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SharePoint Gone Wild: When Governance Lacks Accountability
Help your organization understand what "could happen"

In a webinar entitled ‘Business Drivers and Checklists for Successful SharePoint Governance', Randy Williams, SharePoint MVP and AvePoint Enterprise Trainer & Evangelist, and I discussed the business drivers that come from individuals outside the IT department for SharePoint as a service within an organization. These drivers often result in policies being defined to set the expectation with the business and to focus alignment with the IT department.

Over a series of posts, I will focus on horror stories, from some of our 8,000+ customers we have here at AvePoint, which provided the genesis for these business drivers. The intention of this series is to proactively help your organization understand what "could happen" and what the business drivers are to help you structure your organization's governance system. I'm fortunate enough to get to meet a lot of our customers in person to discuss their SharePoint pain points, and enjoy referring them to resources all over the Internet to help them to cure these pains. I often feel like a SharePoint therapist of sorts, and selfishly enjoy hearing the pains as it triggers new ideas for products and articles we can share more broadly.

I'm a big fan of mind mapping, and over time, I've collected these pains and sorted them into some distinct business drivers, influenced by the other SharePoint governance experts in the field I discussed in one of my previous posts. Here are the main business drivers (for more explanation of each of these, check out Randy's recent post on the topic here):

To refer back to the policy areas defined in the governance system that the 21 Apps team came up with (IT Governance; Project Governance; Information Governance; Business & IT Alignment; and Continuous Improvement), there is overlap between the drivers and the policies - not a one to one mapping. This would make for a tidier diagram, but you can't have everything I guess!

To start this journey through the business drivers, I will start with one of the pain points that I have heard at every single customer, small or large, this past year - accountability.

The definition of accountability - "the state of being accountable, liable, or answerable" - really does sum it up well with respect to SharePoint content. When I state SharePoint content, I really mean being accountable at a document, library, sub site, site collection, web app or farm level. There are obviously other forms of SharePoint content outside this stack, such as in service applications including the managed metadata term store, user profiles, and business connectivity services external content types.

Typically, in an organization the IT department has the accountability of the farm level from an operational and maintenance level.

From a web application level, these are typically the workloads such as a collaboration system, document management system, intranet, internet, business intelligence system and so on. Within an organization, these cross-business workloads are often owned by either the IT department or a specific business unit such as human resources, communications, information management, or marketing. For business-specific workloads like internet sites and business intelligence systems, they are typically owned by the departments who requested them and are charged for them by the IT department.

Accountability starts to get a little hazy at the site collection level and below. The main reason for this is that content at this level, especially in cross business workloads such as collaboration systems and document management systems, typically start to separate at this level. For instance, in a document management system, each department may have its own site collection or, even further, a project management office may have a site collection per project. There are so many varieties of information architecture at the site collection and sub site level that accountability is not often the business owner of a department. This would also be the case for a project site collection where the accountable person would be the project owner.

The major pain point within organizations I talk to is how to track accountability at each of these levels. At a farm level, this can be done easily with the farm administrators group. At the web application level, this can be done with the web application policy settings. This can be accomplished on site collections with site collection administrator level. At the sub site level, this can be achieved via the owners group level. The biggest problem with assigning users to these settings is that it not only is an easy way to track accountability, but it also gives heightened permission levels to them. The main challenge here is that often these accountable people are not trained in SharePoint and don't require ‘god mode' of the container against which they have been tracked.

The other side of the accountability is not only tracking it on provisioning of these containers, but for the entire lifecycle of the containers. A common issue among customers is that the original people held accountable have transferred roles or left the organization entirely. Typically, containers require archiving for legal reasons and storage constraints. Or, IT just needs to reach out to the accountable person to notify them of a change request. Without having an up to the minute accountable person, these decisions are harder to make and can cause rifts between IT and the business.

About Jeremy Thake
Jeremy Thake is AvePoint's Chief Architect. Jeremy’s 10-plus years of experience in the software development industry, along with his expertise in Microsoft technologies, earned him the label of “expert” in the global SharePoint community. He was named a Microsoft SharePoint MVP in 2009, and continues to work directly with enterprise customers and AvePoint’s research & development team to develop solutions that will set the standard for the next generation of collaboration platforms, including Microsoft SharePoint 2013.

Jeremy was one of only eight Microsoft MVPs from Australia, where he lived for seven years, who was recognized by the SharePoint Product Team in 2010 for his extensive contributions to the global SharePoint community. He also played an instrumental role in organizing the Perth SharePoint User Group during his time living there.

