SharePoint Business Track Part 1 of 2

© 2005-2008 NextLabs Inc.
Business Track
Information Governance
for Microsoft SharePoint
Critical Objectives and Business
Challenges for Information Governance in
SharePoint Environments
Andy Han, VP Products, NextLabs, Inc.

© 2005-2008 NextLabs Inc.Slide 2
Agenda
Objective
− Understand the goals and objectives of Information Governance
− Review real-world examples of SharePoint Information
Governance challenges
Presentation
− What is Information Governance
− SharePoint Information Governance Objectives
− 2 Case Studies
− Summary and Next Steps
− Question and Answers

“If not stored, protected, harnessed and metered
effectively, information is wasted, weakens in
value, or can pose many risks. Information
governance has become a business imperative,
and company leaders’ ability to apply equal rigor
to managing all components of information across
the business information supply chain will affect
business performance, partners and prospects.”
Toby Bell, Debra Logan, and Ted Friedman
Analysts, Gartner, Inc.
“If not stored, protected, harnessed and metered
effectively, information is wasted, weakens in
value, or can pose many risks. Information
governance has become a business imperative,
and company leaders’ ability to apply equal rigor
to managing all components of information across
the business information supply chain will affect
business performance, partners and prospects.”
Toby Bell, Debra Logan, and Ted Friedman
Analysts, Gartner, Inc.

Processes, roles, and policies that ensure
effective and efficient use of information
consistent with organizational goals.
Focused on the valuation, creation, storage, use,
archival and disposal of data.
Benefits include: Value Creation, Efficiency, Risk
Reduction

IT Governance vs. Information Governance
for Data Owner
IT Governance
for IT Owner

SharePoint Information Governance Objectives
Value Creation
− Establish Enterprise Standard
Collaboration Platform
− Partner or Customer Extranet
Efficiency
− Empower end-users
− Consolidate / co-exist with
Enterprise Content Management
(ECM)
− Automate processes
− Streamline operations
(Infrastructure)
Risk Reduction
− Protect IP
− Ensure Compliance
− Lifecycle Management
− SharePoint Audit

SharePoint Information Governance
SharePoint originally
designed as an “Adhocracy”
− Focused on collaboration,
innovation.
Need to balance ad-hoc
collaboration and
governance?
− Make collaboration safer
and more secure
MOSS 2007 includes
several governance
features
Form
Authentication
Information
Management Policies
Permissions
Records
Management
Site Audit
Site ColumnsContent Types
Workflow
Search
Information Rights
Management
SharePoint helps companies achieve Information Governance!

Case Studies
Export Compliance in
SharePoint
Supply Chain Collaboration
in SharePoint Extranet

Export Compliance and SharePoint
Value Creation
− Serve defense markets
− Operate globally
− Tap into global
workforce
Efficiency
− Provide collaborative
environment
− Eliminate information
“lockdown”
Risk Reduction
− Comply with export
regulations (ITAR,
EAR)
− Satisfy Trade
Restrictions

Deemed Export
Foreign Person
US Person
Technical Data
“Deemed” Export
•Providing data to non-US
persons within the US
Possible “Deemed” Exports:
-Files or data stored in Sites
accessible to Foreign Persons
-Non-US Administrators
-Downloaded document emailed to
co-worker

Export
US Person US Person
Foreign Person
Technical Data
Export
•Sending or taking a defense
article out of the U.S. in any
manner, except by mere travel
outside of the U.S. by a person
whose personal knowledge
Possible Exports:
-Travel overseas with data
downloaded to laptop
-Access from non-US location
-Storage in a non-US SharePoint
Server

Export Compliance Challenges
How do I…
− Identify data subject to Export regulations?
− prevent certain data from being stored on servers
outside the US?
− control access to data based on the users location?
− control access to data based on US Person status?
− prevent download or duplication to laptops that may
travel outside of the US?
− prevent distribution to non-US Persons?
− prove to Regulators that I am in compliance?

Global Chemical and Materials Company
Business Problem
− Operate in both
defense and
commercial markets
− Technical Data subject
to ITAR compliance
− Recently underwent a
“tough” ITAR audit and
needed to prove
commitment to
compliance to retain
export licenses
SharePoint Solution
− SharePoint as the
master repository for
Export controlled
technical data
− SharePoint columns
used to classify data
− Persistent information
controls applied at the
source

SharePoint Supply Chain Collaboration
Value Creation
− Deeper process integration
with customers
Efficiency
− More rapid handling of
change orders
− Streamlined exchange of
Intellectual Property
− Collaboration process
automation
Risk Reduction
− Protecting company and
customer intellectual
property (IP)

Intellectual
Property
-Market Research
-Product Reqmnt
-Marketing Plan
-Feasibility
-Prototype
-Design
-BOM
-Quality Stat
-Change Orders
-Software Updates
-Physical Goods
-Competitive
Analysis
-Discount Sched
-Knowledge Base
-Customers’ Data
Value $$$$$ $$$$ $$ $ $$ $$$
Number of
Participants
10s 100s 1,000s 1,000s 1,000s 1,000s
Level of
Collaboration
Medium High High High Medium Low
IP in the Supply Chain Lifecycle

Supply Chain Collaboration Challenges
How do I…
− provision, authenticate and de-provision customer
accounts (external users)?
− ensure that IP isn’t leaking via the extranet?
− limit access to IP for external users?
− create information barriers between project teams?
− protect customer IP within my company?
− protect data made available to external users?
− prove to the customer and internal data owners that
their IP is safe?

Global Contract Manufacturing Company
Business Problem
− Needed information
barriers between
teams to protect
customer IP
− Contractual IP audit
obligations were
difficult to satisfy
− Trying to create
“stickiness” with
customers for
competitive advantage
SharePoint Solution
− Exposed Collaboration
Extranet to customers
− Defined Information
Barriers so IP did not
leak outside teams
(with internal and
customer members)
− SharePoint as the
starting point,
facilitates proper
internal handling.

Wrap Up
SharePoint as an enterprise collaboration platform (i.e. Governed)
Demonstrates Value Creation and Efficiency
New ways of collaborating
Higher user productivity
Lower operational costs
Subject to Risk Management or Compliance
High-value company or customer Intellectual Property (IP)
Regulated industry and business processes
SharePoint accelerates Information Governance but you need to
face Information Governance challenges head-on

Next Step – Best Practices
Look at how leading companies use SharePoint
to handle strategic collaboration and regulatory
compliance
Look at NextLabs solutions for addressing
information governance challenges
Walkthrough a customer solution

NextLabs Overview
Policy-driven, information risk
management software for Global
5000 enterprises.
− Help companies achieve safer
and more secure internal and
external collaboration
− Ensure proper access to
applications and data
Facts
− Locations
HQ: San Mateo, CA
New York, NY
Hangzhou, PRC
Malaysia
− 25+ Patent Portfolio
− Major go-to-market Partners: IBM,
SAP, Microsoft (Gold)
“We allow companies to
preserve confidentiality, prevent
data loss and ensure
compliance across more
channels and more points with a
single unified solution with
unmatched user acceptance
and total cost of ownership.”
- Keng Lim, Chairman and CEO

SharePoint Business Track Part 1 of 2

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SharePoint Business Track Part 1 of 2

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