Building a Records ManagementSystem in SharePoint 2010
Agenda• Understand Your Business• ECM Assessment Project• What is a Record?• Records Architecture• Build RM in SharePoint• Decision Points
About the Speaker• Bill English, MVP – 11 years as a SharePoint Server MVP – Author on 14 books (whew!) – Co-Owner of Mindsharp and the Best Practices Conference – Blog: sharepoint.mindsharpblogs.com/bill – Twitter: @minnesotabill – LinkedIn: Bill English – Email: email@example.com – Current Position: CEO of Mindsharp – Hometown: Maple Grove, MN • Latitude: 45.129793; Longitude: -93.47391
Who is Mindsharp? Training Best Practices Industry ConferencesLeadership
The Only Peer-Sharing SharePoint Conference for Business Leaders & Stakeholders May 15-17, 2013 Minneapolis
National Institutes of HealthRecords management means the planning,controlling, directing, organizing, training,promoting, and other managerial activitiesinvolved with respect to records creation,maintenance, use, and disposition in order toachieve adequate and proper documentationof the policies and transactions of theFederal Government and effective andeconomical management of agencyoperations.
ARMAA record is recorded information that supportsthe activity of the business or organization thatcreated it. It can take the form of:• paper documents such as a hand-written memo or a hardcopy report• electronic records such as databases or e- mail• graphic images such as drawings or maps; these may be in photographic, electronic, or hard-copy formats
International Standards Organization• ISO 15489: “information created, received, and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business”.
• Information Architecture & Design Overview Information Databases Better ROI on Information Better ROI on Microsoft Investments Use of Find it! Governance & Maintenance Tools Findability & Files MMS Hub Design Compatible Putability Tools Docs Development Content Types Development Tagging Information Design per “group” Web GAAP Global Taxonomy Ledger $£€ (Global MMS Hub) 2.0 SEC Software Information Architecture
Architecture vs. DesignArchitecture Design• Based on Information- • Global & Federated Type Taxonomy taxonomies• Articulation of the • Input forms and tools software platforms • Governance• Platforms tied to one or • Content Lifecycles more information types • Indexing topology and – All types articulated Search tools – No orphans• Transparent to end-user
Pragmatic Decisions• Documents a Decision• Documents a change in corporate governance• Documents a process• Documents compliance to – Process – Government law or regulation• Documents illegal or legal behavior
Pragmatic Decisions• Documents an action that relates to an investigation or review• Documents a change in policy• Documents HR enforcement action• Documents a contract or agreement• Documents thought history to a decision• Documents a corporate board action
Pragmatic Decisions• Documents a critical event• Documents risk management efforts• Who declares the record?
<Record Code> Record CreationDisposition Consumption Content Owner File Plan Security Level Repository Recoverability Tool(s) Education Policies Metadata (Descriptors) Workflow Consuming Audience Content Type
What is a Record?• Document• Email• Video• Audio• Database (i.e. key card access)• Server logs• Past, Present and/or Future
What is Putability? • Definition: – The quality of putting content in the correct location with the correct metadata – The degree to which we put quality information into our information management system • Truths: – What goes in, must come out: garbage in, garbage out – Our users will resist taking the time to put quality information into the system (tag the content) – Findability is directly impacted by our Putability practices 30
Who is responsible for tagging? • Authors: 40% • Records Managers: 29% • SME’s: 25% • Anyone: 23% • Don’t know: 12% • No one: 16% • This means that many don’t know who is responsible for tagging information to make it more findable. • Result of not having information governance • Can’t have SharePoint governance without IG 31
Putability Pushback• No time to enter metadata• Don’t want to worry about where a document is• I wasn’t hired to manage information• This is IT’s job• I don’t want to be responsible if I enter the wrong metadata• I don’t see the need, so why do it? 32
Personal vs. Business Devices• How do people manage electronic records?• How do people access records?
Decision Points• Define roles & responsibilities• Define business & personal platform use• Define what a record is• Define how a record is declared• Define when a record is declared• Define lifecycle once a record is declared