ARMA Greater Columbus Office 365 eDiscovery and Information Governance Workshop May 17, 2018 2 Both Sides Now by Joni Mitchell 3 Agenda – O365: monumental impact on IG and eDiscovery – Background on O365 – Dynamics introduced by moving to O365 – What is O365? – Key elements of O365 – How does O365 work? – Security & Compliance Center – Information Governance features in O365 – eDiscovery features in O365 – O365 Resources 4 IG considerations in context of O365 Executive Sponsor • IG is primary stakeholder for O365 planning, strategy, and management Information policy development and communications • Policies created to account for and/or adapt to O365 Information organization and classification • Labels and auto-classification and what to use when Information security • Identifying and protecting sensitive content with data loss prevention and information rights management Information accessibility • Right people at the right time via Teams, Groups, SharePoint Information control • Identify, classify, access, preserve, review, records management, eDiscovery Information governance monitoring and auditing • Data loss prevention, Supervision, Data Governance dashboards 5 Keep in mind – Pros and cons of O365 adoption from your perspective – What features and functions to adopt? – Technology replacement opportunities? – SourceOne – DMS – DLP – Others 6 O365: monumental impact on information governance and eDiscovery The widespread adoption of O365 is one of the most disruptive and significant trends to hit the Information Governance and eDiscovery professions in the past 20 years 7 Why? Reason #1: Office 365 is an evidence factory and warehouse • Factory for creating ESI: – Email – Files: Word, Excel, PowerPoint, OneNote – Web pages – Chats: Instant Messages • Warehouse for storing ESI: – Mailboxes – SharePoint document libraries – OneDrive for Business – Teams – Yammer – Groups 9 Reason #2: Office 365 is becoming the leading enterprise and business email system worldwide • Email is involved in MOST cases and frequently is KEY evidence • Whatever system houses email naturally is a focal point for discovery • The email system impacts—in part or in whole: – Where email is stored – How email is stored – How long email is retained – Whether email is purged on a regular basis – How easy or difficult it is to identify, preserve, and collect 10 10 Reason #3: Office 365 is a powerful reflection and amplification of general IT trends • Cloud computing: Office 365 is THE quintessential cloud computing platform – Massively scalable “utility” computing – IT infrastructure owned and managed by provider (DR, backup, etc. under exclusive control of Microsoft) • “Apps” with rapid development and deployment • Social media infused user experience – Facebook, Snapchat, Instagram – Communicating using acronyms, emoticons, graphics, pictures, video, giphy 11 11 Reason #4: built-in eDiscovery and Information Governance tools • eDiscovery tools: – Identification – Preservation – Collection – Processing – Analysis • Information Governance tools: – Retention and disposition – Compliance – Information Security 12 Background 13 Some history 14 Adoption of O365 is fast and furious • 35% growth in commercial seats • 50k small businesses adopt Office 365 every month • 80% of Fortune 1000 have Office 365 • Office 365 is Microsoft’s fastest growing commercial product ever • Office 365 eclipsed Salesforce.com as the most widely used cloud-based business application • 100 million active commercial Office 365 users 15 Why do organizations move to Office 365? • Cost and financial implications – Fixed predictable pricing /$ per user per month – Operational vs. capital expense • Reduced burden on IT: easier to deploy and manage than on-prem – Less infrastructure to integrate and manage – Basic patching, updates, server replacements handled by Microsoft – New features and functions rolled out automatically • Tools! Apps! Something for everyone to be more collaborative and productive – Groups, Teams, Planner, StaffHub • Built to be deployed on multiple devices and available 24/7 – Mobile and cloud first! Microsoft’s mantra 16 Dynamics introduced by the move to O365 17 Dynamics introduced by moving to Office 365 • New content types – Conversations and Chat-based communications with emoji, emoticons, Memes, Giphy, etc. – Planner – Sway • New storage locations – OneDrive for Business – Office 365 Groups – Teams – Yammer • Change – Persistent, continuous, and at high velocity • Lower bar to deployment – Heavy IT integration and configuration is handled by Microsoft – Easier to deploy and consume features such as Instant Messaging, collaboration, Information Rights Management, etc. 18 Dynamics introduced by moving to Office 365: what ESI to move? “Information