Slidedeck used for aOS Singapore 2019 event. Explaning all what every IT / decision maker should know about docs in O365 : use cases, benefit on using SP as DMS, data location, archiving, compliance and data sovereignty

1. aOS Singapore 19/10/2019
Designed by lifeforstock / Freepik
https://aossingapore.com
All about documents in O365
Sébastien Paulet

2. Our Sponsors
Designed by lifeforstock / Freepik
Twitter: #aossg

3. HELLO!
12+ years experience in
SharePoint, O365, Compliance, Scrum, Lean
3

4. 4
What are we
talking about?

5. 50 years of information sharing
Paper
Folders
DMS
Collaboration
Social
1970 1980 1990 2000 20202010
???
@SP_twit #aOSSg

6. Benefits
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7. We will talk about
@SP_twit #aOSSg

8. 8
Which tool for
which document?

9. O365 offer
SharePoint
Planner
Yammer
OneDrive
Teams
Outlook
Stream
@SP_twit #aOSSg

10. 10
Web Site
Extranets
Intranet
DMS
Collaborative
Public
Internal
Restricted
External
Public
External
Restricted internal /
« Formal »
Restricted internal /
« Unformal »
No tool
Documents governance
Archivage
…Documents
individuels
Archives /
Enregistrements
O365

11. SharePoint as Intranet
@SP_twit #aOSSg

12. 12
Web Site
Extranets
Intranet
DMS
Collaborative
Public
Internal
Restricted
External
Public
External
Restricted internal /
« Formal »
Restricted internal /
« Unformal »
No tool
Documents governance
Archivage
…Documents
individuels
Archives /
Enregistrements
O365

13. SharePoint DMS – Ex: DMS for quality procs.
@SP_twit #aOSSg

14. SharePoint DMS – Ex: DMS for quality procs.
@SP_twit #aOSSg

15. Efficiency – Search
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16. Efficiency - transparancy
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17. Efficiency – coediting
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18. Efficiancy – Nomadism
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19. 19
Web Site
Extranets
Intranet
DMS
Collaborative
Public
Internal
Restricted
External
Public
External
Restricted internal /
« Formal »
Restricted internal /
« Unformal »
No tool
Documents governance
Archivage
…Documents
individuels
Archives /
Enregistrements
O365

20. 20
Teams

21. 21
Teams also for communication
@SP_twit #aOSSg

22. 22
Web Site
Extranets
Intranet
DMS
Collaborative
Public
Internal
Restricted
External
Public
External
Restricted internal /
« Formal »
Restricted internal /
« Unformal »
No tool
Documents governance
Archivage
…Documents
individuels
Archives /
Enregistrements
O365

23. 23
• Include externals in collaborative
processes
• Secured share (anonymous link or
authenticated account)
• Enabled by space (SharePoint or
Teams)
• No additional licence cost
Share with externals
@SP_twit #aOSSg

24. 24
Web Site
Extranets
Intranet
DMS
Collaborative
Public
Internal
Restricted
External
Public
External
Restricted internal /
« Formal »
Restricted internal /
« Unformal »
No tool
Documents governance
Archivage
…Documents
individuels
Archives /
Enregistrements
O365

25. 25
• Storage space for individual documents – Multi-devices and Off
Line
OneDrive Enterprise
@SP_twit #aOSSg

26. 26
SharePoint as DMS

27. Contents sources in O365
SHAREPOINT
Teams
OneDrive
Yammer
Groups
Planner
EXCHANGE
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28. SharePoint as DMS
Highlight Classification Permissions Check In/Out
Email alerts Bookmarks History Lifecycle
Rendition Composites Search Workflows
Storage
Archiving
Restore

29. Limitations
• Up to 5 000 documents in the same view
• Up to 5(0) 000 security scopes per document library
• Up to 30 000 000 documents per library
• Max 2000 subsites / site collection
• Storage location (for legal purpose)
• Files max size (15Gb)
• For site collections online … pooled storage (25Tb+)
@SP_twit #aOSSg

30. Limits by version
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31. 31
Storage

32. Location
• Multi geo capability
(500 users min.
2$/users/month)
• ANNOUNCED : Yammer
and search indexes
also geo located.
@SP_twit #aOSSg

34. Where are my data
• Tenant administration > Settings > Organization profile
PS > Connect-MsolService
PS > (Get-MsolCompanyInformation).AuthorizedServiceInstances
@SP_twit #aOSSg

35. Where are my data
@SP_twit #aOSSg

36. Storage encryption
• 1 or several blobs (max 64Ko) in several Azure Storage containers
• An encryption key per file (AES 256bits)
• Key stored in encrypted SharePoint database which also contains the
« map » to retreive blobs
• Key to decrypt Azure storage and decrypt
SharePoint database are in Azure
Key Store (or Azure Key Vault if BYOK)
• Compliant with FIPS 140-2
• SharePoint DB in Azure SQL Database, encrypted with Transparent Data
Encryption
• All hard drives encrypted with BitLocker
@SP_twit #aOSSg

37. 37
Compliance

38. Norms
• Various norms including
Multi-Tier Cloud Security
(MTCS) Standard for
Singapore
• External audits
• Can get audit
documents
@SP_twit #aOSSg

39. Patriot Act / SCA
• Only for data stored or transiting on US
territory
• Patriot Act -> FBI, CIA, NSA, Army
• SCA -> Justice
• Microsoft challenged DoJ on extra SCA
territoriality SCA (Stored Communication
Act) until USA Supreme Court (cf. Cloud
Act later)
@SP_twit #aOSSg

40. GDPR
• Compliant contract
• Various features to help ensuring
compliance (eDiscovery, RMS, Labels,
DLP, etc.)
@SP_twit #aOSSg

41. Cloud Act
• On US attorney request (ex: corruption, business
with country under US embargo)
• Apply out of US territory
• In case of executive agreement, opposition can
done under 14 days if :
• Non USA citizen
• AND goes against local law
See O365 general conditions
“If compelled to disclose Customer Data or Personal Data to law enforcement, Microsoft will promptly notify
Customer and provide a copy of the demand unless legally prohibited from doing so.”
@SP_twit #aOSSg

42. 42
Thank you for your attention

43. Rate my session!
Designed by lifeforstock / Freepik
Twitter: #aossg
Thank You!
Sébastien PAULET