Government ICT 2015: Information and Records Managementin SharePoint - Randy Perkins-Smart, Principal Technologist, Lockheed Martin

© Lockheed Martin

Government ICT 2015 Conference

Information and Records Management

in SharePoint

Randy Perkins-Smart

Principal Technologist, Lockheed Martin

NOT EXPORT CONTROLLED – AUTHORISED FOR

RELEASE ON THE INTERNET

© Lockheed MartinNOT EXPORT CONTROLLED – AUTHORISED FOR

RELEASE ON THE INTERNETJanuary 2015

© Lockheed Martin

The views expressed in this presentation are my own

and do not necessarily reflect those of my past or

present employers or their clients.

• You

• SharePoint

• Information Management

• Security

• Questions

Agenda



© Lockheed Martin

SharePointU

se

rA

dm

in

Metadata

Document / List Item

Library / List

Site

Web Application

Farm

Environment



© Lockheed Martin

Data

Structure

Information

What is information and

what is a record?

Information

Something of

Significant

Record



© Lockheed Martin

How well do we manage them?



© Lockheed Martin

• Create a file plan

–What will be classed as a records?

–What category of record do the items

belong?

–Where are records stored?

–What are the retention periods?

–Who is responsible for managing the

records?

• Location…

Manage your Information



© Lockheed Martin

• Do you have one?

• When was it last updated?

• Is it fit for purpose?

Information Architecture



© Lockheed Martin

Organisational

Chief Executive

Regulatory function 2


CommsCorporateServices

Organisational function 1



HumanResources

Finance

IT

External

Internal

Web / Social

Regulatory sub function

Policy

Regulatory sub function Projects

Regulatory sub function

Policy

Regulatory sub function Projects

Regulatory sub functionDelivery

Regulatory sub functionAdmin

Organisational sub functionStrategy

Organisational sub functionDelivery

Organisational sub function

Administration


Policy

Organisation sub functionProjects




Administration


Communications

Regulatory sub functionComms



© Lockheed Martin

Functional

Chief Executive

PolicyStrategyCommunicationsCorporate Services Project Delivery Administration

Human Resources

Finance

IT

































© Lockheed Martin

DEMO: Site



© Lockheed Martin

Hybrid

In

Records

Out

Archiving Records



© Lockheed Martin

• Identification

• Discovery

• Monitoring

• Auto Classification

• Standards

–Dublin Core Metadata Element Set

• Used for web pages

–E-GMS (e-Government Metadata Standard)

– ISO 19115:2003 Geographic Information: Metadata

• Describes digital or physical objects

Metadata



© Lockheed Martin

Microsoft Office Metadata

• Author Name

• Author Initials

• Company or organization name

• Computer name

• Name of the network server or

hard disk where the document

is saved

• Non-visible portions of

embedded OLE objects

• Names of previous document

authors

• Document revisions

• Document versions

• Template information

• Hidden text or cells

• Personalized views

• Comments

• …and more!



© Lockheed Martin

Classification of Data

Nationality Caveat

• UK EYES Only

• CANUKUS Eyes Only

• AUSCANNZUKUS

Descriptors

• Budget

• Commercial

• Honours

• Management

• Medical

• Personal

• Policy

• Staff

• Visits

Source: http://en.wikipedia.org/wiki/Classified_information_in_the_United_Kingdom



© Lockheed Martin

Protective Marking Scheme

Unclassified

Protect

Restricted

Confidential

Secret

Top Secret

Official

Secret

Top Secret



© Lockheed Martin

DEMO: Taxonomy



© Lockheed Martin

• Navigation

• Finding content

• Security

Metadata and Taxonomies



© Lockheed Martin

Content Types Building Blocks

Metadata

Columns

Document

TemplatesWorkflows

Document

Information

Panel

Information

Management

Policies

Custom

Forms and Features



© Lockheed Martin

Content Types Locations

Hub

Site

Library / List



© Lockheed Martin

DEMO: Content Type Hub



© Lockheed Martin

Content Type Inheritance

Document (OOTB)

