SharePoint 2010 - Records Management

SharePoint 2010
Records Management
Cory Peters, Solutions Architect
Eastridge Technology, Inc.
MCTS, MCPD
corypeters.net∙ cpeters@eastridge.net∙@cory_peters

Agenda
What’s New?
Declaring Records
Record Center
How Retention is Defined
Multi-Stage Retention
Holds and Discovery

Learning
What’s new or Improved

New and Improved
Improved
New
In Place Management
Document Sets
Document IDs
Compliance Details
File Plan Reporting
Record Center
Document Routing
Retention
Information Policies

Document Sets
Quickly create packets of documents
Can perform bulk actions on set
Send to record center
Permissions
Workflow

Document IDs
Set at site collection level
Unique within entire site collection
4-12 alphanumeric prefix
Ex: PREFIX-1-1
Can write custom provider
Search by document ID will immediately launch application

Compliance Details

Taking advantage of
In Place Records Management

In Place Management
Single or multi-record declaration
Full Multi-stage retention
View compliance details per document
Holds and Hold Discovery

New options for
Declaring records

Declaring Records – Lots of Options
In place declaration
Multiple item selection
Send to Record Center
Copy
Move
Move and Leave Link
Records Library
Automatically using retention

Declaring Records
In Place Records Management
Benefits
Versions
Security
Existing Favorites / Links
Existing Workflow

Declaring Records
Send to Record Center
Benefits
Move or Copy
Can leave stub
Reduces load
Database
Search
Different retention by
Content type
Metadata
Move
Copy or Move w/ Shortcut
Record Center

What’s new with the
Record Center

Large, friendly upload button
Shared drop off library for pending submissions
Find documents immediately by Document ID
List of record libraries
List of records waiting for metadata requirements

Understanding
How retention is defined

Two Options
Content Type
Can mimic physical file plan
Flexible but can be complex
Library and Folders
Can be tightly bound to security requirements
Trumps Content Type selection

Flexibility with the new
Multi-Stage Retention

Retention Stages
Event
Action
Repeat every month
Recurrence

Retention Events
What causes the action to fire
N (Days, Months, Years)after
Date Created
Date Modified
Date Declared a Record
Custom Formula

Retention Actions
Move to Recycle Bin
Permanently Delete
Transfer to another location
Start a workflow
Skip to next stage
Declare record
Delete previous drafts
Delete all previous versions

Retention Recurrence
Keep repeating the current stages action until the next stage is triggered
Repeats every N (Days, Months, Years)

Real World Example
Medical Procedure Document
Needs to be approved every year
After 10 years the procedure is no longer valid
Kept for 5 years after expiration

Medical Procedure document
Stage 1
Repeat every year
Stage 2
Stage 3

Retention Exemption
Set at the item level
Exempt from any policy that may apply to the item
When on hold, retention stops

Discovering and adding documents to
Holds

Discover and Hold Content
Managed at the site level
Add items to hold
Keyword search – all search results added to hold
Manually – navigate to document, add to hold
In place or copy/move to remote hold location
Items can be placed on multiple holds

Questions?
Software Services for Customer Success
Stay Connected
http://www.eastridge.net
http://facebook.com/#!/EastridgeTechnology
http://twitter.com/eastridgetech

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SharePoint 2010 - Records Management

by Cory Peters on Apr 23, 2010

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