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Nick kellett share point summit 2011 presentation

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  • Globally used content types that are controlled in one location. Removes duplicate tagged documents and ensures consistent meta-dataCompany has two web applications that have a set of content types that are the same (could be employee profile, real estate listing etc).Company would like to have a central location where the content types can be created and pushed out to the above two site collections seamlessly and without having to make any modifications to separate site collection content types.
  • In 2007, content organization was largely a matter of individual upload decisions.Administrators could help guide, but ultimately, was up to contributors to decide where the content ended up. Takes decisions out of hands of users and ensures that items are well organized.Routing rules from 2007 replaced by content organizer, Automatic routing of documents to right place in SharePoint enabling you to automatically enforce rules on content submittedEnd users don’t have to be aware of which document library document should go intoAllow a drop off library where all documents should be placed- SharePoint moves documents that were submitted by users to appropriate place, based on:Rules for content rerouting Metadata Content Types Property based conditions Can apply multiple rules Use the priority option to give one rule more importance over another- Has the ability to automatically create subfolders based upon metadata (i.e. folder for each year)
  • Why are In-Place Records Declarations important?User doesn’t need to do anything to declare a record. They just go about their day to day business of working with documents. They don’t need to be a records manager. This is HUGE!Don’t need to route everything to Records Center’s anymore, can have declared records across the organization in different repositoriesCompany wants certain documents and wiki's need to be declared as records but without moving them to a Record Center. Current Record center is getting close to the recommended content database size limit and, scalability is becoming an issue as the company does not have resources to invest in a second records center at this point of time.Site Collection settings for Records Declaration allow blocking delete & edit and security to declare by roleWhen Record Declaration Availability is set to “Available in all location by default”, a new icon appears on the Ribbon:A document will get a padlock added to its icon when declared as a record:You can also override the record declaration availability on the document library levelAutomatic declarations of records is possible by checking the “Automatic Declaration” option in the document library settings.
  • Processing holds is done by a timer job called “Hold Processing and Reporting” on web app; Manually run to accelerate (daily by default)Holds can be set manually as wellPad lock added to list item when on holdUsed in scenarios involving law suits and litigationIn the US, corporations have Civil Rule requirements for providing records. Failure to produce documents in legal cases results in stiff penalties. There is still a lot of confusion on how these rules are applied and it depends on what policies are in place and how much risk your exposed to. What it means is that you need to be able to find the records in a set period of time, place a hold on them and not allow them to be deleted. Audit makes sure you can check if they are edited or deleted.In the process of electronic discovery, data of all types can serve as evidence. This can include text, images, calendar files, databases, spreadsheets, audio files, animation, Web sites and computer programs. Holds and eDiscovery features of SharePoint can be used to prevent spoliation of data and compliance with various laws (for example, holding financial records for 7 years or putting a hold on a document because of a litigation). Important because you can now search & place holds across farms, whereas before you could have only 1 records center in a farm. Not very useful.
  • Why do this?Heavy audits are required on items that have been declared a record, for legal reasons (i.e. decisions, invoices, bids, etc…)A document has been deleted or changed and the administrator would like to figure out who deleted or changed document in question. Site collection auditing features that allow document auditing can be used to figure out who opened, edited, checked out, moved, deleted or even searched for list items or documents.
  • Sarbanes–Oxley Act of 2002 requiring records to be kept for a certain amount of timeYou can now set rules for documents that need to be reviewedFor example, records can have review periods in between the time they are declared and when they are destroyedRetention policies can be created in Site Settings --> Site Collection policies or Content Type Settings/List Settings --> Information management policy settingsOOTB Actions: Recycle Bin, Delete, Transfer, workflow, skip, declare record, delete drafts, delete versionAllows Recurrence
  • Transcript

    • 1. Lessons Learned: Best Practices for SharePoint 2010 Document and Records Management
      Nick Kellett
      Chief Technical Officer, StoneShare Inc.
