Building Enterprise Records Management Solutions for SharePoint 2010 by Robert Bogue - SPTechCon
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Building Enterprise Records Management Solutions for SharePoint 2010 by Robert Bogue - SPTechCon

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Tuesday, March 5
8:30 AM - 9:45 AM

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Building Enterprise Records Management Solutions for SharePoint 2010 by Robert Bogue - SPTechCon Building Enterprise Records Management Solutions for SharePoint 2010 by Robert Bogue - SPTechCon Presentation Transcript

  • Building Enterprise Records Management Solutions for 3/3/2013SharePoint 2010 Who is Rob Bogue? • The SharePoint Shepherd Building Enterprise Records • 10 Time MVP Management Solutions for • Patterns and Practices Champion • Author of 22 books and hundreds SharePoint 2010 of articles Robert Bogue • Blog @ http://www.thorprojects.com/blog The SharePoint Shepherd • Email me at Rob.Bogue@ThorProjects.com Rob.Bogue@ThorProjects.com WHAT IS RECORDS Agenda MANAGEMENT? • What is Records Management? • Records Management Options in SharePoint • Holds and Discovery • Managed MetadataCopyright 2012 AvailTek LLC / All Rights ReservedVisit: http://www.SharePointShepherd.com 1
  • Building Enterprise Records Management Solutions for 3/3/2013SharePoint 2010 Records Fact or Fiction Definition Records Are.. Records serve as evidence of an activity or Immutable transaction performed by an organization. Tightly controlled Audited Records Management Records Management needs… • Determines • Content analysis – What information • File plans should be classified as a record • Compliance – How records should be requirements created • Audit – When records should be • Disposition schedules archived or destroyed • E-Discovery and E-Hold – Who should be able to access recordsCopyright 2012 AvailTek LLC / All Rights ReservedVisit: http://www.SharePointShepherd.com 2
  • Building Enterprise Records Management Solutions for 3/3/2013SharePoint 2010 RECORDS Challenges for RM Projects MANAGEMENT • What information OPTIONS IN should be classed as a SHAREPOINT record? • When does a document become a record? You want me to put • Where should I keep my it where? records? In-place Records Archive store • Documents marked as • Suits organizations with dedicated records records remain in their management functions original location • Benefits: • Benefits: – Additional metadata, policy, or workflow might – Supporting information be required for records. maintained in-context – Centralized management. – Easier for collaborators – Ease of access. – Control over archive to find their content structure. – No additional site – Tighter governance provisioning required enabled. – Better scalability.Copyright 2012 AvailTek LLC / All Rights ReservedVisit: http://www.SharePointShepherd.com 3
  • Building Enterprise Records Management Solutions for 3/3/2013SharePoint 2010 Hybrid approaches Record Center • Record type dependent: • Central archive for • Multiphase disposition: holding records – “in place” • Found in the Enterprise – At end of life, site template group workflow(s) move all • Should be created in a records into an archive. separate site collection Structuring Your Record Center The Document ID Service • Base it on your file plan. • Provides a unique ID • Concentrate on policy: and URL for a – Ignore internal company document. structures • Enabled via the • Common drivers for Document ID feature structure: [site collection scoped]. – Security policy – Storage • Document IDs are – Retention policy assigned via a Event – Audit settings Receiver and via a – Content types Timer Job.Copyright 2012 AvailTek LLC / All Rights ReservedVisit: http://www.SharePointShepherd.com 4
  • Building Enterprise Records Management Solutions for 3/3/2013SharePoint 2010 Content Organizer • Converts metadata into structure • Drop-Off Library: – Temporary upload location – Content held until required metadata is Create records center, setup document ID, and declare a record provided CREATING A RECORDS CENTER • Rules Engine: – Provides rules for the system to decide where to place a record. Creating Rules • Rules stored in the Content Organizer Rules list • Options: – Rule Name Word promotes Author property, a rule routes content on the Author – Rule Status and Priority property – Submission Content Type CONTENT ORGANIZER – Conditions – Target LocationCopyright 2012 AvailTek LLC / All Rights ReservedVisit: http://www.SharePointShepherd.com 5
