documents is easier than ever before. You can provide external partners and vendors secure access to SharePoint sites or documents without violating the data governance and protection policies set by IT. You can enforce sign-in and set permissions at the document or site level to ensure you can work together with anyone securely.
• #17: Think about records. You can use a custom workflow to automate the process, but the more automation, the more strictures you put around your business. A hybrid model, where not everything is automated, seems to work better for us. Scanning – Psigen allows us to scan documents, pull content type information from the content type hub and managed metadata service, and move records to the appropriate location. One retention schedule for physical and electronic records Central search portal that allows people to locate records as needed. Allows search across multiple records centers, since each site collection will have its own record center Content organizer uses managed metadata and the content type hub to appropriately route and manage records.
• #19: Site collections at 250GB; since we were storing critical records, we needed a disaster recovery plan that provided for quick responsiveness. Retention schedules are different ways of managing different types of records; we originally had 1900 retention schedules. Encourage simplification of schedule – we moved to 64 large categories. For scalability and direct access, we use SQL storage directly. Looked at RBS but felt that SQL was right for us.
• #21: Hamburg Port Authority runs the largest port in Germany, and second largest in Europe; 1900 seats; HPA chose to upgrade to Microsoft Office 365 ProPlus to streamline deployment and provide employees the ability work while being mobile in the port. Japan Airlines deployed Exchange Online to more than 20,000 of its employees. Midroc Europe, a group of 13 companies and 2,600 employees, deployed Microsoft Office 365 and Office 365 ProPlus. Tesco, one of the world’s leading retailers, has committed to 475K seats of E3. Toyota North America rolled out Office 365 to 14,000 employees last spring, and they’ll soon make it available to 17,000 more. The City of Chicago recently chose to move 30,000 employees to Office 365.
• #22: In 2010, there was no good way to get emails into SharePoint, but in 2013 we can use site mailboxes.
• #23: Custom portals – 200,000 SP site collections and growing. SP on prem and in the cloud – cloud is 20TB and on prem is 60 TB
• #25: The number of records just keeps going – now that there’s a system of record, we get more and more data into our system
• #26: We were building on prem and then found that we needed to go to the cloud. We are all in. Reality is how we bring it together
• #30: .