[It learning] how Microsoft does Web content governance

How to Microsoft does SharePoint governance for their internal platform

中文版 sources from:http://www.balestra.be/2012/04/ How-microsoft-does-sharepoint-governance-for-their-internal-platform.html

April 5th, 2012 | Posted by Marijn in community | Governance | Microsoft

A few months ago, Microsoft IT released a document (and webcast) that describes the extra effort they t Ook to balance their SharePoint implementation.

In short, they had following problems with their platform:
1.Environment was growing at a rate of 1 terabyte every three months

Msit lacked formal lifecycle management processes.

negative impact on the relevance of search results

difficult for users to find content.

2. Rapid growth created multiple usability and performance issues for users

Difficulty keeping track of all their sites.

Little guidance about what type of site would best suit their needs.

lacked centralized visibility to the sites they created.

Many orphaned team and personal sites

Inactive document and Meeting workspaces.

3. Team or project sites inaccessible by a site owner leaving the organization with no rollover of site ownership.

Information Security classification standards weren ' t being consistently and properly applied to content this was Being added to libraries.

unsure about the business
risk and impacts for their particular content

First action:create a governance board

First of all, they formed a governance board. This board had members from Legal, Security, IT operations and Records management.
Their job is to:

Review the SharePoint information architectures

Identify potential inefficiencies.

determined project goals

governance policies.

The goal is to:

Manage SharePoint growth.

reduce the number of
unused site collections by percent.

achieve percent compliance for site classifications.

establish clear end-user ownership and accountability for at least percent of site collections.

action!

The board came up with these following 4 policies and actions:

Policy 1:site Classification

This policy had 2 implications:

Sites must assign and maintain

–site Information Classification & expiration Date

–information Security Classification

–ownership

Team sites must has at the all times.

–one Full-time employee site owner

–two Administrators

For new sites, they developed a self-service the framework for site owners and administrators. Here, the users can select from a variety of hosting options which include personal, team collaboration, extranet, dog food (be TA), portal, and customized sites. They fill out a form, defines audience reach and primary intended use and select a template.
Existing sites get a notification about actions that has to is taken in order to allow the site to exist.

A second development msit took is to create a custom functionality:my Site Collection Manager. That's used to Manage, classify, and delete unused sites.

A Third development was the Security Risk classification. To help users properly classify their sites as part of the site provisioning process, or on response to a site alert, msit Have provided a set of questions to the user about the content that would be is stored on their site. Based on the user's answers, the site is automatically classified for them according to the information security Requireme NTS for their content type:

High business impact (HBI)
only authorized people with a need to know
unauthorized disclosure of HBI could cause severe or catastrophic material loss that includes (without limitation) theft of financial instruments or property, operational disruption, identity theft, brand misappropriation, damage to Microsoft ' s reputation, or significant legal and regulatory liability.
HBI also includes highly sensitive personally identifiable information (PII), which is also subject to the Microsoft pri Vacy policy.

Medium Business Impact (MBI)
This information is usually labeled confidential or MBI.
only specific groups of employees, or approved non-employees with a legitimate Microsoft business need, which has access to M BI content.
unauthorized disclosure may cause serious material loss due to identity or brand damage, operational disruption, damage To Microsoft ' s reputation, or legal or regulatory liability.

Low business Impact (LBI)
LBI information are not confidential and are generally intended for wide audiences under the Non-disclosure Agreement (NDA ).
unauthorized disclosure could cause limited to no material loss.

Policy 2:site Lifecycle management of expired/abandoned sites

Sites expire one year after creation and must is renewed annually. Sites that has no activity over a period of six months is considered abandoned and is subject to decommission.
Reducing the number of site collections to is those that is active helps Msit to:
govern their SharePoint hardware usage by minimizing the infrastructure footprint.
reduce the size of the search Index and improve relevancy of the user Search results.
minimize downtime during server upgrades and patching.

Policy 3:site Storage and quota management

Depending on the hosting environment, storage quota limits range from 2 gigabytes (GB) to + GB, depending on the type of sites and hosting options. SharePoint libraries and lists is not to exceed 5,000 items. Sites is backed up daily and recoverable up to + days.
Msit Leveraged many SharePoint configuration features to impose limits, or quotas, on the size of SharePoint sit Es. This encourages users to being mindful of keeping only active and useful information on SharePoint sites. Quota templates define site collection size and storage availability, and is different for each hosting platform:
Q Uotas range from 2 GB for a personal site, 5 or ten GB for a portal, and up to GB for a fee-based custom site.
An automated email warning is mailed to the site administrators as the site ' s storage quota approaches. Site owners can either request more space, or clean up and archive their old content.

Msit performs a full data backup once every Sunday, followed by six daily differential backups. In the event that a restore is necessary, recovered data would reflect the state of the the application at last successful back Up. Three complete consecutive data backup sets is retained and rotated to provide msit the ability-support a 14-day Recov Erability Service Level Agreement (SLA). One full backup was committed to tape each month and sent offsite for. Msit cannot respond to requests that is outside of the data retention policies.

Msit can only recover entire deleted sites or subsites from backup. Libraries, lists, and document content cannot be recovered through backup. SharePoint Service Pack 1 provides a user-accessible Recycle Bin for document content, libraries, and lists from whic H users can restore their deleted content.

Policy 4:customization and Server-side access

To prevent changes in the environment so might negatively impact other site collections, require additional resources fo R proper monitoring, or prevent future server upgrades, Msit does isn't allow server-side access or configuration changes by Users on most of the standard SharePoint hosted Services offerings (utility environment). The utility environment only includes SharePoint Out-of-box (OOB) features. Only Site-level customizations (Web Parts, basic page configurations, and other OOB components) is supported by Msit. Server-side customizations is allowed only in custom portal solutions, and by using the new sandbox feature in SharePoint The sandbox solution allows site collection owners to deploy Server-side code this pertains only to their site Coll Ection.

Outcome and conclusions

Reducing the number of unused site collections have made more efficient use of the resources that Msit commits to Sharep Oint and IT Operations by ensuring this all of the data that msit must make available, redundant, and recoverable are Curre NT and valid. For example, one of the Msit ' s SharePoint implementations have more than 40,500 site collections. After analysis of the last modified dates as documented in the self-service framework, sites were identified as Ina Ctive and decommissioned. Of the remaining sites, an additional 16,000 has been locked and is currently pending decommission.

For example, one of the Msit ' s SharePoint implementations have more than 40,500 site collections. After analysis of site expiration dates and out of compliance deadlines as documented in the self-service framework, 10,00 0 sites were identified as inactive and decommissioned. Of the remaining sites, an additional 16,000 has been locked and is currently pending decommission. Msit is on track to clean up roughly percent of the site collections in this single SharePoint farm. At an average of 5 GB per site, the reduction in disk space alone have been a significant savings. User performance has also been improved as searches is faster and the results is more relevant.

By enforcing quotas and reducing the amount of disk space consumed by inactive and abandoned sites, msit have been able to Manage its rate of growth, freeing up the resources and the capacity for new SharePoint projects.
With the development of the self-service framework, users now is better able to manage their sites. Automating the process for classifying data against the Information security classification standards and removing broad a ccess to sites with HBI and MBI information have improved the security of the content as well as raised user awareness and encouraged their active participation in maintaining compliance.

[It learning] how Microsoft does Web content governance