• Share
  • Email
  • Embed
  • Like
  • Save
  • Private Content
SharePoint 2010 for Records Management
 

SharePoint 2010 for Records Management

on

  • 6,587 views

Exploring the specific featurs in SharePoint 2010 for records management. Originally presented at Unicom's Records Management Conference in the UK, 16 February 2011.

Exploring the specific featurs in SharePoint 2010 for records management. Originally presented at Unicom's Records Management Conference in the UK, 16 February 2011.

Statistics

Views

Total Views
6,587
Views on SlideShare
5,640
Embed Views
947

Actions

Likes
2
Downloads
223
Comments
0

6 Embeds 947

http://www.sharepointsharon.com 801
http://www.gilleran.net 104
http://www.joiningdots.com 38
http://www.linkedin.com 2
http://webcache.googleusercontent.com 1
http://safe.txmblr.com 1

Accessibility

Categories

Upload Details

Uploaded via as Microsoft PowerPoint

Usage Rights

© All Rights Reserved

Report content

Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
  • Full Name Full Name Comment goes here.
    Are you sure you want to
    Your message goes here
    Processing…
Post Comment
Edit your comment

    SharePoint 2010 for Records Management SharePoint 2010 for Records Management Presentation Transcript

    • SharePoint 2010 for Records ManagementExploring the options
      Sharon RichardsonJoining Dots
      Twitter: @joiningdots Feb 2011
    • Why SharePoint?
    • Source: http://www.landrover.com
    • Sites
      Communities
      Composites
      Content
      Insights
      Search
    • 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