Silverlight Authors: Steven Mandel, Gerardo A Dada, Srinivasan Sundara Rajan, Yeshim Deniz, Greg O'Connor

Related Topics: Microsoft Cloud, Industrial IoT, Microservices Expo, Silverlight, Release Management , SDN Journal

Microsoft Cloud: Article

SharePoint Gone Wild: When Governance Lacks Compliance

Part four of the SharePoint Gone Wild series

If you've missed any previous part of this blog series, you can read them here.

When people think of "compliance" from a Microsoft SharePoint perspective, it can mean a lot of things to a lot of different people. Every organization will have different considerations for compliance: Essentially, which regulations they need to comply with according to their specific industry vertical, including HIPAA/HITECH, DOD 5015, Section 508 and WCAG 1.0 and 2.0.

There are two main drivers for compliance I see in organizations for SharePoint, due to the risk of non-compliance and subsequent legal and financial penalties:

  1. Records Management
  2. Legal e-Discovery

In my post last week on governance and discoverability, I focused on the typical stories I hear around people not being able to find content they need. Compliance takes this a step further, because legal teams and records managers require that the content be available for years to come.

Being in Manhattan, I work with a lot of large financial organizations and one of the most important requirements involves tracking "Regulated Users" activity in SharePoint. These users - based on the sensitivity of their work - are required by law to be tracked for all activity within SharePoint. At any point in time, a court of law can request the organization provide evidence of what content that user has accessed, created, or modified in SharePoint. In the industry this process is called the e-discovery process, and it is essential that the business expectations are set of:

  1. How you obtain information for the courts.
  2. What information you will be able to provide.
  3. An estimated time of delivery for the promised information.

The out-of-the-box auditing features in SharePoint 2010 have some key limitations in this space, specifically regarding the storage of this data over a prolonged period of time (most acts seem to be approximately seven years) as well as the ease of producing a report of an individual user's activity and attached content. The most common format followed by customers with whom I work is Concordance, which is supported by LexisNexis. But more importantly, from a content perspective, the attached content should be exactly what the user viewed, modified, or created at that point in time so versioning here is the key. This can prove hard for wiki pages that have dynamic web parts, and therefore will always render the real-time information rather than the point-in-time information (e.g. a weather web part or stock web part). Consequently, it is important to set the expectations with all involved with this issue as soon as possible.

The legal holds capability of SharePoint 2010 is also required when providing information to the courts concerning records. Although legal holds can be applied to individual documents, there is no easy way of setting legal holds on multiple documents based on reports generated on a user as part of the e-discovery process. The common issue I see with our customers is that business users often assume that this will "just work" and have experienced this streamlined approach in other records management systems. So records managers and those involved in the e-discovery process will have to be aware of this in order to set the proper expectations.

With the business requirement to maintain content to be discoverable for the e-discovery process, a suitable archiving policy needs to be put in place to manage the growth of content within SharePoint. It is important to understand which content is required to be maintained in SharePoint for compliance perspectives, and which content can be archived out of SharePoint to reduce storage consumption. Customers I speak to often struggle with how they plan for growth, especially when maintaining versions of documents. A customer spoke to me recently who said that they had one document with 90 versions which took up 8 gigabytes (GB) of storage space, essentially because SharePoint does not store differentials of files and each version is a complete file. Any "save" command in Word for instance, would mean a new version of the document. It is essential that the planning of the information architecture takes into account the configuration of Lists and Library version settings to be consistent across the environment - and not all these scenarios - unless it is necessary. The best approach to mitigate this is to store all Major versions, but only a set amount of Minor versions and train and encourage users to create Major versions when distributing to other users.

SharePoint is not always the only content repository within an organization, as we talked about in a previous blog post which homed in on appropriateness of content in SharePoint. To reiterate from a compliance perspective, in my experience I have seen customers' concerns around particular sensitive data being stored in SharePoint when it should be stored in other repositories. It is hard to enforce out of the box that users follow the guidelines on where content should go depending on the type of content it is.

From a usability perspective, SharePoint 2010 added many improvements by stating WCAG 2.0 AA compliance. In my experience at customer sites, although organizations are required to obtain Section 508 compliance, the business is not driving this as a priority over other issues mentioned above. In my opinion, I believe it will take a few public financial penalties set out by the courts around Section 508 to drive this requirement. To reach full compliance on Section 508, however, would take significant effort and expertise by modifying how SharePoint 2010 renders.

