Your SlideShare is downloading. ×
0
×
Saving this for later? Get the SlideShare app to save on your phone or tablet. Read anywhere, anytime – even offline.
Text the download link to your phone
Standard text messaging rates apply

Introduction to Records Management in SharePoint 2013

28,239

Published on

This session will focus on enterprise content management and records management features in SharePoint 2013. It will tie together various capabilities built into SharePoint 2013 such as record …

This session will focus on enterprise content management and records management features in SharePoint 2013. It will tie together various capabilities built into SharePoint 2013 such as record declaration, managed metadata, document IDs, content organizer, content hub, policies and e-discovery in order to support your enterprise records management initiatives. It will also talk to many of the changes in ECM and records management from SharePoint 2010 within SharePoint 2013

Published in: Technology, Business
3 Comments
26 Likes
Statistics
Notes
No Downloads
Views
Total Views
28,239
On Slideshare
0
From Embeds
0
Number of Embeds
15
Actions
Shares
0
Downloads
0
Comments
3
Likes
26
Embeds 0
No embeds

Report content
Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
No notes for slide
  • Questions that are not directly related will be discussed offlineTurn cellphones offQ+A will be at the end88% of Records functionality as defined by the ICA standard (ISO 16175) is now available “out of the box” using Sharepoint 2010
  • Records Management consists ofidentifying, classifying, archiving, preserving, and destroying records according to a set of pre-defined standardsIncreasing pressure to manage risk more effectively through improved compliance with regulatory and corporate policiesGovernment and industry regulationsU.S. Sarbanes-Oxley Act (SOX)SEC 17-a/bDOD 5015.2, MoReq, ISO, and HIPAALegal eDiscoveryU.S. Federal Rules of Civil Procedure
  • If you look closely at the sample file plan it has descriptions of a lot of the info that is needed:File Codes (Document id’s in SharePoint) What record types that this category of the file plan should consist ofRetention and disposition informationPrimary and Secondary categories
  • Hopefully BA or maybe even yourself does analysis on the File Plan and gives you something like this.Usually in spreadsheet formInterp
  • Extensibility - Only allows copying of records to Records CenterScalability - One Records Center per farmFlexibility - No distributed content types or metadataInflexible Routing rules
  • Large collections of Records require careful planning on numbers and locations of content databases, site collections, sites and document libraries in relation to the file plan
  • SharePoint now supports multiple index serversContent index can now be divided into multiple index partitions. Each index server can be configured to run multiple crawlers. Multiple crawlers can crawl content in parallelIndex servers are now stateless. The crawlers build the content index and propagate directly to the query servers. multiple query servers benefits of redundancy and parallel performance can be made availablecrawl management and property store data tables have been split into separate databases and multiple tables of this kind can be configured. Remote Blob Storage:As of SP2007 SP1, it was possible to take advantage of an External BLOB Storage (EBS) API to get the BLOBs out of SQL Server. The method was not transactionally consistent and it results in a high number of orphaned BLOBs in the BLOB store because new BLOBs are stored (not replaced) when a document is updated. New Remote Blob Storage features of SharePoint 2010 provide: 1. Transactional consistency: this ensures that when we get a BLOB ID back from the RBS provider, we are guaranteed storage. It also allows for traditional update capabilities. 2. Transactional consistency also allows Write Once Read Many (WORM) mode devices to "VETO" a delete or modify operation. If external vendors such as EMC choose to write an RBS provider for their devices, then the actual storage subsystem itself can prevent SharePoint from allowing a document to be deleted. 3. While orphan cleanup is much less of a concern with RBS it still needs to be managed. The good news is that because RBS is managed through SQL tables, RBS can take advantage of indexes to actually "query" the difference between what is in the BLOB store and what is in SharePoint content databases. 4. RBS is completely transparent to the SharePoint API. Nothing changes. So existing custom and 3rd Party code will continue to function as expected.With binary data out of the content database, only metadata may be present causing a great reduction to the database size and improving scalability and performance.
  • SharePoint now supports multiple index serversContent index can now be divided into multiple index partitions. Each index server can be configured to run multiple crawlers. Multiple crawlers can crawl content in parallelIndex servers are now stateless. The crawlers build the content index and propagate directly to the query servers. multiple query servers benefits of redundancy and parallel performance can be made availablecrawl management and property store data tables have been split into separate databases and multiple tables of this kind can be configured. Remote Blob Storage:As of SP2007 SP1, it was possible to take advantage of an External BLOB Storage (EBS) API to get the BLOBs out of SQL Server. The method was not transactionally consistent and it results in a high number of orphaned BLOBs in the BLOB store because new BLOBs are stored (not replaced) when a document is updated. New Remote Blob Storage features of SharePoint 2010 provide: 1. Transactional consistency: this ensures that when we get a BLOB ID back from the RBS provider, we are guaranteed storage. It also allows for traditional update capabilities. 2. Transactional consistency also allows Write Once Read Many (WORM) mode devices to "VETO" a delete or modify operation. If external vendors such as EMC choose to write an RBS provider for their devices, then the actual storage subsystem itself can prevent SharePoint from allowing a document to be deleted. 3. While orphan cleanup is much less of a concern with RBS it still needs to be managed. The good news is that because RBS is managed through SQL tables, RBS can take advantage of indexes to actually "query" the difference between what is in the BLOB store and what is in SharePoint content databases. 4. RBS is completely transparent to the SharePoint API. Nothing changes. So existing custom and 3rd Party code will continue to function as expected.With binary data out of the content database, only metadata may be present causing a great reduction to the database size and improving scalability and performance.
  • BenefitsMore consistent use of terminologyBetter search resultsDynamicEntering termsEntering enterprise keywordsConsistent meta-data across the organization is a foundation for the application of records management practices and policies!
  • 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 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
  • Why is Document ID important?Didn’t exist in previous version of SharePoint and documents were hard to findPeople are still spending up to 9.5hrs/ user/week searching for information (hasn’t changed much in several years) and 6hrs/user/week reproducing information.Document was sent to Records Repository and you can’t find it, now you can reference and find it by Document IdDocument is being constantly moved around in Records Center by meta-data management rules or workflows, now you can always find itOther Document ID features:Assignment of Document IDs with certain character prefixesResetting Document IDs (via timer job)Allows user to use to select a scope to be able to input a specific Document ID in and have it pull up the document directly (haven’t been able to verify this)Find by Document ID Web Part enables user to enter a document ID, then constructs a "static URL" and looks up the item.Document URL looks like this:http://<sitecollectionurl>/_layouts/DocIdRedir.aspx?ID=34RZ5NUVTCP7-1-4New ASPX page that sits in layouts directory called DocIdRedir.aspx that takes a Document ID as query string parameter. Ability to consistently reference documents as links don’t change or break, even if the document moves between sites!Following are some typical file codes that could be found in any office:ADMI 459 Conferences, Seminars, Associations, and Societies FilesCONT 202 Contract Management RecordsDIRE 108 EPA Agency-wide DirectivesREGS 149 Regulations, Standards, and GuidelinesSURV 005 Special Studies
  • Transcript