Governance” “Information Forklift move? cleanup prior to move? Everything Governance” cleanup – Identify Redundant Obsolete and Trivial (“ROT”) data after move? • Not subject to legal hold – Move ESI into O365 then turn on • Not subject to legal, regulatory, or business retention policies • Develop criteria (age, author, duplicate, etc.) – Identify data subject to legal hold – Identify data subject to legal, regulatory, or business retention requirements (records, work in progress, etc.) – Document actions taken • Approval for disposition • What was disposed, when, by whom 19 19 Dynamics introduced by moving to Office 365: adoption • Email is typically 100% adoption Server – PSTs PST – Archive Archive • OneDrive for Business adoption: PC – Will we adopt? Documents – Will it become our corporate standard for user file Home OneDrive sharing? Share File Sharing – Will we migrate home share, My Documents? Service Department • File shares to SharePoint Online document libraries Shares Public adoption Shares – Will we adopt? Project Shares – Will SPO replace file server based file sharing? 20 – Will me migrate file shares to SPO? 20 Dynamics introduced by moving to Office 365: adoption • Groups • Teams • Planner • Yammer • StaffHub • PowerBI –*Adoption of these tools have IG implications 21 21 What is Office 365? What is Office 365? • Suite of Services/Products – E-mail, Instant Messaging, Collaboration, File Sharing – Office (Word, Excel, PowerPoint, Access, etc.), Exchange, SharePoint, Skype for Business • Cloud – Quintessential example of cloud computing Cloud – Hardware, storage, backup and disaster recovery are handled by Microsoft • Software as a Service (SaaS) – Individuals, companies, organizations subscribe to the service for a fixed monthly or annual fee 23 Elements of Office 365: The Periodic Table icsh.pt/O365Table 24 Key elements of Office 365 Exchange Online SharePoint Online Yammer Built-In Information -Email -Collaboration: Team Sites -Enterprise social media: “Facebook for the Governance Tools corporation” -Calendar -Intranet/portals -Retention and disposition -Groups and communities -Contacts -Blogs/wikis -Compliance -Application development -Posts: free-text entries, comments, -Tasks conversations -Information Security -Enterprise Content Management -Notes Unique -Upload files (Word, Excel, etc.) -Document libraries -Journal ESI Unique -Polls, praise -Enterprise file sharing: OneDrive for ESI NOT -Exchange Public Folders NOT -Like, share, unlike foundBusiness in & document libraries found in user’s user’s mailbox mailbox Skype for Business “Mashups” Office ProPlus Built-In eDiscovery Applications and tools that are cross-platform -Word Tools -Instant Messaging (IM chats) and/or built from the ground upSubject in Office to365 eDiscovery -Excel -Identification -Voice (call logs) --Groups tools? -PowerPoint -Preservation -Online meetings -Planner -Outlook -Collection -Presence -Teams -OneNote -Analytics Install -Access -Processing Unique on up to -Publisher ESI NOT 15 found in devices! user’s mailbox 25 Key elements of Office 365: OneDrive for Business • What is it? – Individual file storage tool that competes with DropBox, Box, GoogleDrive – Potentially replace “My Documents” and home-share on file server – Technically it’s a SharePoint site – Access via the web or local copy on user’s device Work with files on local • eDiscovery and IG implications device… Cloud – ESI stored in OneDrive for Business is subject to eDiscovery tools – ESI stored in OneDrive for Business is subject to Information Governance tools – Centralized repository reduces need to collect from desktop, laptop, tablet • FYI – There is OneDrive for Business AND “OneDrive” consumer – OneDrive consumer – Consumer oriented service – Provided with certain Office and Office 365 subscriptions …but your files are ALSO stored in the cloud 26 Key elements of Office 365: “Groups” • What is it? – Collaboration tool – Each has a: – Mailbox – Stores messages and conversations – SharePoint document library – Calendar – OneNote • eDiscovery and IG implications – ESI stored in a Group is subject to eDiscovery tools – ESI stored in a Group is subject to Information Governance tools – Centralized repository reduces need to collect from file shares (group, dept., project, etc.) • Why are they of interest? – Individuals can enable and invite others – Upload and create Office files – Participate in conversations – Emails – Calendar (SEPARATE FROM EXCHANGE!) 27 Key elements of Office 365: Planner • What is it? • Collaboration tool • Each has a: • Mailbox • Stores messages and conversations • SharePoint document library • Calendar • OneNote • Also includes “Planner” or “Plan,” a Microsoft Project “lite” (very) • eDiscovery and IG implications • ESI stored in