Is This Your Last Migration?

1. Is This Your Last Migration? Migrating Records Management Systems to the Cloud

2. Who We Are. • Tim Cone – Productivity Practice Director, Gulf Coast Region • Tim@catapultsystems.com • Reza Dorrani – Productivity Technical Lead, Gulf Coast Region • Reza.Dorani@catapultsystems.com • Catapult Systems – catapultsystems.com • Cloud Services and Systems Integrator • Microsoft Partner (NSI) • Started in Austin TX • Been around for 25 Years • Gulf Coast offices in Austin, San Antonio and Houston • Other offices in Dallas, Denver, Tampa, Phoenix • National and Global Services

3. Today’s Discussion • Covering the 5 W’s of the Cloud (and one How…) • Who’s Going to the Cloud • When are They Going • Where are they going? • What Will I Find When I Get There • Why are They Going? • How Do I Get there? • An Example of Where – Office 365/SharePoint Online

4. Who and When?

5. Why Are They Going?

6. Why – To Facilitate the Digital Workplace The Digital Workplace is an ecosystem of platforms, technologies and services that lives at the intersection of people, organization and technology. It provides the capability to Connect, Collaborate and work from anywhere with any device capable of connecting.

7. Why Invest in a Digital Workplace? • By 2025 millennials will make up 75% of the workforce and climbing • 76% of full time workers would leave their job if the right opportunity comes along • Increasingly employees are looking towards flexibility, autonomy, and recognition as opposed to just money, work on their terms… • Employees more frequently judge their employer by the technical environment they work in • Connecting to employees is hard but connected employees stay longer and are more productive

8. What’s Up There The Systems in the cloud are generally made up of multiple coordinated and connected services Public – Amazon, Azure, Google Private – Corporate Cloud Community – Universities and Healthcare Hybrid – Mix it up • Software as a Service (SaaS) • Platform as a Service (PaaS) • Infrastructure as a Services (IaaS)

9. What is there? One Example

10. Microsoft 365 • Microsoft 365 is made up of various applications that meets the needs for your company a holistic solution. • It includes Outlook for email and calendars • SharePoint for intranet, content management and collaboration • Yammer to connect people across your organization • Office Apps for co-authoring and online access to Microsoft Office Applications like Word, Excel, and PowerPoint • And Teams which act as the hub for teamwork by combining the features of the other applications mentioned • All these applications as part of Microsoft 365 is built on services such as Office 365 Groups, Microsoft Graph and Security and Compliance

11. Microsoft 365 Teamwork • With Microsoft 365 you can start a conversation from different applications such as: • Teams for project based work • Yammer for unstructured communication • Outlook for targeted communication • And SharePoint for content management and structure communication • And all of these uses Office 365 Groups

12. Why is Moving to the Cloud a Good Idea? Migration to a cloud-based records management system could significantly decrease the number of future system migrations. • Reduce large organizational disruptions • Reduce the cost of migration projects – especially “Big Bang” costs • Lower capital expenditures, reduced need to “keep the fans turning” in the data center • Continuous Improvement

13. What’s the Catch? Migration to a cloud-based records management system, if it’s done right, will Change the way you work – and that’s not always easy. • Continuous Improvement means Continuous Change – that’s good right? (Facebook, Phone Apps, Games, Web Platforms like Hulu) • Do you have a VP of Organizational Change? If not should you? • When do we clean it all up? Opportunities for ROT? • Can’t hit the “Reset” button • Expanded Capability means changes to Governance

14. How do I get there? • Traditional • ROT (Possibly) De-clutter then move • Move it all • Value Based Approach • ROT • Value Assessment – What is valuable to your business? • Data/Electronic Documents are a valuable resource for your company (Perhaps the most valuable) • You paid to build or collect it and you continue to pay to manage, protect, store it • You can’t do business without it (Operations, Compliance etc) • You gain efficiency or revenue from it (Efficient provision of Services and Process Improvement) • Staged, Value Based Migration to an MVP

15. Minimum Viable Product

16. Value Base Approach SP2013 O365/SPO Simple Map to Value Evaluation (Complexity) Moderate SP2016 Complex Azure Archive

17. Intro Summary • Organizations are moving to the Cloud for a lot of reasons and doing it rapidly – It’s the largest source of revenue for some of the largest companies in the world • In most cases it’s a collection of separate but connected systems • The systems are continuously improving and changing • The systems support the Digital Workplace and Workers • The migration to the cloud WILL change the way you work • Value Based Migration into the proper place in the System Ecosystem

