West Monroe Partners - Records management capabilities in share point 2010 - kansas city

Records Management Capabilities in SharePoint 2010 December 11, 2010 Coskun Cavusoglu SharePoint Architect, Instructor, Author

Who am I?
Pronounced [jos-kun]
ECM Practice Senior Manager at West Monroe Partners
www.westmonroepartners.com
[email_address]
@coskunc www.sharepointcoskun.com

Agenda
The New and Improved Features
Document Set
Document ID
Content organizer
Declaring a Record
Information Retention Policies
In-place Records Management
eDiscovery and Hold

The New and Improved Feature Set

New and Improved

Document Sets
Quickly create set of documents
Using a Document Set you can
Send the set to the record center
Set Permissions to the whole Document Set
Kick-off Workflows for the Document Set

Document IDs
Unique Identifier
Set at site collection level
Unique within entire site collection
Can create your own custom ID provider
Can search by document ID
Good Post on Document ID’s
http ://www.sharepointanalysthq.com/2010/04/document-id-feature /

Content Organizer
Site Feature that can be enabled on the site level
Creates a Drop off library
Never works!
Find more information on Content Organizer
Corey Roth – One of the speakers today! http :// www.dotnetmafia.com/blogs/dotnettipoftheday/archive/2010/03/17/a-quick-look-at-the-sharepoint-2010-content-organizer.aspx
Rob Bogue - http ://www.endusersharepoint.com/EUSP2010/2010/05/28/content-organizer-in-sharepoint-2010/

Demo Document Sets & Document IDs

Declaring Records

Declaring Records
In-Place Records Management
Versions
Security
Existing Workflow
Existing favorites/links

Declaring Records
Send to Record Center
Move or Copy
Reduces load

Records Center Friendly upload button Search by Document ID Shared drop off library for pending submissions

Compliance Details

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

Retention Events
What causes the action to fire?
A # of ( 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)

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

Example

Multi-Stage Retention

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

eDiscovery and Hold

Good Records Management is Key to Good eDiscovery and Evidence Management

eDiscovery

eDiscovery
Zubulake Revisited – The Pension Committee of the University of Montreal Pension Plan, et al. v. Banc of America Securities, LLC, et al.
The court held that the “failure to issue a written litigation hold constitutes gross negligence because that failure is likely to result in the destruction of relevant information.”
The court reiterated the importance of preserving records of former employees that are in a party’s possession, custody or control. The court held that the failure to preserve such documents also supports a finding of gross negligence.

eDiscovery
To avoid a finding of gross negligence, a litigant must, at a minimum:
Issue a written litigation hold
Identify the key players and ensure that their electronic and paper records are preserved
Cease the deletion of email and otherwise preserve the records of former employees that are in a party’s possession, custody, or control
Preserve backup tapes when they are the sole source of relevant information or when they relate to key players, if the relevant information maintained by those players is not obtainable from readily accessible sources

Phillip M. Adams & Assoc., LLC v. Dell, Inc., 621 F. Supp. 2d 1173 (D. Utah 2009)
http://www.ediscoverylaw.com/2009/04/articles/case-summaries/reliance-on-employees-judgment-in-document-retention-policy-results-in-finding-of-culpability-for-spoliation-where-documents-were-not-preserved /
Asus lacked a records retention program and technology to manage its records.

Discover and Hold Content
Managed at the site level
Add items to hold
Keyword Search
Manually
In Place or copy/move to remote hold location
Items can be placed on multiple holds

Questions?

Download SPS2010 Now!
SharePoint 2010 DEMO Hyper-V Available Now
http://bit.ly/9cFzvC

Contact Info
Thank You
Coskun Cavusoglu | @coskunc www.sharepointcoskun.com [email_address]

West Monroe Partners - Records management capabilities in share point 2010 - kansas city

by Coskun Cavusoglu on Dec 11, 2010

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