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Tag Archives: Employee collaboration

Will Collaboration Expose your Business?

Opening up your business to social media collaboration carries significant risk. Major brands have experienced issues with social media strategies that encourage customers to share with them, most recently Coca Cola.

How to Prevent SharePoint Mistakes

Reading Mathew J. Schwartz’s article in Information Week, ‘10 SharePoint Security Mistakes You Probably Make,’ there were a few items of particular interest.

  1. The first was on the discovery that in the case of Bradley Manning leaking 250,000 U.S. State Department cables, the forensic expert “discovered Wget scripts on Manning’s computer that pointed to a Microsoft SharePoint server holding the Gitmo documents. He ran the scripts to download the documents, then downloaded the ones that WikiLeaks had published and found they were the same, Shaver testified.” (Source: Wired, Forensic Expert: Manning’s Computer Had 10K Cables, Downloading Scripts)

Olympic Security Dossier Left on Train: Could SharePoint have prevented?

The Sun reported earlier this week that a secret dossier detailing plans for policing this summer’s London Olympics were left on a train. Included in the dossier were names and mobile phone numbers of constables, sergeants and inspectors as well as details of pre-Olympics rehearsals, emergency “lock-down” procedures and plans to avoid traffic congestion.

The Guardian wrote an interesting post criticizing the Sun because of its dramatic reference that the file “contained details that would have helped al-Qaida terrorists mount a devastating attack on the Games in London this summer.” Before I get too involved with The Sun verses The Guardian newspaper, my point is that we should ensure the possibility doesn’t happen that an al-Qaida operative is on the same train at the same time as a police officer leaving a security dossier.

On this note, I couldn’t help wonder if SharePoint could have prevented this situation in the first place? Lost documents are nothing new so why does it still happen? Secure documents do not need to be left in places because they shouldn’t be printed in the first instance. It makes more sense for organizations to use SharePoint with a specific automated rules engine to define the parameters that people can access information.

In this instance, if the document was available to the constables, sergeants and inspectors mentioned in the dossier, they should only be able to access it from a computer using a secure SharePoint connection. Then, they should only be able to read it on screen or comment in a secure Team Site on the platform. No printing of the material should ever been allowed. Not only would this mean no loss of documents, but it would also help the Met monitor who was reviewing the information and how the readers felt about the plan (using the Team Site) to make improvements such as the radio comments that appeared in the dossier. Lastly, the Met could see if there was any person wanting to print the materials or access it inappropriately.

SharePoint could lend itself to a useful collaboration tool for the Met. If used with appropriate, automated compliance and security solutions, SharePoint could ensure that instances like this would be a thing of the past.

To help discover the range of issues driving organizations toward stronger content security and policy enforcement, and learn how the most forward-thinking organizations are managing content compliance, download a privacy whitepaper.


Thoughts from Gartner Symposium ITxpo 2011, Barcelona, Day 2

Gartner Symposium ITxpo 2011Here’s an update from the thought-provoking Gartner Symposium ITxpo 2011 in Barcelona. With 4,000 attendees, it’s an event that I’m finding of particular relevance given the step-change in collaboration technology.

Here are some of key quotes and my thoughts from a few sessions:

Gartner’s Keynote Presentation

Collaboration is a key theme coming out of this year’s Gartner Symposium in Barcelona. During the keynote presentation, Peter Sondergaard, SVP, Research, Gartner said:

“This is the era of mass collaboration driven by consumerisation of IT. For the IT leader, therefore, to thrive in this environment you must re-image your role; you must lead from the front.”

The Risks for SharePoint Data and Document Control

SharePoint Security CamerasI was reading an article on Microsoft Certified Professional Magazine about the risks associated with SharePoint data. It’s a topic I often write about, but thought this was an interesting take on it…

SharePoint is apparently in the crosshairs of potentially nefarious attackers, according to security expert Randy Franklin Smith.

Smith, who runs the Ultimate Windows Security Web Site, said in particular that enterprise users need to be careful about sharing sensitive data online via SharePoint. It’s not just because of the risk. There’s also the confusion around version control, or who’s viewed, edited or downloaded a SharePoint-shared document. At issue are two specific versions of SharePoint, Windows SharePoint Services 3.0 and SharePoint Foundation. Smith called the audit function in those two versions “basically unusable.”

Microsoft Certified Professional Magazine, “SharePoint Data Could Be At Risk, Says Researcher” Jabulani Leffall, May 02, 2011

SharePoint is a brilliant collaboration tool, but unfortunately it doesn’t have the compliance tool required of any enterprise organisation. Without a tool that protects sensitive data while monitoring document usage, it is difficult for any enterprise to feel confident using the collaboration capabilities.

10 Steps to SharePoitn Content Compliance Call to Action

How to successfully implement SharePoint 2010

Mark Morrell HeadshotMany organisation have deployed or are planning to roll out SharePoint 2010. They will use it as a collaboration platform and / or intranet. But many organisations struggle to realise the full rewards that SharePoint 2010 will offer if implemented well.

Do you know how to use SharePoint 2010 successfully?

How is the best way to roll it out?

Should you migrate to SharePoint 2010?

How is SharePoint different from other intranet tools?

Just Remember Who You Work For!! [Opinion]

Surveillience Collaborating in the enterprise is a tricky business especially for those of us who are used to collaboration in our personal lives. I heard one story recently of an employee of a large technology company that posted an inappropriate joke to the corporate intranet – he was subsequently fired. Now if he had posted that same joke to his Facebook page, it might have raised a few brows, even got a few tasteless laughs, but his friends would have spoke to him the next day.

Disconnect Between Workplace and Personal Communications [Video]

I was sent a link to the below video from Red Sky Vision. The video was created to highlight the disconnect between how immersed and digitally connected employees are outside of the workplace, and how their internal communications are being delivered. On the ground, employees are still posting printed communications on the water cooler when they can be engaged, led and informed via the latest digital channel.

Definitely some food for thought on how organisations will need to improve their communication and collaboration function.


Social Media @ Work from Red Sky Vision on Vimeo.

Sleepless in SharePoint 2010

Having many people within an organisation author and publish content is scary and it’s one of the fears that keeps people awake at night. It begs the question – who sleeps soundly in a multi-author environment?

Who’s Afraid of the Big Bad Blog? [Opinion]

Three Colourful Pigs“Little blog, little blog, let write…
“Not by the rules of my social media policy…”

Okay so it might not be the best use of a fairy tale, but the point is still there. Many organisations are prohibiting the adoption of SharePoint 2010’s social media functions for fear of inappropriate or sensitive information being published accidently.

The worry for most businesses is that all the memos and guidelines in the world are only ever as effective as the number of individuals who actually adhere to them – or even remember they exist – when they go to publish or share information with internal / external stakeholders.

However if we really do have nothing to fear but fear itself, why does it still cause the kind of knee jerk reactions that amount to complete lockdown of a tool that should be an integral part of working collaboratively in the digital economy?

Think back to the third little pig. If you use a solution that is built into the publishing process, you are effectively building a house of bricks that will be strong enough to protect everyone against inadvertent leaking of sensitive information or inappropriate language use. No amount of huffing or puffing will breach these walls.

The benefits of building out a collaborative, social computing platform for an enterprise far outweigh the risks if, as with the third little pig’s house, the right foundations and materials are used in its construction.

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