Presentation Slides
More and more companies are looking to microservices as an architectural pattern for breaking apart applications into more manageable pieces...
Organizations planning enterprise data center consolidation and modernization projects are faced with a challenging, costly reality. Require...

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Sponsorship opportunities are now open for WebRTC Summit 2017 Santa Clara, Oct 31-Nov 2, 2017, at the Santa Clara Convention Center in Santa Clara, CA, and for WebRTC Summit 2018 New York, June 5-7, 2018, at the Javits Center in New York, NY. For sponsorship, exhibit opportunities and show prospectus, please contact Carmen Gonzalez, carmen (at) sys-con.com.



WebRTC Summit Silicon Valley All-Star Speakers Include

MATTHIEU
Octoblu

MAHADEV
Cisco

MCCARTHY
Bsquare

FELICIANO
AMDG

PAUL
VenueNext

SMITH
Eviot

BEAMER
goTraverse

GETTENS
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CHAMBLISS
ReadyTalk

HERBERTS
Cityzen Data

REITBAUER
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SON

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WOOD
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Transparent
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WebRTC Summit New York All-Star Speakers Include

CLELAND
HGST

VASILIOU
Catchpoint

WALLGREN
Electric Cloud

HINCH-
CLIFFE

7Summits

DE SOUZA
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RANDALL
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ARM-
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OFF

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Luxoft

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BURINI

Autodesk

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Bsquare

THURAI
SaneIoT

TURNER
Cloudian

ENDO
Intrepid

NAKAGAWA
Transparent

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Transparent

LEVANT-LEVI
testRTC

VARAN NATH
GE

COOPER
M2Mi

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Teletax

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Grey Heron

GREENE
PubNub

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HP

MATTHIEU
Octoblu

STEINER-
JOVIC

AweSense

LYNN
AgilData

HEDGES
Cloudata

DUFOUR
Webroot

ROBERTS
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JONES
Deep

PFEIFFER
NICTA

NIELSEN
Redis

PAOLAL-
ANTORIO

DataArchon

KAHN
Solgenia

LOPEZ
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MapR

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GORBA-
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Intelligent
Systems

THYKAT-
TIL

Navisite

TRELOAR
Bebaio

SIVARAMA-
KRISHNAN

Red Hat
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DE SOUZA
Cisco

POTTER
SafeLogic

ROBINSON
CompTIA

WARUSA
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WSO2 Inc

MEINER
Oracle

CHOU
Microsoft

HARRISON
Tufin

BRUNOZZI
VMware

KIM
MapR

KANE
Dyn

SICULAR
Basho

TURNER
Cloudian

KUMAR
Liaison

ADAMIAK
Liaison

KHAN
Solgenia

BONIFAZI
Solgenia

SUSSMAN
Coalfire

ISAACSON
RMS

LYNN
CodeFutures

HEABERLIN
Windstream

RAMA
MURTHY

Virtusa

BOSTOCK
IndependenceIT

DE MENO
CommVault

GRILLI
Adobe

WILLIAMS
Rancher Labs

CRISWELL
Alert Logic

COTY
Alert Logic

JACOBS
SingleHop

MARAVEI
Cisco

JACKSON
Softlayer

SINGH
IBM

HAZARD
Softlayer

GALLO
Softlayer

TAMASKAR
GENBAND

SUBRA
-MANIAN

Emcien

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IVANOV
StorPool

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BERG

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Microsoft

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CTS

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INNI

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GERSMA

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CenturyLink

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CenturyLink

SLOPER
CenturyLink

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EMC

TALREJA
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COLLISON
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PRABHU
OpenCrowd