Edward Cedeno, Product Manager here at AvePoint, has also recently written a related post on Risk-Based Approach to FRCP Rule 26(f) Compliance with DocAve.

More Stories By Jeremy Thake

Jeremy Thake is AvePoint's Chief Architect. Jeremy’s 10-plus years of experience in the software development industry, along with his expertise in Microsoft technologies, earned him the label of “expert” in the global SharePoint community. He was named a Microsoft SharePoint MVP in 2009, and continues to work directly with enterprise customers and AvePoint’s research & development team to develop solutions that will set the standard for the next generation of collaboration platforms, including Microsoft SharePoint 2013.

Jeremy was one of only eight Microsoft MVPs from Australia, where he lived for seven years, who was recognized by the SharePoint Product Team in 2010 for his extensive contributions to the global SharePoint community. He also played an instrumental role in organizing the Perth SharePoint User Group during his time living there.

@ThingsExpo Stories
The Internet of Things (IoT), in all its myriad manifestations, has great potential. Much of that potential comes from the evolving data management and analytic (DMA) technologies and processes that allow us to gain insight from all of the IoT data that can be generated and gathered. This potential may never be met as those data sets are tied to specific industry verticals and single markets, with no clear way to use IoT data and sensor analytics to fulfill the hype being given the IoT today.
More and more brands have jumped on the IoT bandwagon. We have an excess of wearables – activity trackers, smartwatches, smart glasses and sneakers, and more that track seemingly endless datapoints. However, most consumers have no idea what “IoT” means. Creating more wearables that track data shouldn't be the aim of brands; delivering meaningful, tangible relevance to their users should be. We're in a period in which the IoT pendulum is still swinging. Initially, it swung toward "smart for smar...
@ThingsExpo has been named the Top 5 Most Influential M2M Brand by Onalytica in the ‘Machine to Machine: Top 100 Influencers and Brands.' Onalytica analyzed the online debate on M2M by looking at over 85,000 tweets to provide the most influential individuals and brands that drive the discussion. According to Onalytica the "analysis showed a very engaged community with a lot of interactive tweets. The M2M discussion seems to be more fragmented and driven by some of the major brands present in the...
WebRTC has had a real tough three or four years, and so have those working with it. Only a few short years ago, the development world were excited about WebRTC and proclaiming how awesome it was. You might have played with the technology a couple of years ago, only to find the extra infrastructure requirements were painful to implement and poorly documented. This probably left a bitter taste in your mouth, especially when things went wrong.
The Quantified Economy represents the total global addressable market (TAM) for IoT that, according to a recent IDC report, will grow to an unprecedented $1.3 trillion by 2019. With this the third wave of the Internet-global proliferation of connected devices, appliances and sensors is poised to take off in 2016. In his session at @ThingsExpo, David McLauchlan, CEO and co-founder of Buddy Platform, discussed how the ability to access and analyze the massive volume of streaming data from millio...
SYS-CON Events announced today that Pulzze Systems will exhibit at the 19th International Cloud Expo, which will take place on November 1–3, 2016, at the Santa Clara Convention Center in Santa Clara, CA. Pulzze Systems, Inc. provides infrastructure products for the Internet of Things to enable any connected device and system to carry out matched operations without programming. For more information, visit http://www.pulzzesystems.com.
Successful digital transformation requires new organizational competencies and capabilities. Research tells us that the biggest impediment to successful transformation is human; consequently, the biggest enabler is a properly skilled and empowered workforce. In the digital age, new individual and collective competencies are required. In his session at 19th Cloud Expo, Bob Newhouse, CEO and founder of Agilitiv, will draw together recent research and lessons learned from emerging and established ...
Enterprise IT has been in the era of Hybrid Cloud for some time now. But it seems most conversations about Hybrid are focused on integrating AWS, Microsoft Azure, or Google ECM into existing on-premises systems. Where is all the Private Cloud? What do technology providers need to do to make their offerings more compelling? How should enterprise IT executives and buyers define their focus, needs, and roadmap, and communicate that clearly to the providers?
One of biggest questions about Big Data is “How do we harness all that information for business use quickly and effectively?” Geographic Information Systems (GIS) or spatial technology is about more than making maps, but adding critical context and meaning to data of all types, coming from all different channels – even sensors. In his session at @ThingsExpo, William (Bill) Meehan, director of utility solutions for Esri, will take a closer look at the current state of spatial technology and ar...