    • 2. 2
      Agenda
      Recap: DM and RM Features in SharePoint 2007
      Document Management Features in SharePoint 2010
      Record Management Features in SharePoint 2010
      Running the Project
      Governance
    • 3. 3
      Recap: DM and RM Features in 2007
    • 4. Recap: DM Features in SharePoint 2007
      Recycle Bin
      Check-in/out
      Versioning
      Granular Permissions
      Content Types and Columns
      Information Management Policies
      Workflows
      Alerts
      Send To
    • 5. Recap: RM Features in SharePoint 2007
      Record Centers
      Record Routing
      Barcodes
      Labels
      Expiration Policies
      Auditing
    • 6. 6
      Document Management Features in 2010
    • 7. Tag, Discover and Manage in 2010
      Tag
      Cross farm with shared hierarchal taxonomies
      Automatically with location based metadata defaults
      Discover
      With metadata based navigation
      With location based view definitions
      The best content with Ratings
      The latest version with Unique Document IDs
      Manage
      With Metadata based content organizer
      Multiple documents with document sets
    • 8. Managed Metadata
      1
      Managed Metadata
      Single or multi-value field
      Binds to a term set of any term store (Share Application Service)
      Have metadata column on a list, library, or content type
      ‟Like a super choice field”
      2
      Managed Keywords
      Part of base doc content type
      One per content type
      Validates against all terms in all term sets
      ‟Folksonomies”
      ‟Like a super text field”
      Auto-complete
      Disambiguation
      Preferred term
      Tree picker control
    • 9. Document Sets
      Manage work products made up of multiple documents
      Key Scenarios
      Tight collection of related documents
      Compound documents
      Document Set Features
      Shared Metadata
      Customized welcome page
      Default documents
      Version capture
      Workflows
      Portability
    • 10. Content Type Publishing
      New feature of a central location (any site collection) where you manage and publish content types
      Web applications can subscribe to hub and pull down published content types from hub and receive updates
    • 11. Content Organizer
      Allows routing decisions to be centrally organized
      Users guided to enter appropriate metadata rather than being allowed to dump documents wherever they like
      Used to route documents to the right folder based on content types and any other metadata that you require
      Allows integration with a new email organizer that can be activated in conjunction with Content Organizer
    • 12. 12
      DM Features - DEMO
    • 13. Scaling
      SharePoint 2007
      High scale libraries require careful planning and management
      SharePoint 2010
      End user features for high scale
      Ex: Metadata pivots, key filters, content organizer
      Server automatically “does the right thing” for high scale
      Compound Index support
      Automatic index management
      Query throttling w/ fallback
      SharePoint 2010 Scale Targets
      1 million items in a folder
      10s of millions of items in a single library
      100s of millions of items in large archive scenarios
    • 14. 14
      Records ManagementFeatures in 2010
    • 15. Key SP2010 Record Management Features
      In place records management
      Metadata-driven, hierarchal file plan
      Recordization
      What’s new in 2010
      RM Feature Area
      eDiscovery
      and Hold
      eDiscovery searches over any SharePoint content
      Archive results or leave on an in place hold
      File Plan Report shows overview of content management policies
      Per item audit log reports
      Auditing
      and Reporting
      Retention
      and Disposition
      In place records management
      Metadata-driven, hierarchal file plan in the archive
    • 16. In-Place Records Management
      Document can be declared and handled as record within site it was created in.
      As a record, a file can have policies and restrictions different from when it was a document
      Documents can be declared as records either manually or automatically
      Activated as a Site Collection Feature
    • 17. Holds and eDiscovery
      Find and lock down content related to litigation
      Features to track external actions like litigation, investigation or audit
      Allows discovery of documents by metadata - automatically place them “on hold” and/or copy them to a specific location
      It is now easy to be able to produce electronic data when requested in a court
      Activated as a Site Feature
    • 18. Auditing
      Generate a customized audit report about an individual record, item, column, content type, search or permissions
      Ability to specify events to audit such as open, edit, check out/in, move, copy, delete & restore
      Predefined reports in excel format
    • 19. Multi-Level Retention Policies
      Retention policies can be set by content type, library or folder
      Multiple stages retention policies allow specification of entire document lifecycle as one policy (e.g. review Contracts every year, and delete after 7 years)
      Create hierarchal folder structures and manage retention at each folder in the hierarchy (or inherit from parent folders)
      Can override default retention schedules on folders or libraries, activated as a Site Collection Feature
    • 20. 20
      RM Features - DEMO
    • 21. 21
      Running The Project
    • 22. Common Pitfalls
      Big Bang
      Expectation management
      Environment problems
      Choosing the right functionality
      User Training and support
      Migrations
      22
    • 23. Lessons Learned
      Workshop Lessons
      Technical Lessons
      Training and Support Lessons
      23
    • 24. Workshop Lessons Learned
      Straw man Architecture
      Rapid Prototyping
      Consult each business unit
      Business Unit Onboarding template
      SharePoint-agnostic Functional Specs
    • 25. Choose DM / RM Functionality
      Use Managed Metadata Service
      Term sets, terms, and managed keywords can be global
      You can have a very open system or a tightly-managed system. You can also start with one and move towards the other
      Inherit from base content type(s)
      Content types can be shared across site collections using Content Type Hub
      Consider In-Place Records Management
      Content Organizer is great for email and document routing
      Turn on Metadata navigation settings in your libraries
      Favour metadata over folders
    • 26. In Place vsDedicated Record Center
      In Place
      Dedicated
      Records are actively used and sit alongside non-records
      Requires close cooperation between RM team, IT, and content stewards
      One location for all content whether it is a document or a record
      Reflects “how people work”
      Centralized vault receives less content
      More traditional
      Easier to implement a hierarchal file plan
      One centralized view and location for all records across enterprise
      Works best when records are not frequently referenced
    • 27. Control the Environment
      SharePoint success relies heavily on proper setup
      Service accounts, hardening, capacity planning needs to be in place before any installation
      Use the recommended hardware specifications OR BETTER
      Ensure administrators are properly trained and disciplined!
      Development and / or Testing environments are vital
    • 28. Migrations
      Break down into content and functionality migrations
      Consider vendor tools
      If OOTB, use Database Attach Migration
      Test, Test, Test
      28
    • 29. Training and Support
      Extensive training for project staff
      Solution training for end users
      User self help for all common SharePoint tasks
      Tiered support model
      29
    • 30. 30
      Governance
    • 31. Best Practices
      Governance Predates SharePoint
      Build a Governance Portal
      Communicate Frequently
      Identify and Support Champions
      Evergreen your process
    • 32. Governance Teams
      Central Governance Team
      Responsible for overall direction
      Acts like a Board of Directors
      Ensures SharePoint evolves with the business
      Tactical Teams
      Responsible for specific area(s)
      Provide technical knowledge and support
      Carry out Proof of Concepts (POCs)
      Provide feedback to Central Governance Team
    • 33. Governance Portal Sections
      Communications
      Policies and Procedures
      Training
      Support
      Taxonomy
    • 34. Wrap-up
      Questions?
      nkellett@stoneshare.com
      www.stoneshare.com
      Thank You!