About RecordPointExperts in Information Management on MicrosoftMicrosoft Gold Certified in 8 competenciesDeveloping SharePoint Records Management software and solutions since2003Launched RecordPoint product in July 2008The VERS certified and built to meet requirements of PRA and ISO 1548930 Customers in Australia and New ZealandContributing Member of the Records and Information ManagementProfessionals Association of Australia1 of 30 partners worldwide on Global Partner Advisory Council forSharePoint
Why RecordPointForester View“Navigating the broad array of SharePoint partners can be complex. Microsoft lists sixtechnology partners that it perceives to be important in supplementing enterpriserecords management scenarios with SharePoint 2010. These include:• FileTrail - Provides physical records tracking and management• Global 360 - Provides business process management and case management• KnowledgeLake - Provides document imaging and capture technologies• Metalogix Software - Provides advanced storage management, archiving, and migration tools• Nintex - Provides advanced workflow and analytics tools• RecordPoint - Provides support for Australian, New Zealand, and European regulatory requirements”Forrester Research - Microsoft Makes Records Management Improvements WithSharePoint 2010
Why RecordPointMicrosoft’s ViewAdam Harmetz, the Lead Program Manager for the SharePoint Document andRecords Management engineering team at Microsoft said in a recent online interviewabout Records in SharePoint 2010.“We constantly get questions from around the world about how to deal withlocal government and industry standards for information management. Letme throw just a few at you… MOREQ2, VERS, ISO 15489, DOMEA, TNA,ERKS the list goes on. Some of these standards are loosely based on oneanother and some have contradictory elements. Rather than focus ourengineering efforts on addressing each of these standards in turn, we madethe choice to deliver the usability and innovation required to make recordsmanagement deployments successful and allow our partner ecosystem tobuild out the SharePoint platform to deal with specific requirements forthose customers that are mandated to adhere to a specific standard.”
What do we mean by complianceIn Western Australia – Standards come from:ISO 15489ISO 16175:2011 – Principles and Functional Requirements for Records in ElectronicOffice Environments (ICA Function Requirements)STATE RECORDS ACT OF WESTERN AUSTRALIA, 2000FREEDOM OF INFORMATION ACT, 1992PRIVACY ACT, 1988CRIMINAL CODE ACT, 1913FINANCIAL ADMINISTRATION AND AUDIT ACT, 1985RECORDS OF INDIGENOUS INDIVIDUALS, FAMILIES OR COMMUNITIES
Microsoft’s Research Req - How much compliance out of the A considerable amount of the box? requirements of ICA standard is delivered SharePoint 2010.• 88% of Records functionality as defined by the ICA standard is now available “out of the box” using Sharepoint 2010• Additional configuration and Third party applications are required to provide specific records compliance functionality
SharePoint Gaps Physical and Hybrid Records Management Metadata Export and transfer Email management and automated capture of related metadata Complex Classification configuration Complex disposal and transfer actions Native Security Classification
What Needs to be Managed? Electronic Files... Physical Objects... • Office documents • Printed documents • Email • Letters • Images • Film • Website content • Certificates • Databases • Fax • Audio / Video files • Forms • Wiki entries • Blog posts 10
RecordPoint FeaturesSummary In-Place managed and Archived electronicrecords Centralized Paper records management Automated archiving/ scaling of RecordsArchive VERS/ ISO 15489 Compliance Advanced Rules engine Long term preservation functions File Plan/ Classification schemeManagement in Managed Metadata Centrally managed Retention andDisposition Hybrid Electronic/ Paper Records Paper File Control (requests) Active File Migration API Paper file/ Box Management Bar-coding extensions
What you have in a Legacy System File Number File Folders Documents Title + Classification Owner Disposal
What you have in SharePoint/RecordPoint File + Title Folders Classification Document File Number Disposal Owner
Demonstration –Electronic RecordsManagement in SharePoint with RecordPoint
