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Security, Administration and Governance 
for SharePoint On-Premises, Online, 
and Everything In-Between 
Steve Marsh, Director of Product Marketing, Metalogix 
Christian Buckley, Office365 MVP and Managing Director, GTconsult 
1
Steve Marsh 
Director of Product Marketing 
at Metalogix 
stevem@metalogix.com 
www.metalogix.com 
@drstevemarsh 
Christian Buckley 
Managing Director at GTconsult 
and Office365 MVP 
cbuck@gtconsult.com 
www.gtconsult.com and 
www.buckleyplanet.com 
@buckleyplanet
Serious Tools. For Serious Collaboration. 
At Metalogix, our Continuing Mission 
is to improve the use and performance 
of Enterprise Content to power 
knowledge sharing and collaboration. 
14,000+ customer licenses shipped 
Fastest Growing and Largest ISV. 
Complete & Best-of-Breed tools for 
mission-critical collaboration platforms. 
We are committed to your 
Success with Collaboration 
across Exchange, SharePoint 
and the Cloud. 
3
Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between
Managing SharePoint 
On-Premises vs. Online 
5 
What we’ll cover today: 
• The evolution of SharePoint management 
• What’s different about SharePoint Online 
• Considerations for your transition to the cloud 
• Considerations for managing a hybrid solution
Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between
SharePoint Growth & Evolution 
7 
SharePoint Releases 
Metadata 
Content 
www.Microsoft.com
Cloud Infrastructure Options 
Private Cloud Hybrid Cloud 
Public Cloud 
8 
Infrastructure 
maintained solely 
for customer 
On premises or off 
Managed by the 
customer, or by a 
3rd party hoster 
Multiple 
infrastructure 
options 
Components both 
on premises and off 
premises 
Management spread 
between customer 
and 3rd party hosters 
Infrastructure 
shared by multiple 
customers 
Off premises 
Managed by 3rd 
party on behalf of 
customers
Understanding service delivery roles 
Service Delivery 
9
10 
Partner Hosted Private 
Cloud 
• Dedicated environment 
• Externally hosted 
• Externally or internally 
managed 
• Internally designed 
Self Hosted 
Private Cloud 
• Dedicated environment 
• Internally hosted 
• Internally managed 
• Internally designed 
Shared or Dedicated 
Public Cloud 
• Shared or dedicated 
environment 
• Externally hosted 
• Externally managed 
• Externally designed 
Public Dedicated Cloud 
• Partially or fully dedicated 
• Externally hosted 
• Externally or internally managed 
• Minimal customization 
Traditional 
on premises 
Ye Olde Build vs. Buy argument
What are the 5 most common 
SharePoint management 
concerns? 
11
1. Defining (and communicating) 
policies and procedures 
Always start with non-technical elements 
Develop a security policy 
Implement a training plan for end users 
Develop a strategy for ensuring 
users know what content 
is confidential 
12 
34% of IT administrators said that 
they'd "sneaked a peek" at 
documents they weren't authorized 
to view, including employee details 
and salary information (DarkReading)
2. Failure to implement any kind of 
permissions best practices 
Apply permissions using Least Privileged principles 
Don’t give users Direct Access 
Embrace SharePoint Groups and/or Active Directory Groups 
Ensure Appropriate Use of the Authenticated Users Group 
Clean up Orphan Users 
Use Broken Inheritance Responsibly 
Revoke permissions quickly 
13
3. Failure to regularly audit access 
to content and sites 
Are we adhering to Compliance or Governance requirements? 
Who has been accessing specific content? 
How often are specific sites being accessed? 
What features of SharePoint are being used? 
Are we managing the volume of log data? 
