|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.
To more closely examine the variety of ways in which IT departments around the world are integrating cloud services, and the effect hybrid IT has had on their organizations and IT job roles, SolarWinds recently released the SolarWinds IT Trends Report 2017: Portrait of a Hybrid Organization. This annual study consists of survey-based research that explores significant trends, developments, and movements related to and directly affecting IT and IT professionals.
Apr. 24, 2017 04:00 PM EDT Reads: 1,423
This recent research on cloud computing from the Register delves a little deeper than many of the "We're all adopting cloud!" surveys we've seen. They found that meaningful cloud adoption and the idea of the cloud-first enterprise are still not reality for many businesses. The Register's stats also show a more gradual cloud deployment trend over the past five years, not any sort of explosion. One important takeaway is that coherence across internal and external clouds is essential for IT right n...
Apr. 24, 2017 02:45 PM EDT Reads: 1,449
Developers want to create better apps faster. Static clouds are giving way to scalable systems, with dynamic resource allocation and application monitoring. You won't hear that chant from users on any picket line, but helping developers to create better apps faster is the mission of Lee Atchison, principal cloud architect and advocate at New Relic Inc., based in San Francisco. His singular job is to understand and drive the industry in the areas of cloud architecture, microservices, scalability ...
Apr. 24, 2017 11:00 AM EDT Reads: 3,295
Back in February of 2017, Andrew Clay Schafer of Pivotal tweeted the following: “seriously tho, the whole software industry is stuck on deployment when we desperately need architecture and telemetry.” Intrigue in a 140 characters. For me, I hear Andrew saying, “we’re jumping to step 5 before we’ve successfully completed steps 1-4.”
Apr. 24, 2017 07:30 AM EDT Reads: 1,504
Enterprise architects are increasingly adopting multi-cloud strategies as they seek to utilize existing data center assets, leverage the advantages of cloud computing and avoid cloud vendor lock-in. This requires a globally aware traffic management strategy that can monitor infrastructure health across data centers and end-user experience globally, while responding to control changes and system specification at the speed of today’s DevOps teams. In his session at 20th Cloud Expo, Josh Gray, Chie...
Apr. 24, 2017 05:15 AM EDT Reads: 3,060
Is your application too difficult to manage? Do changes take dozens of developers hundreds of hours to execute, and frequently result in downtime across all your site’s functions? It sounds like you have a monolith! A monolith is one of the three main software architectures that define most applications. Whether you’ve intentionally set out to create a monolith or not, it’s worth at least weighing the pros and cons of the different architectural approaches and deciding which one makes the most s...
Apr. 23, 2017 09:15 PM EDT Reads: 2,527
In large enterprises, environment provisioning and server provisioning account for a significant portion of the operations team's time. This often leaves users frustrated while they wait for these services. For instance, server provisioning can take several days and sometimes even weeks. At the same time, digital transformation means the need for server and environment provisioning is constantly growing. Organizations are adopting agile methodologies and software teams are increasing the speed ...
Apr. 23, 2017 08:00 PM EDT Reads: 3,202
Cloud Expo, Inc. has announced today that Aruna Ravichandran, vice president of DevOps Product and Solutions Marketing at CA Technologies, has been named co-conference chair of DevOps at Cloud Expo 2017. The @DevOpsSummit at Cloud Expo New York will take place on June 6-8, 2017, at the Javits Center in New York City, New York, and @DevOpsSummit at Cloud Expo Silicon Valley will take place Oct. 31-Nov. 2, 2017, at the Santa Clara Convention Center in Santa Clara, CA.
Apr. 23, 2017 06:45 PM EDT Reads: 2,377
Software as a service (SaaS), one of the earliest and most successful cloud services, has reached mainstream status. According to Cisco, by 2019 more than four-fifths (83 percent) of all data center traffic will be based in the cloud, up from 65 percent today. The majority of this traffic will be applications. Businesses of all sizes are adopting a variety of SaaS-based services – everything from collaboration tools to mission-critical commerce-oriented applications. The rise in SaaS usage has m...
Apr. 22, 2017 06:15 PM EDT Reads: 4,692
The proper isolation of resources is essential for multi-tenant environments. The traditional approach to isolate resources is, however, rather heavyweight. In his session at 18th Cloud Expo, Igor Drobiazko, co-founder of elastic.io, drew upon his own experience with operating a Docker container-based infrastructure on a large scale and present a lightweight solution for resource isolation using microservices. He also discussed the implementation of microservices in data and application integrat...