Differences between a SharePoint 2010 records archive, in-place records and RecordPoint - FunctionalFactor Records archive In-place records RecordPointUpload Retention schedules. No upload tools No upload tools available. Best of all worlds – uses the RecordPoint Rules Engine (souped up available. content organiser) and allows retention schedules to controlling different policies for records and active documents based on the current content type, location or metadata.Classification and retention schedule Retention schedules Retention schedules managed Centralised Retention schedules across the SharePoint farm,exposed as Managed Metadata. managed manually. manually. Classification scheme and Retention schedules exposed as Managed Metadata.Manage Physical Records No Can be setup as a flat list of RecordPoint manages all physical Records centrally including the physical records (but does not ability to generate physical records labels and track physical records include file tracking), this does thru out their lifecycle. not scale well.Ability to carry out complex disposal No, requires custom No, requires custom Built-in to RecordPoint disposal process – no custom developmentprocesses e.g.. Transfer to Archives/ development. development required.OffsiteNominate ‘file’ containers at various No. No. Built-in to RecordPoint is the ability to configure the ‘file’ container atlevels of aggregation e.g.. Sites/ an aggregation level e.g.. Site, Document library, Folder etc.documents sets.Manage a centralised retention No. No. Built-in and centrally controlled can be updated in one place and willschedule against in-place controlled and flow thru to all new records based on that Record class.archived records as described by ISO15489Output records in ADRI/ VERS or other No. No. Yes, built-in.configurable XML formatsHybrid Records No. No. RecordPoint manages all Hybrid Records centrally.Metadata Security controls on Records No. No. Yes.
Differences between a SharePoint 2010 records archive, in-place records and Record Point - TechnicalFactor Records archive In-place records RecordPointManaging record The content organizer There may be different Best of all worlds – uses the RecordPoint Rules Engine (based onretention automatically puts new policies for records and content organiser) and allows retention schedules to controlling records in the correct active documents different policies for records and active documents based on the folder in the archive’s based on the current current content type or location. file plan, based on content type or metadata. location.Restrict which users Yes. The archive No. Permissions do not Configurable. By default permissions stay the same as when added tocan view records specifies the change when a SharePoint. However, you can restrict which users can edit and delete permissions for the document becomes a records. record. record.Ease of locating Easier. All records are Harder. Records are Easiest, as Records are all in one location but also managed in-place.records (for records in one location. spread across multiplemanagers) collaboration sites.Maintain all document The user must Automatic, assuming Automatic, but includes the ability to ‘archive’ items automatically.versions as records explicitly send each versioning is turned on. version of a document to the archive.Ease of locating Harder, although a link Easier. Easiest, as the record exists as a record in collaboration site and withinformation (for team to the document can a ‘stub’ in the archive.collaborators) be added to the collaboration site when the document becomes a record.
Differences between a SharePoint 2010 records archive, in-place records and Record Point - TechnicalFactor Records archive In-place records RecordPointClutter of Collaboration site Collaboration site Allow collaboration sites to be ‘archived’ so that it only containscollaboration site contains only active contains active and active documents. documents. inactive documents (records), although you can create views to display only records.Ability to audit Yes. Dependent on audit Yes.records policy of the collaboration site.Scope of eDiscovery Active documents and The same eDiscovery The same eDiscovery search includes records and active documents. records are searched search includes records separately. and active documents.Administrative A records manager can Collaboration site Only a Authorised Records Manager can manage Records,security manage the records administrators have Collaboration site administrators have permission to manage active archive. permission to manage documents only. records and active documents.
Resource differences between a records archive, in-place records and RecordPointFactor Records archive In-place records RecordPointNumber of sites to manage More sites; that is, there is a Fewer sites. Includes a separate archive in addition to separate archive in addition collaboration sites being in-place managed. to collaboration sites.Scalability Relieves database size Maximum site Relieves database size pressure on collaboration pressure on collaboration collection size reached sites. And Automatically Manages the Archive sites. sooner. Database size scaling.Ease of management Separate site or farm for No additional site Separate site/s for records, however all active records. provisioning work content is known to the records archive and is beyond what is already auditable and traceable. needed for the sites that have active documents.Storage Can store records on Active documents and Active documents and records stored together. And different storage medium. records stored they can be stored on a different medium. together.