SharePoint for Records Management


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Gartner puts Microsoft in a virtual tie for first place in its enterprise content management (ECM) quadrant. But SharePoint is a relative newcomer to the ECM world. Does it really stack up?

In this presentation, C/D/H examines the ECM/ERM functionality in SharePoint 2010 and recommends best practices for approaching an ERM SharePoint project. Example case studies are also discussed. View the deck today!

And for more information on this or other SharePoint topics, visit our blog at

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SharePoint for Records Management

  1. 1. CDH SharePoint for RecordsCDH Management
  2. 2. CDH Quick FactsAbout Us Approach Partnerships• 22nd Year • Vendor • Microsoft Gold• Grand Rapids & Independent • VMware Enterprise Royal Oak • Non-reseller • Citrix Silver• 30 Staff • Professional • Novell Gold Services Only • Cisco Premier
  3. 3. CDH Expertise
  4. 4. CDH CDH Talks Tech
  5. 5. CDH Your Presenter David Tappan Consultant IOAp, MCITP, MTCS: SharePoint
  6. 6. CDH Agenda Approach – What’s different about SharePoint RM Tools – What’s in the SharePoint RM Feature Set Governable and Usable Taxonomy • Content type syndication • Applying metadata • Managing enterprise metadata Records Management • Declaring Records • eDiscovery and Holds • Auditing and Reporting
  7. 7. SharePoint 2010 RM: How is itCDH different? Key tenets of RM in SharePoint Integrated Governance Familiar and Easy to Use Flexible
  8. 8. CDHCDH Governable and Usable Taxonomy
  9. 9. CDH Applying Metadata: ‟Tagging” • Web Browser – List items can be tagged by using the ‟Edit Properties” UI • Automated – By a workflow – By virtue of the location in which we choose to store the item (location based metadata) – Values from the parent Doc Set • Office Clients – Document Information Panel allows for tagging in the authoring surface of the Office client – Backstage in the Office clients will allow full fidelity of the managed metadata controls – InfoPath forms • Custom Apps – 3rd party or custom applications using SharePoint Metadata OM
  10. 10. CDH Metadata field & features Closed Term Open Term Set Keywords Set Set Controlled & Flexible & managed open
  11. 11. CDH Taxonomy User Experience Demo
  12. 12. CDH Definition of Terms • Content Type Syndication - Publishing, sharing, pushing one or more content types across site collection, Web App, and farm boundaries • Hub - A site collection designated as a ‟source” from which we share content types throughout the enterprise • Taxonomy - Hierarchy, synonyms, descriptions, and translations • Folksonomy - Informal flat list of adhoc values • Term Store - DB that contains one or more taxonomies available as a ‟Shared Service” • Term - Node in the taxonomy with a unique ID and many text labels • Tagging - Applying metadata to an item (authoritative or social) • Keywords - ‟Not just a text string”
  13. 13. Metadata Governance in SharePointCDH through Content Type Syndication What’s the benefit? • Up-to-date and consistent schemas across the Enterprise • Syndicated content types can have a single policy i.e., from now on blogs postings must expire after 18 months What are the features? • Publishing Content Types – Ease of use: Content Types are ‟published” from a ‟normal” Site Content Type Gallery – Granular delegation: Only one hub per Managed Metadata service application—but many MM service apps per consuming web application. • What gets published? – Content Type with all the corresponding columns – Including Document Set Content Type – Policies – And workflow associations (not the workflows)
  14. 14. ‟Content Type Syndication … How itCDH Works”
  15. 15. Taxonomy Governance throughCDH the Managed Metadata Service • Managed Metadata – Single or multi-value field – Binds to a term set of any term store (Share Application Service) – Many managed metadata columns on a list, library, or content type – ‟Like a super choice field” – Inclusive/exclusive filtering – MUI enabled • Managed Keywords – One per content type – Validates against all terms in all term sets – Always for ‟folksonomies” – ‟Like a super text field” – Auto-complete – Disambiguation – Preferred term – Tree picker control
  16. 16. Content Type Syndication andCDH the Managed Metadata Service Demo Site Settings Galleries
  17. 17. CDHCDH Records Management
  18. 18. CDH Records Management Features • Retention Policies • Declaring records • Document IDs • Content Organizer • Legal Holds • Auditing and Reporting
  19. 19. CDH Definition of Terms • Record – Any item that has been designated as authoritative. May be blocked from edit or delete, is searchable, and may have special workflows • eDiscovery – Discipline of preparing for and responding to legal discovery requests for data. • Legal Hold – A rule to gather documents based on properties or search strings that is responsive to a discovery request
  20. 20. CDH Declaring Records • In-Place • Sent to a Records Center – Manually – By policy
  21. 21. CDH Retention Policies • Based on multiple factors – Content type (of course) – Library – Folder • Multi-stage retention policy • Different policies for records and non- records
  22. 22. CDH Legal Holds • Free text search • Local hold or export • Hold categories
  23. 23. Records Declaration, RetentionCDH Policies and Legal Holds Demo Site Settings Site Content Types  Info Management Policies
  24. 24. CDH Document IDs • Permanent, unique, enterprise-wide • Searchable • Moveable
  25. 25. CDH Content Organizer • Hierarchical File Plan • Content Organizer Settings • Content Organizer Rules • Requires matching content types (value of content type syndication)
  26. 26. Document IDs and the ContentCDH Organizer Demo
  27. 27. CDH Thank You Royal Oak Grand Rapids 306 S. Washington Ave. 15 Ionia SW Suite 212 Suite 270 Royal Oak, MI 48067 Grand Rapids, MI 49503 p: (248) 546-1800 p: (616) 776-1600 (c) C/D/H 2007. All rights reserved