Records Management Capabilities in SharePoint 2010 December 11, 2010 Coskun Cavusoglu SharePoint Architect, Instructor, Au...
Who am I?  <ul><li>Pronounced  [jos-kun]  </li></ul><ul><li>ECM Practice Senior Manager at West Monroe Partners </li></ul>...
Agenda <ul><li>The New and Improved Features </li></ul><ul><ul><li>Document Set </li></ul></ul><ul><ul><li>Document ID </l...
The New and Improved Feature Set
New and Improved
Document Sets <ul><li>Quickly create set of documents </li></ul><ul><li>Using a Document Set you can  </li></ul><ul><ul><l...
Document IDs <ul><li>Unique Identifier </li></ul><ul><li>Set at site collection level </li></ul><ul><ul><li>Unique within ...
Content Organizer <ul><li>Site Feature that can  be enabled on the site level </li></ul><ul><li>Creates a Drop off library...
Demo Document Sets & Document IDs
Declaring Records
Declaring Records
Declaring Records <ul><li>In-Place Records Management </li></ul><ul><li>Versions </li></ul><ul><li>Security </li></ul><ul>...
Declaring Records <ul><li>Send to Record Center </li></ul><ul><li>Move or Copy </li></ul><ul><li>Reduces load </li></ul>
Records Center Friendly upload button Search by Document ID Shared drop off library for pending submissions
Compliance Details
Retention Policies <ul><li>Content Types </li></ul><ul><ul><li>Can mimic physical file plan </li></ul></ul><ul><ul><li>Fle...
Retention Events <ul><li>What causes the action to fire? </li></ul><ul><li>A # of ( Days, Months, Years) after </li></ul><...
Retention Actions <ul><li>Move to Recycle Bin </li></ul><ul><li>Permanently Delete </li></ul><ul><li>Transfer to another l...
Retention Recurrence <ul><li>Keep repeating the current stages action until the next stage is triggered </li></ul><ul><li>...
Example <ul><li>Medical Procedure Document </li></ul><ul><li>Needs to be approved every year </li></ul><ul><li>After 10 ye...
Example
Multi-Stage Retention
Retention Exemption <ul><li>Set at the item level </li></ul><ul><li>Exempt from any policy that may apply to the item </li...
eDiscovery and Hold
<ul><li>Good  Records Management  is  Key   to Good  eDiscovery  and Evidence Management </li></ul>
eDiscovery
eDiscovery <ul><li>Zubulake Revisited – The Pension Committee of the University of Montreal Pension Plan, et al. v. Banc o...
eDiscovery <ul><li>To avoid a finding of gross negligence, a litigant must, at a minimum: </li></ul><ul><ul><li>Issue a wr...
<ul><li>Phillip M. Adams & Assoc., LLC v. Dell, Inc., 621 F. Supp. 2d 1173 (D. Utah 2009) </li></ul><ul><li>http://www.edi...
Discover and Hold Content <ul><li>Managed at the site level </li></ul><ul><li>Add items to hold </li></ul><ul><ul><li>Keyw...
Questions?
Download SPS2010 Now! <ul><li>SharePoint 2010 DEMO Hyper-V Available Now </li></ul><ul><ul><li>http://bit.ly/9cFzvC </li><...
Contact Info <ul><li>Thank You </li></ul>Coskun Cavusoglu  |  @coskunc www.sharepointcoskun.com [email_address]
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West Monroe Partners - Records management capabilities in share point 2010 - kansas city

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A introduction to SharePoint 2010 records management capabilities.

Document Sets, Document ID, In-Place Records Management, eDiscovery, Hold, Retention Policy, Multi Stage Retention

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  • December, 7, 2006 Captaré Consulting, LLC Migrating from SharePoint 2003 to 2007
  • Microsoft SharePoint Conference 2009 12/11/10 © 2009 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.
  • Migrating from SharePoint 2003 to 2007 December, 7, 2006 Captaré Consulting, LLC
  • During 2003 and 2004, United States District Court Judge Shira A. Scheindlin issued five groundbreaking opinions in the case of Zubulake v UBS Warburg. Zubulake is generally considered the first definitive case in the United States on a wide range of electronic discovery issues. These issues include: The scope of a party&apos;s duty to preserve electronic evidence during the course of litigation; Lawyer&apos;s duty to monitor their clients&apos; compliance with electronic data preservation and production; Data sampling; The ability for the disclosing party to shift the costs of restoring “inaccessible” back up tapes to the requesting party; The imposition of sanctions for the spoliation (or destruction) of electronic evidence.
  • December, 7, 2006 Captaré Consulting, LLC Migrating from SharePoint 2003 to 2007
  • West Monroe Partners - Records management capabilities in share point 2010 - kansas city