14
4. Failure to monitor changes to 
15 
security settings 
SharePoint security requirements change 
over time 
Ensure users are continuing to adhere to 
security policies 
Prevent users from causing havoc 
We need to plan how we will stay on top of 
changes
5. Failure to empower users and admins with 
the right tools and permissions 
Rapid provisioning of sites and permissions 
Find your responsible business content 
owners 
Enable and Equip them to manage access to 
their content 
Ensure management access is limited to those 
with appropriate permissions 
Segment your administration responsibilities 
– Power Users, business owners 
16
Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between
Out of the Box Admin Toolkit 
18 
The Usual Three Suspects 
Permissions Management 
Reporting & Insight – e.g. usage, growth 
Responding to Audit requests 
Clean-up of sites and content
Managing Permissions 
19 
Farm Admin is Site Collection Admin 
AD v SP Groups 
Broken Inheritance 
Direct Permissions 
Misuse of “Authenticated Users” 
Anonymous Access
Auditing Usage in SharePoint 
20 
Beware of the large log file 
Beware of the “disappearing” log file 
Reactive v Proactive 
Be prepared for lots of mouse clicks 
Brush up on your Excel skills 
Brush up on your SSRS skills
User Activity - Popular Items 
21
One SharePoint Site. Simple. 
22
More than One Site? Not so Simple. 
23
The Out of the Box Tools 
24
The Security and Compliance Gap 
25 
36 percent of SharePoint users 
are breaching security policies- 
CMSWire 
A survey revealed that 79 percent of the 
respondent said that they stored sensitive or 
confidential information on the SharePoint 
platform - CMSWire 
Only 18 percent of 
enterprises use technical 
controls to prevent access to 
sensitive information. Most 
— 73 percent — rely on 
written policies or informal 
understandings with their 
workforce - CMSWire 
“60% of organizations have yet to bring 
SharePoint into line with existing data 
compliance policies.” – AIIM 
Two-thirds of SharePoint-using 
companies in a recent survey have 
admitted to having ‘no active 
security policy’ in place -Emedia
The SharePoint Governance Gap 
view SharePoint Governance as critical have a well defined strategy 
26 
67% 
26% 
80% 
70% 
60% 
50% 
40% 
30% 
20% 
10% 
0% 
- Redmond Magazine Survey, 2013
27 
The End Result?
Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between
Tactical Team Responsibilities 
 Operations Team 
• Help Enforce Governance 
Plan 
• Manage Routine 
Maintenance Tasks: 
• Nightly Backups 
• Usage Monitoring & Analysis 
• Scheduled Task Validation 
• Security Release & System 
Upgrades 
 Support Team 
• Create Support 
System with SLA’s 
• Respond to 
questions, bugs and 
other issue resolution 
• Provide typical 
SharePoint Admin 
roles such as: 
• Site Provisioning 
• Security 
Permissions for 
users and groups 
 Development Team 
• New features and 
program 
management while 
adhering to 
standards. 
• Develop customized 
& personalized 
solutions for 
departments & 
division sites. 
Whose job will be changing the most? 
From Office365: Is Governance Affected and Where Do We Start? By Stacy L. Deere-Strole
Tactical Team Responsibilities 
 Operations Team 
• Help Enforce Governance 
Plan 
• Manage Routine 
Maintenance Tasks: 
• Nightly Backups 
• Usage Monitoring & Analysis 
• Scheduled Task Validation 
• Security Release & System 
Upgrades 
• Oracle & DBA Role will be 
eliminated 
• Active Directory Role could 
change (Ping Identity, FBA, etc.) 
• No Equipment to Support 
 Support Team 
• Create Support 
System with SLA’s 
• Respond to 
questions, bugs and 
other issue resolution 
• Provide typical 
SharePoint Admin 
roles such as: 
• Site Provisioning 
• Security 
Permissions for 
users and groups 
 Development Team 
• New features and 
program 
management while 
adhering to 
standards. 
• Develop customized 
& personalized 
solutions for 
departments & 
division sites. 
From Office365: Is Governance Affected and Where Do We Start? By Stacy L. Deere-Strole
Impacts of Office 365 
 In some ways, it simplifies 
Governance 
 SharePoint and Exchange are 
primarily affected 
 Biggest impact of 365 has is on 
sizing limits 
 Data sprawl must be watched 
more carefully in Office 365 to 
avoid hitting capacity limits! 