18. Interesting Part SharePoint and…New Cloud Functionality

19. Cloud Advantages • No Infrastructure Cost • MSFT handles the hardware and storage – pay as you go service • Scalable infrastructure • Automatic Upgrades • Server upgrades and patches are all handled automatically • Availability • MSFT SLA for availability is 99.9%. • Anytime, Anywhere Access • Safety & Security • Microsoft data centers help safeguard your data and are certified to meet multiple industry-standard certifications. • New features • Instant access to new features, updates and bug fixes

20. EDMS • Conversion of paper documents to electronic files. • Reduction in physical space for storage of physical documents. • Eliminate use of paper forms and automate processes- by defining metadata fields for the digital file, information on the document itself becomes usable data • Automatic workflow, escalation, and e-authorization are now possible for processes • Increased protection and document security • Document accountability • Searchability and inter-relationship between documents • Document information analysis capabilities

21. SharePoint as EDMS • Content Management Tool • Auditing capabilities • Sharing capabilities – internal and external • Information Rights Management • Document Management Capabilities: • Drag and drop documents – to libraries and one drive • Document previews, open/edit documents on browser or app and work using commands and contextual menus • Share and follow documents • Allows multiple hierarchies/folders • Advanced Metadata Support • Versioning / Check-in check-out of files • Reusable columns/components – using Content types and Site Columns

22. Microsoft Graph • Microsoft Graph is made up of resources connected by relationships • The Office Graph continuously collects and analyses signals that you and your colleagues send when you work in Office 365. • Signals: When you and a colleague modify or view the same document, it’s a signal that you’re likely to be working together. Other signals are who you communicate with through e-mail, and who you’ve shared documents with, who your manager is, and who has the same manager as you.  • Example: you can get the popular files trending around a particular user, or get the most relevant people around a user.

23. Delve • Employee Profile and Content Discovery powered by MS Graph • Data Sources • O365 Exchange (email attachments) • SharePoint Online • One drive for business • O365 Video (Stream) • Delve uses the result of the Graph analysis to show you documents that are most likely to be relevant to you right now • The information on each content card helps you understand why a document shows up for you. For example, several of your colleagues viewed the document recently or someone you work with modified it.  • NOTE: You'll only see documents you have access to. You can see your private documents and other documents that you have access to. Other people can see their documents and documents that they have access to.

24. Office 365 Groups • Office 365 Groups is a membership service • Gateway for people to communicate and collaborate with each other to accomplish their daily tasks • Features • One identity - Azure Active Directory (AAD) is the master for group identity and membership across Office 365 (Exchange, SharePoint, etc.) • Federated Resources – O365 services extend with their data (Example: SharePoint TeamSite, OneNote, Planner etc.) • Loose coupling – Services notify each other of changes to a group (Example: creation, deletion, updates) • Groups can be private or public • A Group gets created automatically from any of these products: • Planner – New Plan • SharePoint – New Site Collection ( Team Site Collection) • Outlook – New Group • Power BI – New Workspace • Teams – New Team

25. OneDrive • OneDrive for Business (OD4B) is the personal file storage area that comes with O365 or SharePoint Server • With OneDrive, you can securely store all your files in one place, share them with others, and get to them from anywhere. • Useful for saving personal (but work-related) files, initial document drafts, and files you need to share with a very small group of people. • Files on Demand, a feature released in 2017, displays all cloud files in File Explorer or Finder regardless of whether they were actually downloaded, meaning you can view, open, edit, move, and copy files on your desktop even if they haven’t been downloaded. • Mobile app (iOS and Android)

26. Teams • Chat based workspace in Office 365 • Teams are the overall group of people working on a project ranging from small product teams to a larger organization • Teams comprises of Channels, each covering a different topic • Teams can be public or private • Collaborate with external users via Guest access • Mobile, web and desktop clients • Security based on Azure Active Directory (Office 365 group)

27. Teams • Built for teamwork • Email and Calendar with Exchange • Connect to people, content(files) and apps with SharePoint • Voice, video and chat with Skype and Microsoft Teams • Network across the organization with Yammer • Co-author with Office 365 ProPlus • Office 365 Groups – Cross-application group membership