    • 1. Noorez Khamis @nkhamis http://www.khamis.net
    • 2. Speaker Bio twitter: @nkhamis blog: Rez’s SharePoint Blog Spot http://www.khamis.net
    • 3. So what’s this session about anyways?
    • 4. First Off….
    • 5. SharePoint Administrator Perspective Litigation, Audit or Mandate Hire Records & Compliance Managers File Plan/Retention Schedule Go do it SharePoint Admins!
    • 6. File Plan & Retention Schedule Record Record Type Code FIN01 Accounts Payable May contain: Employee Expense Reports Invoices Purchase Orders Receipts Requisitions Vendor and Supplier Invoices Vendor Setup Vouchers for Payments Event Retention Period Responsible Department FINANCE AND Declared Date + 3 ACCOUNTING (Delete Versions) Declared Date + 5 (Delete Permanently) Official Version
    • 7. Assemble Metadata, Taxonomy & Security
    • 8. SharePoint’s interpretation of the File Plan Content Type Parent Content Type physical record Columns item Workflows Information Management Security Policies add new record expiration destroy record auditing barcode legal record physical record date signed signed NDA legal record second party NDA type model physical record project model stage creator creation date Legal only
    • 9. Microsoft’s Strategy for Records Management
    • 10. In SharePoint 2007….
    • 11. In SharePoint 2010….
    • 12. SharePoint 2010 Introduced…. More Info: http://www.khamis.net/Blog/Post/233/RecordsManagement-features-in-SharePoint-2010--Part-1---Introduction
    • 13. In SharePoint 2013 … More Info: http://www.khamis.net/Blog/Post/273/SharePoint2013-Server-–-What’s-new-and-different-–Part-1
    • 14. SharePoint 2013 Records Management
    • 15. So where do we start as a SharePoint Admin? Bottom Line: Invest time in planning the SharePoint Logical Architecture for your Records Center Why?  Flexibility, Boundaries & Limitations
    • 16. Boundaries and Limitations More Info: http://www.khamis.net/Blog/Post/260/ SharePoint-2010-vs--SharePoint2013-Boundaries-and-LimitsComparison
    • 17. How SharePoint 2013 can help with scaling
    • 18. In Place Records versus Records Centers Organizing Records Records Center Automatically routes to site or library via new content organizer In Place Loosely and flexibly organized Securing Records Full control on who can view, edit & delete Locating Records Versioning Records All in one location Each version must be explicitly sent Permissions can’t change but can restrict editing and deleting Spread across your farm Automatically assumes all versions Finding Records without leaving your collaboration site Not automatic, as requires a query but there is the new option of leaving a short-cut to the record Automatic Untidiness with Records vs. non Records Auditing eDiscovery Admin Security Number of Sites Not a problem, only records here Mix of both here but can create views Enabled Records only Records Manager Extra Records Center sites to manage Depends on parent site Records and non-Records Site Admins Fewer Sites to manage Scalability Greater database and site collection size Management Storage and Backup Reduces size of team sites and can expand Records Center site collections into separate databases Separate site or farm needed Can be stored and backed up in separate databases Document Sets Allowed Not supported No additional site needed Same database as other documents source: http://technet.microsoft.com/en-us/library/ee424394.aspx
    • 19. The biggest drawbacks of In Place RM
    • 20. But wait…. (Shameless Plug) source: http://sp2010inplacerecords.codeplex.com/
    • 21. Managed Metadata Service
    • 22. How SharePoint 2010 can help with Taxonomy
    • 23. Deploy the Content Organizer
    • 24. Turn on Auditing on Site, List or Content Type
    • 25. Implement Multi-Level Retention Policies
    • 26. Turn on Document ID’s
    • 27. Implement Send To… on other SharePoint Sites
    • 28. DEMO
    • 29. Site Mailboxes
    • 30. Turn on unified eDiscovery and holds
    • 31. Site Policies
    • 32. Document Set Improvements
    • 33. DEMO
    • 34. In Closing…
    • 35. www.khamis.net

    ×