Feature Specifications 
Storage (pooled) 
10 GB per user 
500 MB per enterprise user 
5 TB per Company 
Site collection 
storage quotas 
1 TB 
OneDrive for 
Business storage 
allocation 
1 TB 
Site collections 
per tenant 
500,000 
Mailbox Size 25 gig 
From Office365: Is Governance Affected and Where Do We Start? By Stacy L. Deere-Strole
Management Shell 
 SharePoint Online Management Shell is a Windows PowerShell module that 
you can use to efficiently manage SharePoint Online users, sites, site 
collections, and organizations 
 You can find a list of 
available cmdlets 
here (TechNet)
Simple mode Admin experience 
When you’re in Simple mode in the SharePoint Online admin center, the left-hand navigation 
shows only site collections, user profiles, and settings.
Advanced mode
Streamlined Admin tasks 
 Easier to add users, auto assign available licenses, reset passwords, 
and manually set passwords (instead of auto generated)
Creating information 
management policies 
 Create a policy to use on multiple content types within a site collection. 
 Create a policy for a site content type. 
 Create a policy for a list or library. (location-based retention policy)
Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between
Keeping up to date with the Office 365 Roadmap 
38
Adjusting to Office 365 Updates 
No access to Correlation errors or backend. 
No ability to troubleshoot. 
The continual updates to the site can also cause strange errors. 
You may have to use different management tools. 
Moving to Office 365 means giving up some level of control. For 
example, you won't have any control over the patch 
management process, software upgrades, and other similar 
administrative tasks. 
39
Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between
Factors in your hybrid planning 
Location / facilities 
Software licenses and support 
Hardware and maintenance 
Onsite support, personnel skills 
Level of customization 
Governance, auditing, security, compliance 
Disaster Recovery and Business Continuity 
Upgrades and migration 
41
On Premises Cloud Hybrid 
Need space and 
maintenance planning Most likely provided 
42 
Licensing costs, but also 
upgrades and ongoing 
support 
Included in vendor-hosted 
solutions 
Need to purchase, 
support and maintain, 
and upgrade as 
platform matures 
Included in vendor-hosted 
solutions 
Administrative, 
developer, and end user 
skills and training 
Still requires 
administrative and 
possibly dev skills, end 
user training 
Need space and 
maintenance planning 
Licensing costs, but also 
upgrades and ongoing 
support 
Need to purchase, 
support and maintain, 
and upgrade as 
platform matures 
Administrative, 
developer, and end user 
skills and training
On Premises Cloud Hybrid 
43 
Full control 
Limited to none in SaaS, 
some control over PaaS, 
full control over IaaS 
Limited ability to 
integrate depending on 
SaaS, PaaS, or IaaS 
Many limitations OTB, 
but very robust tools 
from partners Limited 
Very complex across 
on prem and cloud 
components, very 
manual 
Needs to be planned, 
limited features OTB Defined in SLAs 
Some OTB capabilities, 3rd 
party for tighter control 
and predictability 
Microsoft 
recommends 3rd party 
tools 
Very complex across 
on prem and cloud 
components, very 
manual 
Some OTB capabilities, 3rd 
party for tighter control 
and predictability
Hybrid Health Warning! 
44 
Search Experience Limitations 
Authentication Challenges 
Lack of “Global” Navigation 
Broken User Experience? 