28. PowerApps • PowerApps is a SaaS tool that lets you build business apps that run in a browser or phone/tablet with no coding experience required. • PowerApps combines visual drag-and-drop concepts from PowerPoint with Excel-like expressions for logic and working with data. • PowerApps provides templates and sample data that you can use to quickly build an app, and then you can customize the app to better suit your needs. • Lots of options for connecting to data via 200+ connectors • Connects to data anywhere securely– Online or on-premise (using the Data Gateway) • Runs on any device (iOS, Android)

29. MS Flow • Microsoft Flow is the SaaS tool to create and automate workflows across multiple applications and services. Flow is reasonably easy for an everyday worker with no programming or technical experience to use to their advantage. • Flow is especially good for approval workflows, integrating multiple apps and services, and automating time-consuming and monotonous tasks. Flow can be used for something as simple as routing a document for approval by your manager or as complex as onboarding a new employee at your organization. • Flows can be personal (only for you) or shared (made available for everyone in a department or company). • Some of Flow’s strongest attributes include its template store and connectors to other LOB applications Get notifications Synchronize files Collect data Automate approvals

30. Planner • Tasks management and planning application • Planner combines real-world project management with a slick user interface, powerful functionality, integrations across Office 365, and a minimal learning curve. Planner is integrated with Microsoft Teams tabs and you get a permission-controlled Plan with each Office 365 Group. • Planner makes it easy for team to: • Create New Plans – A plan allows user to manage tasks • Organize and assign tasks • Share Files • Get updates on progress • Planner provides two main views: 1) A team-based view that provides status reporting and dashboards for your Group (inclusive only of the tasks for your Group) and 2) A personal hub that collects and displays all tasks that you have in Planner across all of your Plans.

31. Power BI • SQL Server Analysis Server in the cloud • Can connect to data and update real time • Build dashboards that anyone can consume • Use Power BI reports in SharePoint, PowerApps etc. • Self Service Analysis

32. MS Forms • Microsoft Forms is a simple survey, poll, and quiz tool. • MS Forms gives everyday workers the ability to create reasonably complex forms for garnering feedback, getting sign ups, submitting simple requests, and completing questionnaires. • Forms can be shared with internal and external users. • Forms results are simple and display as lists of text, pie charts (for radio questions), or column charts (for check box questions). • Results can also be opened and downloaded as an Excel spreadsheet.

33. Records • Electronic or physical entity • Organizationally important • Requires to be retained for specific period of time – For legal, business or regulatory purposes • A record can’t be modified or deleted. • Records are finally disposed of after their stated lifetime is past. • Example :- Contract Record – retain for 5 years and then trigger disposition review

34. Records Management Retention Policies eDiscovery Records Management Legal Holds Physical Files Electronic Files Disposition of Records Audit Trail

35. Data governance challenges • In the modern world of digital communication, the amount of electronic data grows exponentially, leading the company to do a daunting job of deciding what to keep and what not to keep, not to expose their organizations to unwanted risks without proactive data retention policies. • Datastored in different repositories (example: One Drive, SharePoint, Exchange) • Reducing compliance risk is directly proportional to reducing amount of data and keeping only the high value data

36. Advanced Data Governance • Advanced Data Governance in O365 enables customers to achieve organizational compliance by intelligently leveraging machine assisted insights to find, import, classify, set policy and take action on the data that is most important • Building Blocks: • Personas of Data Governance (Permissions/Rules) • Compliance Officer • IT Admin • Records Manager • Information Worker Govern Monitor Import

37. Data governance challenges • Personas of Data Governance (Permissions/Rules) • Compliance Officer (CO) • Ensure employees abide by internal policies and regulations set by regulatory bodies • Continuous review of policies and regulations  • IT Admin • Custodian of O365 Service • Perform System maintenance and regular health checks • Records Manager • Oversee implementation of Data Retention, Archival and Classification • Coordinates with program managers to ensure schedules of records (retention, creation etc.) • Monitors the insights and usage of policies and take action to ensure efficient records management • Information Worker • Make use of all compliance and data governance • Understand attributes attached to a document • Auto classification of content will help them work faster

38. SharePoint for Records Management- Classic • RecordsCenter Site • In Place Records Management • Document ID • Managed Metadata Service • Site Collection Auditing • Holds and eDiscovery • Document Sets • Site Compliance

