10 STEPS TOWARD INFORMATION GOVERNANCE NIRVANAChristian BuckleyChief Evangelist @Metalogix
#InfoGovCon
Christian BuckleyChief Evangelist & SharePoint MVPMetalogix
www.buckleyplanet.com@buckleyplanet
oHow important is governance in your organization/company today?
oDo you know who has access to what information?oDo you treat your financial or legal records the
same as other content?oDo you know who has accessed this information?oAre you subject to compliance regulations?
#InfoGovCon
o If there was a security breach, who would be held responsible?
oDo you regularly run audits on usage, security, content, or permissions?
oWhat reports are available to your management team and front line managers?
oAre you regularly auditing your systems?oWhat does your change management process
look like today? #InfoGovCon
• Fractured policies and procedures• Questions about policy authority/ownership• No clear path for enforcement
What does governance
look like in your organization?
GOVERNANCE IS ABOUT TAKING ACTION TO HELP YOUR TEAM ORGANIZE, OPTIMIZE, AND MANAGE YOUR SYSTEMS AND RESOURCES.
From a practical standpoint, governance means:
• Logins work• Data is secure• System performs well• Metadata applied• End users can quickly find their content• Storage is optimized• Content lifecycles in place, regularly reviewed• Legal and regulatory requirements being met
What is driving this change in your
organization?
Don’t just slap some lipstick on a pig
Business Need Service
GOVERNANCE
Governance is the set of policies, roles, responsibilities, and processes that guide, direct, and control how an organization's business divisions and IT teams cooperate to achieve business goals.
Identify requirements
Map requirements to SharePoint functionality
Make the difficult decisions
Ongoing operations management
Business Need Service
Requirements
Business Goals
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Initi
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Laws and Regulations
Organizational Constraints
System Limitations
GATHERING REQUIREMENTS IS “SIMPLE”
The Foreign Account Tax
Compliance Act
PCI Compliance
eDiscovery rules
Dashboards and reporting
Auditing
Change Management
Threshholds
Performance
Geographies
Features
And then there’s the issue of end
user education…
Develop an information governance framework
1. CLEARLY DEFINE YOUR BUSINESS GOALS
2. UNDERSTAND THE TARGET WORKLOADS
3. BE CLEAR ON THE LAWS AND REGULATIONS
4. UNDERSTAND YOUR ORGANIZATIONAL CONSTRAINTS
• x
5. KNOW YOUR SYSTEM LIMITATIONS
6. DEFINE YOUR ROLES AND RESPONSIBILITIES
7. BUILD OUT MANAGEMENT TOOLS AND PROCESSES
8. AUTOMATE
9. ESTABLISH MONITORING AND CHANGE MANAGEMENT
10. HAVE A COMMUNICATION STRATEGY
THREE COMPONENTS TO YOUR STRATEGY:
People Process Technology
BEST PRACTICES• Make governance a priority• Look at your systems holistically (a business
view), regardless of where the servers sit• Clarify and document your permissions,
information architecture, templates, content types, taxonomy -- and ownership of each• Define what policies, procedures, and metrics
are needed to manage your environment, and then look at what is possible across your various tools and platforms
• What is required?• What can be automated?• Who manages each site, tool, and system?• Do the standards change across teams or tools?• What roles and permissions are in place?• How transparent does it need to be?• What is your ongoing change management and
review model?
ASK YOURSELF:
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