SYS-CON Events announced today that Streamlyzer will exhibit at the 19th International Cloud Expo, which will take place on November 1–3, 2016, at the Santa Clara Convention Center in Santa Clara, CA. Streamlyzer is a powerful analytics for video streaming service that enables video streaming providers to monitor and analyze QoE (Quality-of-Experience) from end-user devices in real time.
You have great SaaS business app ideas. You want to turn your idea quickly into a functional and engaging proof of concept. You need to be able to modify it to meet customers' needs, and you need to deliver a complete and secure SaaS application. How could you achieve all the above and yet avoid unforeseen IT requirements that add unnecessary cost and complexity? You also want your app to be responsive in any device at any time. In his session at 19th Cloud Expo, Mark Allen, General Manager of...
SYS-CON Media announced today that @WebRTCSummit Blog, the largest WebRTC resource in the world, has been launched. @WebRTCSummit Blog offers top articles, news stories, and blog posts from the world's well-known experts and guarantees better exposure for its authors than any other publication. @WebRTCSummit Blog can be bookmarked ▸ Here @WebRTCSummit conference site can be bookmarked ▸ Here
Cloud based infrastructure deployment is becoming more and more appealing to customers, from Fortune 500 companies to SMEs due to its pay-as-you-go model. Enterprise storage vendors are able to reach out to these customers by integrating in cloud based deployments; this needs adaptability and interoperability of the products confirming to cloud standards such as OpenStack, CloudStack, or Azure. As compared to off the shelf commodity storage, enterprise storages by its reliability, high-availabil...
The IoT industry is now at a crossroads, between the fast-paced innovation of technologies and the pending mass adoption by global enterprises. The complexity of combining rapidly evolving technologies and the need to establish practices for market acceleration pose a strong challenge to global enterprises as well as IoT vendors. In his session at @ThingsExpo, Clark Smith, senior product manager for Numerex, will discuss how Numerex, as an experienced, established IoT provider, has embraced a ...
DevOps is being widely accepted (if not fully adopted) as essential in enterprise IT. But as Enterprise DevOps gains maturity, expands scope, and increases velocity, the need for data-driven decisions across teams becomes more acute. DevOps teams in any modern business must wrangle the ‘digital exhaust’ from the delivery toolchain, "pervasive" and "cognitive" computing, APIs and services, mobile devices and applications, the Internet of Things, and now even blockchain. In this power panel at @...
SYS-CON Events announced today that Super Micro Computer, Inc., a global leader in Embedded and IoT solutions, will exhibit at SYS-CON's 20th International Cloud Expo®, which will take place on June 7-9, 2017, at the Javits Center in New York City, NY. Supermicro (NASDAQ: SMCI), the leading innovator in high-performance, high-efficiency server technology, is a premier provider of advanced server Building Block Solutions® for Data Center, Cloud Computing, Enterprise IT, Hadoop/Big Data, HPC and ...
SYS-CON Events announced today that SoftNet Solutions will exhibit at the 19th International Cloud Expo, which will take place on November 1–3, 2016, at the Santa Clara Convention Center in Santa Clara, CA. SoftNet Solutions specializes in Enterprise Solutions for Hadoop and Big Data. It offers customers the most open, robust, and value-conscious portfolio of solutions, services, and tools for the shortest route to success with Big Data. The unique differentiator is the ability to architect and ...
In the next forty months – just over three years – businesses will undergo extraordinary changes. The exponential growth of digitization and machine learning will see a step function change in how businesses create value, satisfy customers, and outperform their competition. In the next forty months companies will take the actions that will see them get to the next level of the game called Capitalism. Or they won’t – game over. The winners of today and tomorrow think differently, follow different...
“Media Sponsor” of SYS-CON's 19th International Cloud Expo, which will take place on November 1–3, 2016, at the Santa Clara Convention Center in Santa Clara, CA. CloudBerry Backup is a leading cross-platform cloud backup and disaster recovery solution integrated with major public cloud services, such as Amazon Web Services, Microsoft Azure and Google Cloud Platform.
In past @ThingsExpo presentations, Joseph di Paolantonio has explored how various Internet of Things (IoT) and data management and analytics (DMA) solution spaces will come together as sensor analytics ecosystems. This year, in his session at @ThingsExpo, Joseph di Paolantonio from DataArchon, will be adding the numerous Transportation areas, from autonomous vehicles to “Uber for containers.” While IoT data in any one area of Transportation will have a huge impact in that area, combining sensor...