SharePoint 2013 Records Management and eDiscovery

SharePoint 2013 Records Management & eDiscoveryQuentin ChristensenProgram ManagerMicrosoft Information Protection

Can SharePoint truly do records management?

Can SP scale to store millions of records?

How do I empower collaboration while protecting my organization?

How can I meet eDiscovery requests when my data is in Office 365?

Industry Chatter on Records Management and eDiscovery

SharePoint

Microsoft

Compliance Vision

Empower the User

Enable the Compliance

Officer

In Place and Extensible

Easy for IT

Exchange, SharePoint, Windows

Outlook, Word, PowerPoint, SharePoint,

Mobile Apps

Exchange, SharePoint, Lync, and File Shares Exchange, SharePoint

Lifecycle

Create Collaborate

Store

Dispose

Compliance

DeleteDiscoverArchive EncryptAudit DLP Preserve

Information Lifecycle

OneDrive for BusinessExchange

Microsoft Strategy: In-Place

Compliance built in, not bolt onIndex or ingest to extend Unify compliance experience across the suite

Bloomberg

Immutable

SharePoint

Immutable

Exchange Lync

3rd Party Archives

Compliance

DeleteDiscoverArchive EncryptAudit DLP Preserve

…

Exchange

SharePoint

Others Archive

Records Management &

Compliance

Traditional Compliance

99.98%

Availability history for last 4 months

Office 365: The Bank for Your Data

Size Tenants1TB Site Collections

More SharePoint storage coming soon∞

Store data for business and compliance needsExchange In-Place Archive SharePoint Records Center

Outlook OWA

Retain folder hierarchy

Work together securely with sharingShare documents with people inside and outside your organization

Enforce sign-in to comply with data governance and protection policies

Manage permissions

Protect sensitive data with DLP

Choose from pre configured templates

Select actions such as encrypt or block

Specify criteria such as health records, credit cards, and user properties

Exchange DLP SharePoint IRM

Configure per document library

Select rights such as print or expire after download

Investigate and prove with auditing

Specify criteria such as users to search and then export audit logs

Choose from many reports such as admin actions and non owner access

Add mailboxes, SharePoint sites and file shares

Exchange Auditing SharePoint Auditing

Audit edits, deletes, and searches.

Configure per site collection

Reduce risk by deleting data with policy

Specify default policies and tags available for users to classify their folders or items

Exchange Deletion Policies SharePoint Document Deletion Policies

Define central policies

Assign policies to Site Collection Templates or individual Site Collections

Preserve, find, and export with eDiscovery

Preserve data for legal purposes

Support for eDiscovery across Exchange, Lync and SharePoint

Search and export data

Add mailboxes, SharePoint sites and file shares

Compliance Vision

Empower the User

Enable the Compliance

Officer

In Place and Extensible

Easy for IT

Exchange, SharePoint, Windows

Outlook, Word, PowerPoint, SharePoint,

Mobile Apps

Exchange, SharePoint, Lync, and File Shares Exchange, SharePoint

Appendix

Microsoft Records Center ArchitectureMicrosoft Corpnet

On-Premise Corporate RecordsSharePoint 2010 with URM

200 TB

O365 Microsoft TenantSharePoint Online 2013

1 TB + Growing200 TB

Records Architecture

Records CenterIn Place or Hybrid

Site Content Transfer

Records Submission

Site (Collaboration or Work Site, Long term)

Records sent to Record Center on Site Close

In Place Records Records Disposed in Site

Physical RM - Accutrac

Unified Retention Policies with Content Type Hub

Document Imaging

Content Types for Information Policies

• Step 1: Setup Term Store • Step 2: Setup Content Types• Step 3: Setup Record Libraries• Step 4: Setup Content Organizer Rules

Record Libraries

(64 Record Libraries for each Content Type)

Term Store(Records Management

business category terms)

Content Types(64 Content Types based on Retention

Policies)

Content Organizer

Rules(64 rules for each

Content Type)

Records Center

Logical ArchitectureDecision Factors• Disaster Recovery Plan• Content Database Limitations• Content Types

Multiple Site Collections per Content Type at 250GB

64 Retention Categories = 64 Content Types

Metadata Fields Information Management Policies

Retention Schedule/Policies Disposition Workflows

Web application: Records Center

RC1 RC2 RC3

http:/ / recordscenter

Database settings:§ Target size per database = 250 gigabytes (GB)

Managed Metadata

I I S Web Site—“SharePoint Web Services”

