Migrating Records Management Systems to the Cloud. Tim Cone – Productivity Practice Director, Gulf Coast Region. Tim@catapultsystems.com. . Reza Dorrani – . Productivity Technical Lead, Gulf Coast Region. ID: 713344
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Is This Your Last Migration?
Migrating Records Management Systems to the CloudSlide2
Tim Cone – Productivity Practice Director, Gulf Coast Region
Reza Dorrani – Productivity Technical Lead, Gulf Coast RegionReza.Dorani@catapultsystems.com Catapult Systems – catapultsystems.comCloud Services and Systems IntegratorMicrosoft Partner (NSI)Started in Austin TXBeen around for 25 YearsGulf Coast offices in Austin, San Antonio and HoustonOther offices in Dallas, Denver, Tampa, PhoenixNational and Global Services
Who We Are.Slide3
Covering the 5 W’s of the Cloud (and one How…)
Who’s Going to the Cloud
When are They GoingWhere are they going?What Will I Find When I Get ThereWhy are They Going?How Do I Get there?An Example of Where – Office 365/SharePoint OnlineToday’s DiscussionSlide4
Who and When?Slide5
Why Are They Going?Slide6
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.Slide7
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 alongIncreasingly 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 inConnecting to employees is hard but connected employees stay longer and are more productiveSlide8
What’s Up There
The Systems in the cloud are generally made up of multiple coordinated and connected services
Public – Amazon, Azure, GooglePrivate – Corporate CloudCommunity – Universities and HealthcareHybrid – Mix it upSoftware as a Service (SaaS)Platform as a Service (PaaS)Infrastructure as a Services (IaaS)Slide9
What is there? One ExampleSlide10
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 ComplianceSlide11
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 GroupsSlide12
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” costsLower capital expenditures, reduced need to “keep the fans turning” in the data centerContinuous ImprovementWhy is Moving to the Cloud a Good Idea?Slide13
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” buttonExpanded Capability means changes to GovernanceWhat’s the Catch?Slide14
How do I get there?
ROT (Possibly) De-clutter then moveMove it allValue Based ApproachROTValue 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 itYou 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 MVPSlide15
Minimum Viable ProductSlide16
Map to Value
Value Base Approach
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 systemsThe systems are continuously improving and changingThe systems support the Digital Workplace and WorkersThe migration to the cloud WILL change the way you workValue Based Migration into the proper place in the System EcosystemSlide18
SharePoint and…New Cloud FunctionalitySlide19
No Infrastructure Cost
MSFT handles the hardware and storage – pay as you go serviceScalable infrastructureAutomatic Upgrades
Server upgrades and patches are all handled automatically
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.
Instant access to new features, updates and bug fixesSlide20
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
Searchability and inter-relationship between documents
Document information analysis capabilitiesSlide21
SharePoint as EDMS
Content Management Tool
Auditing capabilitiesSharing capabilities – internal and externalInformation Rights ManagementDocument 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 ColumnsSlide22
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.Slide23
Employee Profile and Content Discovery powered by MS Graph
Data SourcesO365 Exchange (email attachments) SharePoint OnlineOne 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.Slide24
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 FeaturesOne
Azure Active Directory (AAD) is the master for group identity and membership across Office 365 (Exchange, SharePoint,
– O365 services extend with their data (Example: SharePoint TeamSite, OneNote, Planner etc.)
– 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 TeamSlide25
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)Slide26
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 organizationTeams comprises of Channels, each covering a different topicTeams can be public or privateCollaborate with external users via Guest access
Mobile, web and desktop clients
Security based on Azure Active Directory (Office 365 group)Slide27
Built for teamwork
Email and Calendar with ExchangeConnect to people, content(files) and apps with SharePointVoice, video and chat with
and Microsoft Teams
Network across the organization with
Office 365 Groups
– Cross-application group membershipSlide28
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)Slide29
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
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 tasksOrganize and assign tasks
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.Slide31
SQL Server Analysis Server in the cloud
Can connect to data and update real timeBuild dashboards that anyone can consumeUse Power BI reports in SharePoint, PowerApps etc.Self Service AnalysisSlide32
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
Electronic or physical entity
Organizationally importantRequires to be retained for specific period of time – For legal, business or regulatory purposesA 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 reviewSlide34
Disposition of Records
Data governance challenges
n 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.Data stored in different repositories (example: One Drive, SharePoint, Exchange)
compliance risk is directly proportional to reducing amount of data and keeping only the high
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
Personas of Data Governance (Permissions/Rules)
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
Custodian of O365 Service
Perform System maintenance and regular health checks
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
Make use of all compliance and data governance
Understand attributes attached to a document
Auto classification of content will help them work fasterSlide38
Records Management - ClassicRecords Center SiteIn Place Records Management
Management - O365Slide40
Rights Management Azure Information Protection (AIP) – Classify, Label and Protect Files – beyond O365 including on-premises and hybridOffice 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 locationSlide41
Data Loss Prevention (DLP)
Sensitive Data Analysis (pre-defined sensitive types)
Define Policies for Sensitive DataPolicy tips for end usersAll activity is audited and reportedSpans across following components of O365
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, ExchangeRecord 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.Slide43
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.Slide44
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 deletedStart the retention period from when the content was labeled, instead of the age of the content or when it was last modified.Slide45
can declare an item is labeled as a record
The item can’t be permanently deleted.
The item can’t be edited.
The label can’t be changed.
The label can’t
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.Slide46
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
service that can read the sensitivity can take action upon it. (DLP and AIP can be integrated using Search capabilities)Slide47
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.Slide48
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 placesSlide49
Unified Labeling Experience (Preview)Slide50
Unified Labeling Experience (Preview)Slide51
Unified Labeling Experience (Preview)Slide52
Scalable built in search
One search for all data types across exchange and SharePointCreate cases for eDiscoverySearch for data typesExport to reviewPlace holds on mailboxes, sites, documents etc.
Download search results from Exchange, SharePoint ,OneDrive
Query and Hold
Analyze Content (Search)
Audit pipeline captures all O365 activity
Search across content that is person and content centricSearch and export data90 days of events logged by defaultPredefined list of activities availableSlide54
Cloud Platforms are Secure, Separate and Connected Systems
New Capabilities are coming all the time (Firehose Effect) – Many systems have a two-week development cycle.Organizational Change will be a constant fact-of-life and CRITICAL for getting user adoption and the ROI you want from your systems If you plan correctly for your transition to the Cloud you will have the opportunity to take advantage of the new and emerging capabilities that are offered by Cloud Systems including Analytics, Advanced Workflow, Bots, and SecurityWhen you move make decisions based on the Business Value of your data. This can have a HUGE impact on:What you moveWhen you move itWhere you move itSlide55
Feel free to email us!Slide56