Different Release Schedules 
As Complexity Increases the 
Inherent Weaknesses in the 
Out of the Box Tools will be 
Magnified! (1+1=5)
Summary 
Security, Administration and Governance for SharePoint On-Premises, 
Online, and Everything In-Between 
45
46 
Best Practices 
Focus on the user experience 
Make governance a priority 
Understand how your common management tasks scale across your online 
and on-premises systems 
Clarify and document your permissions, information architecture, templates, 
content types, taxonomy -- and ownership of each 
First 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
ControlPoint: Security and Compliance 
Objectives Benefits 
47 
 Minimize or eliminate security breaches & 
unauthorized access to sensitive content 
 Meet compliance requirements for access 
control 
 Anticipate future IT needs to manage at scale 
 Eliminate human error with policy driven 
security across SharePoint farms 
 Mitigate risk of data loss due to unauthorized 
access to content 
 Provide audit trails of content access 
 Provide details of content growth and user 
activity 
 Provide automation of governance policies
30 Day Trial of ControlPoint 
www.metalogix.com/controlpoint 
Governance Best Practices E-Book 
http://www.metalogix.com/Resources/Promotions/ControlPoint/White-Papers-and- 
E-books/SharePoint-Governance-Best-Practices.aspx 
5 Step Plan for Securing SharePoint E-Book 
http://www.metalogix.com/Resources/Promotions/ControlPoint/White-Papers-and- 
E-books/5-Step-Plan-To-Securing-SharePoint.aspx 
Recorded Webinar – SharePoint Permissions Audits, 
Reports & Policy Enforcement 
http://www.metalogix.com/Resources/Promotions/ControlPoint/recordings/14 
0925-us-cp-wb-sharepoint-permissions-audits-reports-and-policy-enforcements 
48
Thank You 
Steve Marsh 
Director of Product Marketing 
at Metalogix 
stevem@metalogix.com 
www.metalogix.com 
@drstevemarsh 
Christian Buckley 
Managing Director at GTconsult 
and Office365 MVP 
cbuck@gtconsult.com 
www.gtconsult.com and 
www.buckleyplanet.com 
@buckleyplanet
www.metalogix.com 
www.gtconsult.com 
50

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Security, Administration & Governance for SharePoint On-Prem, Online, & Everything In-between

  • 1. Security, Administration and Governance for SharePoint On-Premises, Online, and Everything In-Between Steve Marsh, Director of Product Marketing, Metalogix Christian Buckley, Office365 MVP and Managing Director, GTconsult 1
  • 2. Steve Marsh Director of Product Marketing at Metalogix stevem@metalogix.com www.metalogix.com @drstevemarsh Christian Buckley Managing Director at GTconsult and Office365 MVP cbuck@gtconsult.com www.gtconsult.com and www.buckleyplanet.com @buckleyplanet
  • 3. Serious Tools. For Serious Collaboration. At Metalogix, our Continuing Mission is to improve the use and performance of Enterprise Content to power knowledge sharing and collaboration. 14,000+ customer licenses shipped Fastest Growing and Largest ISV. Complete & Best-of-Breed tools for mission-critical collaboration platforms. We are committed to your Success with Collaboration across Exchange, SharePoint and the Cloud. 3
  • 5. Managing SharePoint On-Premises vs. Online 5 What we’ll cover today: • The evolution of SharePoint management • What’s different about SharePoint Online • Considerations for your transition to the cloud • Considerations for managing a hybrid solution
  • 7. SharePoint Growth & Evolution 7 SharePoint Releases Metadata Content www.Microsoft.com
  • 8. Cloud Infrastructure Options Private Cloud Hybrid Cloud Public Cloud 8 Infrastructure maintained solely for customer On premises or off Managed by the customer, or by a 3rd party hoster Multiple infrastructure options Components both on premises and off premises Management spread between customer and 3rd party hosters Infrastructure shared by multiple customers Off premises Managed by 3rd party on behalf of customers
  • 9. Understanding service delivery roles Service Delivery 9
  • 10. 10 Partner Hosted Private Cloud • Dedicated environment • Externally hosted • Externally or internally managed • Internally designed Self Hosted Private Cloud • Dedicated environment • Internally hosted • Internally managed • Internally designed Shared or Dedicated Public Cloud • Shared or dedicated environment • Externally hosted • Externally managed • Externally designed Public Dedicated Cloud • Partially or fully dedicated • Externally hosted • Externally or internally managed • Minimal customization Traditional on premises Ye Olde Build vs. Buy argument
  • 11. What are the 5 most common SharePoint management concerns? 11
  • 12. 1. Defining (and communicating) policies and procedures Always start with non-technical elements Develop a security policy Implement a training plan for end users Develop a strategy for ensuring users know what content is confidential 12 34% of IT administrators said that they'd "sneaked a peek" at documents they weren't authorized to view, including employee details and salary information (DarkReading)
  • 13. 2. Failure to implement any kind of permissions best practices Apply permissions using Least Privileged principles Don’t give users Direct Access Embrace SharePoint Groups and/or Active Directory Groups Ensure Appropriate Use of the Authenticated Users Group Clean up Orphan Users Use Broken Inheritance Responsibly Revoke permissions quickly 13