LYNN
CodeFutures

SWARTZ
Ericsson

MOSHENKO
CoreOS

BERMING-
HAM

SIOS

WILLIS
Stateless Networks

MURPHY
Gridstore

KHABE
Vicom

NIKOLOV
GetClouder

DIETZE
Windstream

DALRY-
MPLE

EnterpriseDB

MAZZUCCO
TierPoint

RIVERA
WHOA.com

HERITAGE
Akana

SEYMOUR
6fusion

GIANNETTO
Author

CARTER
IBM

ROGERS
Virtustream
Cloud Expo Silicon Valley All-Star Speakers

TESAR
Microsoft

MICKOS
HP

BHARGAVA
Intel

RILEY
Riverbed

DEVINE
IBM

ISAACSON
CodeFutures

LYNN
HP

HINKLE
Citrix

KHAN
Solgenia

SINGH
Bigdata

BEACH
SendGrid

BOSTOCK
IndependenceIT

DE SOUZA
Cisco

PATTATHIL
Harbinger

O'BRIEN
Aria Systems

BONIFAZI
Solgenia

BIANCO
Solgenia

PROCTOR
NuoDB

DUGGAL
EnterpriseWeb

TEGETHOFF
Appcore

BRUNOZZI
VMware

HICKENS
Parasoft

KLEBANOV
Cisco

PETERS
Esri

GOLDBERG
Vormetric

CUMBER-
LAND

Dimension

ROSENDAHL
Quantum

LOOMIS
Cloudant

BRUNO
StackIQ

HANNON
SoftLayer

JACKSON
SoftLayer

HOCH
Virtustream

KAPADIA
Seagate

PAQUIN
OnLive

TSAI
Innodisk

BARRALL
Connected Data

SHIAH
AgilePoint

SEGIL
Verizon

PODURI
Citrix

COWIE
Dyn

RITTEN-
HOUSE

Cisco

FALLOWS
Kaazing

THYKATTIL
TimeWarner

LEIDUCK
SAP

LYNN
HP

WAGSTAFF
BSQUARE

POLLACK
AOL

KAMARAJU
Vormetric

BARRY
Catbird

MENDEN-
HALL

SUPERNAP

SHAN
KEANE

PLESE
Verizon

BARNUM
Voxox

TURNER
Cloudian

CALDERON
Advanced Systems

AGARWAL
SOA Software

LEE
Quantum

OBEROI
Concurrent, Inc.

HATEM
Verizon

GALEY
Autodesk

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NIMBOXX

BARSOUM
IBM

GORDON
1Plug

LEWIS
Verizon

YEO
OrionVM

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NATH
GE

GOKCEN
GE

STOICA
Databricks

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Pivotal Software


Testimonials
This week I had the pleasure of delivering the opening keynote at Cloud Expo New York. It was amazing to be back in the great city of New York with thousands of cloud enthusiasts eager to learn about the next step on their journey to embracing a cloud-first worldl."
@SteveMar_Msft
General Manager of Window Azure
 
How does Cloud Expo do it every year? Another INCREDIBLE show - our heads are spinning - so fun and informative."
@SOASoftwareInc
 
Thank you @ThingsExpo for such a great event. All of the people we met over the past three days makes us confident IoT has a bright future."
Yasser Khan
CEO of @Cnnct2me
 
One of the best conferences we have attended in a while. Great job, Cloud Expo team! Keep it going."

@Peak_Ten


Who Should Attend?
Senior Technologists including CIOs, CTOs & Vps of Technology, Chief Systems Engineers, IT Directors and Managers, Network and Storage Managers, Enterprise Architects, Communications and Networking Specialists, Directors of Infrastructure.

Business Executives including CEOs, CMOs, & CIOs , Presidents & SVPs, Directors of Business Development , Directors of IT Operations, Product and Purchasing Managers, IT Managers.

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Join Us as a Media Partner - Together We Can Rock the IT World!
SYS-CON Media has a flourishing Media Partner program in which mutually beneficial promotion and benefits are arranged between our own leading Enterprise IT portals and events and those of our partners.

If you would like to participate, please provide us with details of your website/s and event/s or your organization and please include basic audience demographics as well as relevant metrics such as ave. page views per month.

To get involved, email Patricia Henderson at patricia@sys-con.com.

Digital Transformation Blogs
CloudEXPO New York 2018, colocated with DXWorldEXPO New York 2018 will be held November 11-13, 2018, in New York City and will bring together Cloud Computing, FinTech and Blockchain, Digital Transformation, Big Data, Internet of Things, DevOps, AI, Machine Learning and WebRTC to one location.
The best way to leverage your Cloud Expo presence as a sponsor and exhibitor is to plan your news announcements around our events. The press covering Cloud Expo and @ThingsExpo will have access to these releases and will amplify your news announcements. More than two dozen Cloud companies either set deals at our shows or have announced their mergers and acquisitions at Cloud Expo. Product announcements during our show provide your company with the most reach through our targeted audiences.
Digital transformation has increased the pace of business creating a productivity divide between the technology haves and have nots. Managing financial information on spreadsheets and piecing together insight from numerous disconnected systems is no longer an option. Rapid market changes and aggressive competition are motivating business leaders to reevaluate legacy technology investments in search of modern technologies to achieve greater agility, reduced costs and organizational efficiencies. In this session, learn how today's business leaders are managing finance in the cloud and the essent...