  • Building Enterprise Records Management Solutions for 3/3/2013SharePoint 2010 Manual Record Declarations Defining Information Policy • Submit directly into the • Site Settings > Site Record Center: Collection – Useful for external data Administration > Site stores Collection Policy • Mark a record in-place • Retention policies allow in a document library. for record declaration • Send a document to a (in-place and archive) at Record Center. key dates in the content’s lifecycle. HOLDS AND DISCOVERY What Is a Hold? • Record management term • Preservation of content for legal or audit purposes • Preserves the state of Found Him! the content at the time of the hold • Commonly the result of pending legal litigation • Hand in hand with eDiscoveryCopyright 2012 AvailTek LLC / All Rights ReservedVisit: http://www.SharePointShepherd.com 6
  • Building Enterprise Records Management Solutions for 3/3/2013SharePoint 2010 What Is eDiscovery? Discovering Content • Discovery of electronic • Discovery content using Search and Add to Hold page content for legal or available from site settings for top-level site. audit purposes • Select the site to search (Optional). • Locating through culling the corpus for • Create search criteria. content matching a set • Optionally preview the results. criteria • This can include any electronic document or item. Associating Content with Holds Releasing Items and Holds (Manual) • Individual items may be added using the Compliance • The eDiscovery process can include results: Details dialog. – That are not relevant to the hold – That are not discoverable • The Compliance dialog can be used to release an item from a hold. • Holds have a lifecycle and can be released when no longer required. • Holds can be released by viewing the hold list item and selecting Release hold... link.Copyright 2012 AvailTek LLC / All Rights ReservedVisit: http://www.SharePointShepherd.com 7
  • Building Enterprise Records Management Solutions for 3/3/2013SharePoint 2010 Viewing Items in a Hold Creating Retention Policies • Use hold reports to view: – Status of holds – Items associated with holds MANAGED Assigning to a Content Type METADATA • Policies are associated with a content type. • Association happens at one of two scopes: – Site Content Type – List Content Type • Where a policy is created and where it is associated determines scope and reuse. Whatcha talking ‘bout Willis?Copyright 2012 AvailTek LLC / All Rights ReservedVisit: http://www.SharePointShepherd.com 8
  • Building Enterprise Records Management Solutions for 3/3/2013SharePoint 2010 Term Stores Groups and Term Sets Term Store Term Store • Database that contains • Groups information relating to – Contain one or more term taxonomies. Group sets Group • Each Managed Metadata – Provide a security Service Application is a boundary for term set administration (managers, single instance of a term Term Set contributors) Term Set store. • Term Sets • Includes groups, term – Containers used to sets, terms, and Terms organize terms Terms keywords. – May assign stakeholders • Web applications can – Configurable submission have associations to policy and tagging options multiple term stores. Terms Publishing and Updates Term Store • Predefined values that • Identify which site represent taxonomy objects. collections will serve as Hub • Can be nested up to seven Group content type hubs and levels deep. which will act as • Terms can be associated subscribers. Term with other terms as Term Set Store synonyms. • Identify stakeholders • Ability to define custom sort and create a taxonomy order. Terms maintenance plan. Subscriber • Organizational terms can be • Set schedules for a included that are not used in data selection. content type hub and subscriber updates.Copyright 2012 AvailTek LLC / All Rights ReservedVisit: http://www.SharePointShepherd.com 9
  • Building Enterprise Records Management Solutions for 3/3/2013SharePoint 2010 Syndication Managed Metadata Service Application Web Application A Web Application B Content Type Hub Content Type Subscriber CONTENT TYPE SYNDICATION Please fill out your evaluations. Robert Bogue Rob.Bogue@ThorProjects.com (317) 844-5310 THANK YOUCopyright 2012 AvailTek LLC / All Rights ReservedVisit: http://www.SharePointShepherd.com 10