  • 14. 3. Failure to regularly audit access to content and sites Are we adhering to Compliance or Governance requirements? Who has been accessing specific content? How often are specific sites being accessed? What features of SharePoint are being used? Are we managing the volume of log data? 14
  • 15. 4. Failure to monitor changes to 15 security settings SharePoint security requirements change over time Ensure users are continuing to adhere to security policies Prevent users from causing havoc We need to plan how we will stay on top of changes
  • 16. 5. Failure to empower users and admins with the right tools and permissions Rapid provisioning of sites and permissions Find your responsible business content owners Enable and Equip them to manage access to their content Ensure management access is limited to those with appropriate permissions Segment your administration responsibilities – Power Users, business owners 16
  • 18. Out of the Box Admin Toolkit 18 The Usual Three Suspects Permissions Management Reporting & Insight – e.g. usage, growth Responding to Audit requests Clean-up of sites and content
  • 19. Managing Permissions 19 Farm Admin is Site Collection Admin AD v SP Groups Broken Inheritance Direct Permissions Misuse of “Authenticated Users” Anonymous Access
  • 20. Auditing Usage in SharePoint 20 Beware of the large log file Beware of the “disappearing” log file Reactive v Proactive Be prepared for lots of mouse clicks Brush up on your Excel skills Brush up on your SSRS skills
  • 21. User Activity - Popular Items 21
  • 22. One SharePoint Site. Simple. 22
  • 23. More than One Site? Not so Simple. 23
  • 24. The Out of the Box Tools 24
  • 25. The Security and Compliance Gap 25 36 percent of SharePoint users are breaching security policies- CMSWire A survey revealed that 79 percent of the respondent said that they stored sensitive or confidential information on the SharePoint platform - CMSWire Only 18 percent of enterprises use technical controls to prevent access to sensitive information. Most — 73 percent — rely on written policies or informal understandings with their workforce - CMSWire “60% of organizations have yet to bring SharePoint into line with existing data compliance policies.” – AIIM Two-thirds of SharePoint-using companies in a recent survey have admitted to having ‘no active security policy’ in place -Emedia
  • 26. The SharePoint Governance Gap view SharePoint Governance as critical have a well defined strategy 26 67% 26% 80% 70% 60% 50% 40% 30% 20% 10% 0% - Redmond Magazine Survey, 2013
  • 27. 27 The End Result?
  • 29. Tactical Team Responsibilities  Operations Team • Help Enforce Governance Plan • Manage Routine Maintenance Tasks: • Nightly Backups • Usage Monitoring & Analysis • Scheduled Task Validation • Security Release & System Upgrades  Support Team • Create Support System with SLA’s • Respond to questions, bugs and other issue resolution • Provide typical SharePoint Admin roles such as: • Site Provisioning • Security Permissions for users and groups  Development Team • New features and program management while adhering to standards. • Develop customized & personalized solutions for departments & division sites. Whose job will be changing the most? From Office365: Is Governance Affected and Where Do We Start? By Stacy L. Deere-Strole
  • 30. Tactical Team Responsibilities  Operations Team • Help Enforce Governance Plan • Manage Routine Maintenance Tasks: • Nightly Backups • Usage Monitoring & Analysis • Scheduled Task Validation • Security Release & System Upgrades • Oracle & DBA Role will be eliminated • Active Directory Role could change (Ping Identity, FBA, etc.) • No Equipment to Support  Support Team • Create Support System with SLA’s • Respond to questions, bugs and other issue resolution • Provide typical SharePoint Admin roles such as: • Site Provisioning • Security Permissions for users and groups  Development Team • New features and program management while adhering to standards. • Develop customized & personalized solutions for departments & division sites. From Office365: Is Governance Affected and Where Do We Start? By Stacy L. Deere-Strole
  • 31. Impacts of Office 365  In some ways, it simplifies Governance  SharePoint and Exchange are primarily affected  Biggest impact of 365 has is on sizing limits  Data sprawl must be watched more carefully in Office 365 to avoid hitting capacity limits! Feature Specifications Storage (pooled) 10 GB per user 500 MB per enterprise user 5 TB per Company Site collection storage quotas 1 TB OneDrive for Business storage allocation 1 TB Site collections per tenant 500,000 Mailbox Size 25 gig From Office365: Is Governance Affected and Where Do We Start? By Stacy L. Deere-Strole
  • 32. Management Shell  SharePoint Online Management Shell is a Windows PowerShell module that you can use to efficiently manage SharePoint Online users, sites, site collections, and organizations  You can find a list of available cmdlets here (TechNet)
  • 33. Simple mode Admin experience When you’re in Simple mode in the SharePoint Online admin center, the left-hand navigation shows only site collections, user profiles, and settings.