39. Records Management - O365

40. InformationRights Management • Azure Information Protection (AIP) – Classify, Label and Protect Files – beyond O365 including on-premises and hybrid • Office 365 DLP – Prevent data loss across Exchange Online, SharePoint Online and OneDrive for Business • ISV Applications – Enable ISV Partners to consume labels, apply protection • Office Apps – Protect sensitive information when working in Excel, Word , PowerPoint , Outlook • O365 Advanced Data Governance – Apply retention and deletion policies to sensitive and important data in O365 • SharePoint & Groups – Protect files in libraries and lists. • Microsoft Cloud App Security – Visibility into 15k+ cloud apps, data access & usage, potential abuse • O365 Advanced Security Management – Visibility into O365 App Usage and potential data abuse • Windows Information Protection – Separate personal vs work data on Windows 10 devices and prevent work data from traveling to non-work devices • Message Encryption – send encrypted emails in O365 to anyone- inside or outside of the company • Conditional Access – Control access to files based on policy, such as identity, machine configuration, geo location

41. Data Loss Prevention (DLP) • Sensitive Data Analysis (pre-defined sensitive types) • Define Policies for Sensitive Data • Policy tips for end users • All activity is audited and reported • Spans across following components of O365 • Exchange • SharePoint Online • One drive • Admindefined Policy Tips

42. Labels • Record Managers or IT Admins who best understand their business and employees, define a minimal set of simple label options that information workers can use • Information worker choses the right label associated with their content (IW no longer needs to know about data policies or governance associated with label) • Labels span across – SharePoint, One Drive, Outlook, Exchange • Record Managers or IT Admins can define the trigger condition for the label and the respective outcome (retention, disposition etc.) • Labels can be applied manually by the people in your organization or can be applied to content automatically. • Automatic Label feature :- • Specific types of sensitive information – SharePoint and OneDrive • Specific keywords that match a query – Exchange, SharePoint, OneDrive and Office 365 Groups • The ability to apply labels to content automatically is important because: • You don’t need to train your users on all of your classifications. • You don’t need to rely on users to classify all content correctly. • Users no longer need to know about data governance policies – they can instead focus on their work.

43. Labels • Records Management can be enabled via Labels for both emails and documents. • Labels can be used to classify content as a record. When this happens, the label can’t be changed or removed, and the content can’t be edited or deleted. • Making labels available to people in your organization so that they can classify content is a two-step process: first you create the labels, and then you publish them to the locations you choose. When you publish labels, a label policy gets created. • If you publish labels to SharePoint or OneDrive, it can take one day for those labels to appear for end users. In addition, if you publish labels to Exchange, it can take 7 days for those labels to appear for end users, and the mailbox needs to contain at least 10 MB of data.

44. Labels • Labels enforce retention • Trigger a disposition review at the end of the retention period, so that SharePoint and OneDrive documents must be reviewed before they can be deleted • Start the retention period from when the content was labeled, instead of the age of the content or when it was last modified.

45. Labels • Labelscan declare an item is labeled as a recordand hence: • The item can’t be permanently deleted. • The item can’t be edited. • The label can’t be changed. • The label can’t be removed. • Records and folders • You can apply a label to a folder in Exchange, SharePoint, or OneDrive. If a folder is labeled as a record, and you move an item into the folder, the item is labeled as a record. When you move the item out of the folder, the item will continue to be labeled as a record.

46. AIP Labels • Azure Information Protection (AIP) labels are used to apply a sensitivity setting to documents across Office 365. • They are defined in the Azure Information service of the Azure portal. • When applied, it appears as a sensitivity setting in the UI ribbon (in the Office client) and is stored in clear text as a property in the document backstage in ‘Advanced Properties’. • The label can be manually set by an end-user, can be recommended to an end-user based on document/email content or it can be automatically based on document/email content. • The sensitivity label, since it is in clear text, can be read by other services to take appropriate action. • Any service that can read the sensitivity can take action upon it. (DLP and AIP can be integrated using Search capabilities)

47. AIP Labels • Microsoft’s default label recommendations in the Azure Information Protection service within the Azure portal: • These labels will appear in the Information Protection Bar at the top of the following client apps: Word, Excel, PowerPoint, Outlook. • Note: you must install the Azure Information Protection unified client in order to classify documents from the client and to see the Information Protection bar.

48. Unified Labeling Experience (Preview) Unified experience means that the same default labels can be used in both Office 365 and Azure Information Protection, and the labels created in either of these services will automatically be synchronized across the other service – no need to create labels in two different places

49. Unified Labeling Experience (Preview)

50. Unified Labeling Experience (Preview)