Apr. 22, 2017 05:45 AM EDT Reads: 6,023
We'd all like to fulfill that "find a job you love and you'll never work a day in your life" cliché. But in reality, every job (even if it's our dream job) comes with its downsides. For you, the constant fight against shadow IT might get on your last nerves. For your developer coworkers, infrastructure management is the roadblock that stands in the way of focusing on coding. As you watch more and more applications and processes move to the cloud, technology is coming to developers' rescue-most r...
Apr. 22, 2017 04:00 AM EDT Reads: 3,967
2016 has been an amazing year for Docker and the container industry. We had 3 major releases of Docker engine this year , and tremendous increase in usage. The community has been following along and contributing amazing Docker resources to help you learn and get hands-on experience. Here’s some of the top read and viewed content for the year. Of course releases are always really popular, particularly when they fit requests we had from the community.
Apr. 22, 2017 03:45 AM EDT Reads: 3,462
Keeping pace with advancements in software delivery processes and tooling is taxing even for the most proficient organizations. Point tools, platforms, open source and the increasing adoption of private and public cloud services requires strong engineering rigor – all in the face of developer demands to use the tools of choice. As Agile has settled in as a mainstream practice, now DevOps has emerged as the next wave to improve software delivery speed and output. To make DevOps work, organization...
Apr. 22, 2017 12:00 AM EDT Reads: 8,737
Today we can collect lots and lots of performance data. We build beautiful dashboards and even have fancy query languages to access and transform the data. Still performance data is a secret language only a couple of people understand. The more business becomes digital the more stakeholders are interested in this data including how it relates to business. Some of these people have never used a monitoring tool before. They have a question on their mind like “How is my application doing” but no id...
Apr. 21, 2017 11:45 PM EDT Reads: 6,992
Even for the most seasoned IT pros, the cloud is complicated. It can be difficult just to wrap your head around the many terms and acronyms that make up the cloud dictionary-not to mention actually mastering the technology. Unfortunately, complicated cloud terms are often combined to the point that their meanings are lost in a sea of conflicting opinions. Two terms that are used interchangeably (but shouldn't be) are hybrid cloud and multicloud. If you want to be the cloud expert your company ne...
Apr. 21, 2017 04:15 PM EDT Reads: 2,173
In his general session at 19th Cloud Expo, Manish Dixit, VP of Product and Engineering at Dice, discussed how Dice leverages data insights and tools to help both tech professionals and recruiters better understand how skills relate to each other and which skills are in high demand using interactive visualizations and salary indicator tools to maximize earning potential. Manish Dixit is VP of Product and Engineering at Dice. As the leader of the Product, Engineering and Data Sciences team at D...
Apr. 21, 2017 02:45 AM EDT Reads: 5,752
In his session at 20th Cloud Expo, Scott Davis, CTO of Embotics, will discuss how automation can provide the dynamic management required to cost-effectively deliver microservices and container solutions at scale. He will discuss how flexible automation is the key to effectively bridging and seamlessly coordinating both IT and developer needs for component orchestration across disparate clouds – an increasingly important requirement at today’s multi-cloud enterprise.
Apr. 19, 2017 06:00 AM EDT Reads: 4,241
SYS-CON Events announced today that CollabNet, a global leader in enterprise software development, release automation and DevOps solutions, will be a Bronze Sponsor of SYS-CON's 20th International Cloud Expo®, taking place from June 6-8, 2017, at the Javits Center in New York City, NY. CollabNet offers a broad range of solutions with the mission of helping modern organizations deliver quality software at speed. The company’s latest innovation, the DevOps Lifecycle Manager (DLM), supports Value S...
Apr. 18, 2017 03:30 PM EDT Reads: 4,315
The human body is the most complex machine ever created! With a complex network of interconnected organs, millions of cells and the most advanced processor, human body is the most automated system in this planet. In this article, we will draw comparisons between working of a human body to that of a datacenter. We will learn how self-defense and self-healing capabilities of our human body is similar to firewalls and intelligent monitoring capabilities in our datacenters. We will draw parallels b...
Apr. 16, 2017 01:00 PM EDT Reads: 2,708
Cloud adoption is often driven by a desire to increase efficiency, boost agility and save money. All too often, however, the reality involves unpredictable cost spikes and lack of oversight due to resource limitations. In his session at 20th Cloud Expo, Joe Kinsella, CTO and Founder of CloudHealth Technologies, will tackle the question: “How do you build a fully optimized cloud?” He will examine: Why TCO is critical to achieving cloud success – and why attendees should be thinking holisticall...
Apr. 16, 2017 10:00 AM EDT Reads: 2,838