  • 35. Streamlined Admin tasks  Easier to add users, auto assign available licenses, reset passwords, and manually set passwords (instead of auto generated)
  • 36. Creating information management policies  Create a policy to use on multiple content types within a site collection.  Create a policy for a site content type.  Create a policy for a list or library. (location-based retention policy)
  • 38. Keeping up to date with the Office 365 Roadmap 38
  • 39. Adjusting to Office 365 Updates No access to Correlation errors or backend. No ability to troubleshoot. The continual updates to the site can also cause strange errors. You may have to use different management tools. Moving to Office 365 means giving up some level of control. For example, you won't have any control over the patch management process, software upgrades, and other similar administrative tasks. 39
  • 41. Factors in your hybrid planning Location / facilities Software licenses and support Hardware and maintenance Onsite support, personnel skills Level of customization Governance, auditing, security, compliance Disaster Recovery and Business Continuity Upgrades and migration 41
  • 42. On Premises Cloud Hybrid Need space and maintenance planning Most likely provided 42 Licensing costs, but also upgrades and ongoing support Included in vendor-hosted solutions Need to purchase, support and maintain, and upgrade as platform matures Included in vendor-hosted solutions Administrative, developer, and end user skills and training Still requires administrative and possibly dev skills, end user training Need space and maintenance planning Licensing costs, but also upgrades and ongoing support Need to purchase, support and maintain, and upgrade as platform matures Administrative, developer, and end user skills and training
  • 43. On Premises Cloud Hybrid 43 Full control Limited to none in SaaS, some control over PaaS, full control over IaaS Limited ability to integrate depending on SaaS, PaaS, or IaaS Many limitations OTB, but very robust tools from partners Limited Very complex across on prem and cloud components, very manual Needs to be planned, limited features OTB Defined in SLAs Some OTB capabilities, 3rd party for tighter control and predictability Microsoft recommends 3rd party tools Very complex across on prem and cloud components, very manual Some OTB capabilities, 3rd party for tighter control and predictability
  • 44. Hybrid Health Warning! 44 Search Experience Limitations Authentication Challenges Lack of “Global” Navigation Broken User Experience? Different Release Schedules As Complexity Increases the Inherent Weaknesses in the Out of the Box Tools will be Magnified! (1+1=5)
  • 45. Summary Security, Administration and Governance for SharePoint On-Premises, Online, and Everything In-Between 45
  • 46. 46 Best Practices Focus on the user experience Make governance a priority Understand how your common management tasks scale across your online and on-premises systems Clarify and document your permissions, information architecture, templates, content types, taxonomy -- and ownership of each First 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
  • 47. ControlPoint: Security and Compliance Objectives Benefits 47  Minimize or eliminate security breaches & unauthorized access to sensitive content  Meet compliance requirements for access control  Anticipate future IT needs to manage at scale  Eliminate human error with policy driven security across SharePoint farms  Mitigate risk of data loss due to unauthorized access to content  Provide audit trails of content access  Provide details of content growth and user activity  Provide automation of governance policies
  • 48. 30 Day Trial of ControlPoint www.metalogix.com/controlpoint Governance Best Practices E-Book http://www.metalogix.com/Resources/Promotions/ControlPoint/White-Papers-and- E-books/SharePoint-Governance-Best-Practices.aspx 5 Step Plan for Securing SharePoint E-Book http://www.metalogix.com/Resources/Promotions/ControlPoint/White-Papers-and- E-books/5-Step-Plan-To-Securing-SharePoint.aspx Recorded Webinar – SharePoint Permissions Audits, Reports & Policy Enforcement http://www.metalogix.com/Resources/Promotions/ControlPoint/recordings/14 0925-us-cp-wb-sharepoint-permissions-audits-reports-and-policy-enforcements 48
