SharePoint 2010 for Records Management

SharePoint 2010 for Records ManagementExploring the options
Sharon RichardsonJoining Dots
Twitter: @joiningdots Feb 2011

Why SharePoint?

Source: http://www.landrover.com

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Communities
Composites
Content
Insights
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Why SharePoint?
Likely to use
Already using or plan to use SharePoint as a platform for information work
Consider using
Have no specialist system for information i.e. still using file shares
Evaluate cost and use(s) of SharePoint vs dedicated solution vs Windows Server 2008
Unlikely to use
Already use or prefer dedicated solutions
Reasons to change: budget, consolidation

SharePoint History
2001/2003
2007
2010
Managed Metadata
Content type Sync
Multi-stage retention
Record Libraries
Document Sets
Document IDs
Content Organiser
In-place Records Management
Email and File Routing
Remote Storage
Document Libraries
Document versioning
Metadata
Content Types
Information Management Policies
Records Mgmt Centre
Apply Holds
Email Routing
Workflow

Managed Metadata
Multi-lingual
Default value
Mapped values
Managed Term Set
- Move, Merge, Rename

Content Type Syndication
Process
Publish
Retention
Metadata

Information Management PolicyMulti-stage Retention
Define retention period based on any date field (metadata)
Each stage can be set to recur until next stage begins
Actions include delete, start a workflow, transfer to another site, delete previous versions, declare as a record

Workflow for Records
Declaring/Reviewing records
Declare Record action in SharePoint Designer

Document IDs
Permanent URLs (Permalink)
Structure defined per site collection:
E.g. TPID-22-7
Can be configured
Automatically assigned

Document Sets
File containing multiple documents
Manage the set as a single entity
Manage items individually within the set

Records Management CentreContent Organiser
Centralised organisationof records
Define rules basedon content types
Documents routed todestination based oncontent type

In-place Records Management
Declare as a record within a Document Library
- Or -
Manage separately in a Records Library and automatically declare

Email Management
Exchange Server 2010

Files Windows Server 2008
File Server Resource Manager
Define properties
Set rules to auto-classify files
Run organisation tasks based on property values
Option to bulk migrate to SharePoint
Leaves Permalink on File Server

How Big?

In-place within working Sites
Site Collections supported up to 100GB
Content Databases up to 200GB
Database size = (((D x V) x A) + (10KB x (L + (D x V)))
= 105GB
Source: Microsoft http://technet.microsoft.com/en-gb/library/cc298801.aspx

Documents or RM Centre
Single site within a site collection
Not collaborative - upload/read access
Dedicated Content DB supported up to 1TB
= potentially 2 million documents per centre compared to collaborative site collections (based on previous slide values)
Source: Microsofthttp://technet.microsoft.com/en-gb/library/cc262787.aspx#SiteCollection

Multiple RM Centres
Hub
…
FY11
FY10
Distributed Architecturee.g. Site Collection/Content DB per year
Centralised Policies managed using Content Types (Hub)
Routing via workflowe.g. ‘If created in NN send to FYNN’
Enables farm scale up to 5TBpotentially 10 million+ docs…

Remote Storage
Recommended if planning to manage >5TB documents or records
or very large files
Requires SQL Server 2008 Enterprise Edition
Remote BLOB storage is a SQL Server feature
Placed documents on file server, linked through SharePoint user interface
Enables faster back-up times but increases complexity

On-premise vs Cloud

SharePoint Online
On-Premises Deployments
SharePoint Online Standard
SharePoint Online Dedicated
Self-hosted and managed
Direct access to physical machines
Central admin access
Hosted within own data centers
Available to companies of any size.
Multi-tenant hosting
Shared Hardware
Outsourced IT management
Hosted within MS data centers
Available for companies with 5+ seats
Dedicated Hosting
Dedicated Hardware
Outsourced IT management
Hosted within MS data centers
Available for companies with 5000+ seats

Why have employees?

Decisions

SharePoint Model
Requires Server: Standard or Enterprise
Centralised vs In-place
To configure:
Sites, libraries and folders
Columns (metadata) and Content Types
Retention policies, Workflows
Content organiser rules

SharePoint +/or …?
Cross platform connectivity
Hybrid Cloud solutions
Outsourcing on non-MS data centres
Pre-built retention policies, workflow rules
Auto-classification by schema
Analysing current stores/de-duplication
Document imaging
Tighter Office/Outlook integration
Minimal budget and still on file shares? Consider Windows Server 2008

Preparation Matters

Final Note
SharePoint 2010 for Records Management isabout traditional EDRMS:
Managing files you are legally required to keep for a defined period of time
Placing holds to prevent deletion if a file is involved in a legal matter
Governance and content management spans the broader definition of records: information
Version history
Classification
Auditing
Retention

Further Reading
Microsoft Enterprise Content Management Team Blog
http://blogs.msdn.com/b/ecm/
About SharePoint 2010 Records Management
http://technet.microsoft.com/en-us/sharepoint/ff598594.aspx
SharePoint 2010 Records Management Planning
http://technet.microsoft.com/en-us/library/ff363731.aspx
SharePoint 2010 Performance and Capacity Management
http://technet.microsoft.com/en-us/library/cc262971.aspx
Thinking Records (James Lappin)
http://thinkingrecords.co.uk/
SharePoint Sharon (me )
http://sharepointsharon.com

Thanks for listening…
Sharon Richardson Joining Dots
Web: http://www.joiningdots.comSharePoint: http://sharepointsharon.com

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SharePoint 2010 for Records Management

by Sharon Richardson on Feb 17, 2011

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SharePoint 2010 for Records Management — Presentation Transcript