GOVICT2015 Document

Letter

HR letterCustomer

letter

InvoicePerformance

ReviewPolicy

HR policy IT policy

Letter Date

Tax Year

Department

…

…



© Lockheed Martin

Multimedia

Images Audio Video

Other

Flash Java Silverlight

Other Types



© Lockheed Martin

• Software updates

• Multi-factor authentication (MFA)

–knowledge factors ("things only the user knows"),

such as passwords

–possession factors ("things only the user has"),

such as ATM cards

– inherence factors ("things only the user is"),

such as biometrics

• SSL

• Database encryption

• Hardware encryption

• Information Rights Management…

Securing Data



© Lockheed Martin

DEMO:

Information Rights Management (IRM)



© Lockheed Martin

DEMO:

Information Rights Management (IRM)…



© Lockheed Martin

• Amazon

http://aws.amazon.com/compliance/

• Google

https://support.google.com/googleforwork/answer/60566

94

• Microsoft

https://products.office.com/en-GB/business/office-365-

trust-center-cloud-computing-security

• Rackspace

http://www.rackspace.co.uk/public-sector

• Skyscape

http://www.skyscapecloud.com/

Data Sovereignty, Safe Harbour…



http://aws.amazon.com/compliance/

https://support.google.com/googleforwork/answer/6056694

https://products.office.com/en-GB/business/office-365-trust-center-cloud-computing-security

http://www.rackspace.co.uk/public-sector

http://www.skyscapecloud.com/

© Lockheed Martin

• Certified for ISO 27001

• European Union (EU) Model Clauses

Compliance



© Lockheed Martin

• PDF 1.7 (ISO 32000-1:2008)

• PDF/A

–A-1, 2005

–A-2, 2011

–A-3, 2012

• PDF/E

• PDF/UA

• See www.pdfa.org

PDF Standards



© Lockheed Martin

• Across Exchange,

SharePoint, Lync & file

shares

• Based on enhanced

search technology

• Delegate discovery

console with role based

access control

eDiscovery

Get instant

statistics

Use proximity searches

to understand context

Query results across

Exchange & SharePoint

Laser focused refiners to

help find the data you need

Fine tune

complex queries



© Lockheed Martin

Big Data

The NHS spends over £80

million each year handing out

paracetamol with the average

prescription costing 20 times

the price of a packet of the

simple painkiller in the

supermarket.

http://www.telegraph.co.uk/health/11259122/NHS-spends-on-80-million-a-year-on-paracetamol-prescriptions.html



© Lockheed Martin

• Business Intelligence

• Case Management System

• Customer Relationship Management System

• Help Desk

• Web Content Management System

But wait there is more…



© Lockheed Martin

Questions?

January 2015NOT EXPORT CONTROLLED – AUTHORISED FOR

RELEASE ON THE INTERNET

© Lockheed Martin

• Presentation:

– Information and Records Management in SharePoint

• Conference:

– Title: Government ICT 2015 Conference

– Website: http://government-ict.co.uk

– Date: 13th January 2015

• Company:

– Company: Lockheed Martin

– Website: http://civil.lockheedmartin.co.uk

• Presenter:

– Name: Randy Perkins-Smart

– Job Title: Principal Technologist

– Twitter: @SharePointRandy

– Email: [email protected]

Details



© Lockheed Martin

• G-Cloud

• Scottish Government:

– IT Managed Services Framework

–Provision of applications, web development and

associated services framework

• Welsh Government:

– IT Development & Support Framework

See: http://civil.lockheedmartin.co.uk/public-services/frameworks/

Public Sector Frameworks



Technology

Government ICT 2015: Information and Records Managementin SharePoint - Randy Perkins-Smart, Principal Technologist, Lockheed Martin