  • 49. Thank You Steve Marsh Director of Product Marketing at Metalogix stevem@metalogix.com www.metalogix.com @drstevemarsh Christian Buckley Managing Director at GTconsult and Office365 MVP cbuck@gtconsult.com www.gtconsult.com and www.buckleyplanet.com @buckleyplanet

Editor's Notes

  1. Decisions need to be made about build or buy, out source or keep in house
  2. Can’t restrict people from “collaborating” – that’s why we have SP - 34% of respondents also said they'd never even considered the security implications surrounding SharePoint – consider including how to share content as part of the strategy since people will. put clear policies in place regarding how information can be shared, and then to monitor access and enforce policy compliance Training - 92% agreed that removing information from SharePoint made it less secure, but 30% were willing to take that risk "if it helps me get the job done." Classify sites as confidential or non-confidential – sensitivity level – maybe it’s customer or partner focused sites vs intranet sites Yet the study discovered that 65% of respondents are not yet marking any of their data. A very low 9% of respondents said they protectively mark all emails, and the same percentage said they do the same for all documents. Only 17% of respondents said they mark all email and documents
  3. Demo – Permissions Report Highlight how someone gets permissions Show users with Direct Permissions Show Cleanup User Permissions Show Authenticated Users Orphan User Revoke Permissions From pervious slide – show tagging sites to show confidential, etc
  4. Demo Audit log report Site or Site Collection features Talk about archiving the audit log
  5. Demo CP alerts for permissions changes - Receive alerts when changes are made CP policies - Prevent users from causing havoc
  6. If your organization were only to implement one SharePoint site, administration would be a breeze. There would always be a clear path of what is happening and how to get from point A to point B. But none of us administrate one site.
  7. The good news is your organization is committed to SharePoint. The bad news is broad adoption breeds complexity. The more engaged your users, the more work it requires to maintain visibility and control. Think of it like a highway– one that is constantly growing, paths evolving, visitors changing…
  8. Out of the box tools don not adequately meet the needs of SharePoint Administrators for the modern SharePoint deployment. Permissions management is in siloes for individual site collections, sites or lists. Broken inheritance when used properly is good, when used incorrectly is a security nightmare. Ability to know who accessed what content, when di they access something or how often is nearly impossible to obtain Insider threats, compliance rules and regulations are increasingly difficult to manage or meet
  9. If the percentages here are extrapolated across the entire SharePoint user set, then there is a significant problem here
  10. In more organizations the corn maze of SharePoint creates a governance gap. Startling Truth: 67% of organizations view SharePoint Governance as critical but only 26% have a well defined strategy (Source: Axceler Governance Benchmark Survey of 1,000+ SharePoint Administrators) The Gap exists because without the right tools it’s HARD not to get lost in the maze. And the result is not only a lot of time is wasted trying to pull data from across multiple sites & farms – but policy enforcement becomes impossible. But there is light shining on the maze. Axceler clients rate better on the SharePoint Maturity Spectrum because organizations with 3rd party tools (such as Axceler) are 3X as likely to run regular audits and conduct other governance best practice activities…because they now have the capability to do so.
  11. A failure of policy, inadequate procedures and lack of technical enforcement can often lead to serious data leaks
  12. These factors will help you decided how much your own organization can support, as well as help you determine the suitability of vendors
  13. Point out that in this example, cloud = Office365
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