Enterprise Shared Services

Business Data Connectivity

Search User Profile

Web Analytics

Excel Services Application

Application pool

Default group

Microsoft SharePoint ImplementationThe Discovery & Collaboration Team empowers effective business collaboration by delivering real-time information experiences

Empower the Business

10MSEARCH

QUERIES PER MONTH

21KAPPS FOR

WORK USERS IN 102

COUNTRIES80K YAMMER

USERS 50K PERSONAL SITES ON O365

180K

ON PREM SITES

Company Hub Collaboration Best Practices

Team and Portal Sites to O365

App Lifecycle Framework

Integrated Social Tools

Device Independent Experiences

Enterprise Search

Experience Major First & Best

Program

Create modern experiences

Provide product marketplaces

Deliver a common platform

Connect people to others & information

WHAT PEOPLE ARE SAYING

Records Management in Microsoft SharePointMicrosoft SharePoint provides some great features to enable these processes, and it provides enterprises with the appropriate controls for the data and documents that they declare to be corporate records. Antonio Maio, Microsoft SharePoint Server MVP and senior product manager at TITUS in Ottawa, Ontario.

Microsoft SharePoint Muscles Into The Records Management Market…Microsoft's effective overall SharePoint strategy and active participation from key Microsoft partners, move Microsoft into the top spot for 2010 records management adoption. By Brian W. Hill, Forrester Research

Document Creation & Lifecycle

Create Collaborate ReviewStore

Long TermRetention

DisposalSharePoint Record Center(On-premise and O365) SP 2010

URM Framework

1 2 3

4 5

6

Pro

IT Infrastructure Snapshot

22

Engagement Process / Architecture & Consulting

Shared Services

Self-service Utility200,000+ Regional MySites, Collaboration, Team & Divisional sites

Custom / Managed PortalsCorporate & Business Unit Portals (Shared & Dedicated)Custom SharePoint with MSIT Platform capabilities

My (Personal)

HR Library Finance Legal

IT SalesVideo

Microsoft Web (MSW)Company Portal

Shared Extranet

Search (FAST)

Platform Solutions

Extranet

Exec PresentationsFinance - LOBExtranet Gold

Portals

People (UPA/UPRE) Social Taxonomy (MMS) Analytics

(WebTrends, SP) Records Center

Team

My Personal

Microsoft Data Volume for Electronic Records

GMREC, RECMAN and LCA-REC = 327 requests/wk (47hrs)

Data Entry= 1,786 entries/wk (59hrs)

Immigration documents received = 734/wk (19hrs)

Immigration files filed= 231/wk (6.5hrs)

HR documents processed= 888/wk (14.8hrs)

Document uploads=294/wk (11.75hrs)

Data Volumes for PhysicalNew boxes per month average = 515

Current boxes in storage = 105,745

Current active physical records = approximately 2M

Current Database Allocation = 40TB

Current Data Size = 14TB

Current # of records = 12M

Projected Annual Growth = 15-20TB

Hybrid Record Management Solution

On-Premise Records Center Records Center in the Cloud Bringing it together

Hybrid Strategy Considerations• Can you simply search and discover

information in one interface • Consume information stored on premise or in

the cloud with any device?• Can I apply record retention policies to both

places?

Business View

• Does AD sync & cross domain authentication work?

• How can we sync user profiles and metadata?• Can I setup a scalable record center farm

architecture on O365?• What about my physical records architecture?

Technical View

Q1 Q2 Q3 Q4 Q1

Deploy SP2013 Team Sites on O365

Complete On-Premise Record Center

FISCAL YEAR 2013 FISCAL YEAR 2014

Complete Phase 1 Record Center

Complete Phase 1 URM

Analysis to Migrate Record Center to the Cloud

Technical Roadmap

Value Proposition for eDiscovery Center for RM

eDiscovery Center

Collaborate

Manage eDiscovery

SharePoint eDiscovery Center

SkyDrive Pro and SharePoint Sites

StoreSharePoint Record CenterExchange and Lync

Communicate

Search and export across many record centers

Keep important documents organized so they are easier to find and clean up content that is no longer needed or on hold

Use eDiscovery Center or In-Place Records to manage document lifecycle and holdFlexibility

Order

Easy

eDiscovery & Record Center

Protect data with encryptionIRM (RMS)

Prevents sensitive information from being printed, forwarded, or copied by unauthorized people inside the organization

S/MIME Sign and encrypt messages to users using certificates

Office 365 Message

EncryptionEncrypt messages to any SMTP address

Data Loss PreventionHelps to • identify• monitor• protect sensitive data through deep content analysis

Identify

Protect

Monitor

End user education