SP24 - Intro to Records Management in SharePoint 2013 - Noorez Khamis


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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.

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SP24 - Intro to Records Management in SharePoint 2013 - Noorez Khamis

  1. 1. Introduction to Records Management in SharePoint 2013 Noorez Khamis (@nkhamis) http://www.khamis.net Canada, EST April 16th /17th, 2014
  2. 2. 10+ years in managing, leading, designing and implementing SharePoint business solutions across a wide variety of verticals Involved in hundreds of projects spanning entire SharePoint spectrum including enterprise scale document and records management systems Active blogger and involved in GTA SharePoint community MBA, MCTS, MCDBA, MCSD, MVP Solutions Architect ReyJen Inc. Toronto Canada Contact @nkhamis nkhamis@live.com www.khamis.net
  3. 3. Litigation, Audit or Mandate Hire Records & Compliance Managers File Plan/Retention Schedule Go do it SharePoint Admins!
  4. 4. Record Code Record Type Responsible Department Event Retention Period Official Version FIN01 Accounts Payable May contain: Employee Expense Reports Invoices Purchase Orders Receipts Requisitions Vendor and Supplier Invoices Vendor Setup Vouchers for Payments FINANCE AND ACCOUNTING Declared Date + 3 (Delete Versions) Declared Date + 5 (Delete Permanently)
  5. 5. http://technet.microsoft.com/en-us/library/cc261708(v=office.15).aspx Records Description Content Type Media Record category Retention Disposition Contact Security 401k plans Description of employee benefit plan. Plan Web pages Employee Benefit Plans X years None Kathi Flood HR Edit Only Insurance plans Description of employee insurance plan. Plan Print Employee Benefit Plans X years None Reshma Patel Pension plans Description of employee pension plan. Plan Print Employee Benefit Plans X years None Reshma Patel Payroll timesheets Summaries of hours worked, overtime, and salaries paid. Time Tracking Electronic documents Payroll Records X years Destroy Reshma Patel Supplementary payroll information Summaries of sick time, vacation time, and other non- salary payroll items. Time Tracking Electronic documents Payroll Records X years Destroy Reshma Patel
  6. 6. More Info: http://www.khamis.net/Blog/Post/233/Records- Management-features-in-SharePoint-2010--Part-1---Introduction
  7. 7. More Info: http://www.khamis.net/Blog/Post/273/SharePoint-2013- Server-–-What’s-new-and-different-–Part-1
  8. 8. SharePoint 2013 Records Management
  9. 9. Bottom Line: Invest time in planning the SharePoint Logical Architecture for your Records Center Why?  Flexibility, Boundaries & Limitations
  10. 10. More Info: http://www.khamis.net/Blog/Post/260/S harePoint-2010-vs--SharePoint-2013- Boundaries-and-Limits-Comparison
  11. 11. Records Center In Place Organizing Records Automatically routes to site or library via new content organizer Loosely and flexibly organized Securing Records Full control on who can view, edit & delete Permissions can’t change but can restrict editing and deleting Locating Records All in one location Spread across your farm Versioning Records Each version must be explicitly sent 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 Not a problem, only records here Mix of both here but can create views Auditing Enabled Depends on parent site eDiscovery Records only Records and non-Records Admin Security Records Manager Site Admins Number of Sites Extra Records Center sites to manage Fewer Sites to manage Scalability Reduces size of team sites and can expand Records Center site collections into separate databases Greater database and site collection size Management Separate site or farm needed No additional site needed Storage and Backup Can be stored and backed up in separate databases Same database as other documents Document Sets Allowed Not supported source: http://technet.microsoft.com/en-us/library/ee424394.aspx
  12. 12. source: http://sp2010inplacerecords.codeplex.com/