|By Jeremy Thake||
|February 25, 2013 08:00 AM EST||
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:
- Records Management
- 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:
- How you obtain information for the courts.
- What information you will be able to provide.
- 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.
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.
Oct. 26, 2016 05:00 AM EDT Reads: 2,554
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...
Oct. 26, 2016 04:30 AM EDT Reads: 1,192
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...
Oct. 26, 2016 04:30 AM EDT Reads: 1,759
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 ...
Oct. 26, 2016 04:15 AM EDT Reads: 1,160
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...
Oct. 26, 2016 03:45 AM EDT Reads: 1,018
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...
Oct. 26, 2016 02:30 AM EDT Reads: 1,064
“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.
Oct. 26, 2016 02:30 AM EDT Reads: 1,469
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.
Oct. 26, 2016 01:45 AM EDT Reads: 2,762
Ask someone to architect an Internet of Things (IoT) solution and you are guaranteed to see a reference to the cloud. This would lead you to believe that IoT requires the cloud to exist. However, there are many IoT use cases where the cloud is not feasible or desirable. In his session at @ThingsExpo, Dave McCarthy, Director of Products at Bsquare Corporation, will discuss the strategies that exist to extend intelligence directly to IoT devices and sensors, freeing them from the constraints of ...
Oct. 26, 2016 01:15 AM EDT Reads: 3,118
Fifty billion connected devices and still no winning protocols standards. HTTP, WebSockets, MQTT, and CoAP seem to be leading in the IoT protocol race at the moment but many more protocols are getting introduced on a regular basis. Each protocol has its pros and cons depending on the nature of the communications. Does there really need to be only one protocol to rule them all? Of course not. In his session at @ThingsExpo, Chris Matthieu, co-founder and CTO of Octoblu, walk you through how Oct...
Oct. 26, 2016 12:00 AM EDT Reads: 3,192
A completely new computing platform is on the horizon. They’re called Microservers by some, ARM Servers by others, and sometimes even ARM-based Servers. No matter what you call them, Microservers will have a huge impact on the data center and on server computing in general. Although few people are familiar with Microservers today, their impact will be felt very soon. This is a new category of computing platform that is available today and is predicted to have triple-digit growth rates for some ...
Oct. 26, 2016 12:00 AM EDT Reads: 34,224
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 ...
Oct. 26, 2016 12:00 AM EDT Reads: 1,046
The Internet of Things will challenge the status quo of how IT and development organizations operate. Or will it? Certainly the fog layer of IoT requires special insights about data ontology, security and transactional integrity. But the developmental challenges are the same: People, Process and Platform and how we integrate our thinking to solve complicated problems. In his session at 19th Cloud Expo, Craig Sproule, CEO of Metavine, will demonstrate how to move beyond today's coding paradigm ...
Oct. 26, 2016 12:00 AM EDT Reads: 3,878
Everyone knows that truly innovative companies learn as they go along, pushing boundaries in response to market changes and demands. What's more of a mystery is how to balance innovation on a fresh platform built from scratch with the legacy tech stack, product suite and customers that continue to serve as the business' foundation. In his General Session at 19th Cloud Expo, Michael Chambliss, Head of Engineering at ReadyTalk, will discuss why and how ReadyTalk diverted from healthy revenue an...
Oct. 25, 2016 11:45 PM EDT Reads: 2,998
For basic one-to-one voice or video calling solutions, WebRTC has proven to be a very powerful technology. Although WebRTC’s core functionality is to provide secure, real-time p2p media streaming, leveraging native platform features and server-side components brings up new communication capabilities for web and native mobile applications, allowing for advanced multi-user use cases such as video broadcasting, conferencing, and media recording.
Oct. 25, 2016 08:45 PM EDT Reads: 3,249
Established in 1998, Calsoft is a leading software product engineering Services Company specializing in Storage, Networking, Virtualization and Cloud business verticals. Calsoft provides End-to-End Product Development, Quality Assurance Sustenance, Solution Engineering and Professional Services expertise to assist customers in achieving their product development and business goals. The company's deep domain knowledge of Storage, Virtualization, Networking and Cloud verticals helps in delivering ...
Oct. 25, 2016 08:30 PM EDT Reads: 1,111
SYS-CON Events announced today that Enzu 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. Enzu’s mission is to be the leading provider of enterprise cloud solutions worldwide. Enzu enables online businesses to use its IT infrastructure to their competitive advantage. By offering a suite of proven hosting and management services, Enzu wants companies to focus on the core of their online busine...
Oct. 25, 2016 08:15 PM EDT Reads: 1,378
November 1–3, 2016, at the Santa Clara Convention Center in Santa Clara, CA. Penta Security is a leading vendor for data security solutions, including its encryption solution, D’Amo. By using FPE technology, D’Amo allows for the implementation of encryption technology to sensitive data fields without modification to schema in the database environment. With businesses having their data become increasingly more complicated in their mission-critical applications (such as ERP, CRM, HRM), continued ...
Oct. 25, 2016 07:30 PM EDT Reads: 1,127
In the next five to ten years, millions, if not billions of things will become smarter. This smartness goes beyond connected things in our homes like the fridge, thermostat and fancy lighting, and into heavily regulated industries including aerospace, pharmaceutical/medical devices and energy. “Smartness” will embed itself within individual products that are part of our daily lives. We will engage with smart products - learning from them, informing them, and communicating with them. Smart produc...
Oct. 25, 2016 07:30 PM EDT Reads: 1,546
OnProcess Technology has announced it will be a featured speaker at @ThingsExpo, taking place November 1 - 3, 2016, in Santa Clara, California. Dan Gettens, OnProcess’ Chief Analytics Officer, will discuss how Internet of Things (IoT) data can be leveraged to predict product failures, improve uptime and slash costly inventory stock. @ThingsExpo is an annual gathering of IoT and cloud developers, practitioners and thought-leaders who exchange ideas and insights on topics ranging from Big Data in...
Oct. 25, 2016 07:15 PM EDT Reads: 340