    1. 1. Records Management Capabilities in SharePoint 2010 December 11, 2010 Coskun Cavusoglu SharePoint Architect, Instructor, Author
    2. 2. Who am I? <ul><li>Pronounced [jos-kun] </li></ul><ul><li>ECM Practice Senior Manager at West Monroe Partners </li></ul><ul><ul><li>www.westmonroepartners.com </li></ul></ul><ul><ul><li>[email_address] </li></ul></ul>@coskunc www.sharepointcoskun.com
    3. 3. Agenda <ul><li>The New and Improved Features </li></ul><ul><ul><li>Document Set </li></ul></ul><ul><ul><li>Document ID </li></ul></ul><ul><ul><li>Content organizer </li></ul></ul><ul><li>Declaring a Record </li></ul><ul><ul><li>Information Retention Policies </li></ul></ul><ul><ul><li>In-place Records Management </li></ul></ul><ul><li>eDiscovery and Hold </li></ul>
    4. 4. The New and Improved Feature Set
    5. 5. New and Improved
    6. 6. Document Sets <ul><li>Quickly create set of documents </li></ul><ul><li>Using a Document Set you can </li></ul><ul><ul><li>Send the set to the record center </li></ul></ul><ul><ul><li>Set Permissions to the whole Document Set </li></ul></ul><ul><ul><li>Kick-off Workflows for the Document Set </li></ul></ul>
    7. 7. Document IDs <ul><li>Unique Identifier </li></ul><ul><li>Set at site collection level </li></ul><ul><ul><li>Unique within entire site collection </li></ul></ul><ul><li>Can create your own custom ID provider </li></ul><ul><li>Can search by document ID </li></ul><ul><li>Good Post on Document ID’s </li></ul><ul><li>http ://www.sharepointanalysthq.com/2010/04/document-id-feature / </li></ul>
    8. 8. Content Organizer <ul><li>Site Feature that can be enabled on the site level </li></ul><ul><li>Creates a Drop off library </li></ul><ul><li>Never works! </li></ul><ul><li>Find more information on Content Organizer </li></ul><ul><ul><li>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 </li></ul></ul><ul><ul><li>Rob Bogue - http ://www.endusersharepoint.com/EUSP2010/2010/05/28/content-organizer-in-sharepoint-2010/ </li></ul></ul>
    9. 9. Demo Document Sets & Document IDs
    10. 10. Declaring Records
    11. 11. Declaring Records
    12. 12. Declaring Records <ul><li>In-Place Records Management </li></ul><ul><li>Versions </li></ul><ul><li>Security </li></ul><ul><li>Existing Workflow </li></ul><ul><li>Existing favorites/links </li></ul>
    13. 13. Declaring Records <ul><li>Send to Record Center </li></ul><ul><li>Move or Copy </li></ul><ul><li>Reduces load </li></ul>
    14. 14. Records Center Friendly upload button Search by Document ID Shared drop off library for pending submissions
    15. 15. Compliance Details
    16. 16. Retention Policies <ul><li>Content Types </li></ul><ul><ul><li>Can mimic physical file plan </li></ul></ul><ul><ul><li>Flexible but can be complex </li></ul></ul><ul><li>Library and Folders </li></ul><ul><ul><li>Can be tightly bound to security requirements </li></ul></ul><ul><ul><li>Trumps Content Type selection </li></ul></ul>
    17. 17. Retention Events <ul><li>What causes the action to fire? </li></ul><ul><li>A # of ( Days, Months, Years) after </li></ul><ul><ul><li>Date Created </li></ul></ul><ul><ul><li>Date Modified </li></ul></ul><ul><ul><li>Date Declared a Record </li></ul></ul><ul><ul><li>Custom Formula </li></ul></ul>
    18. 18. Retention Actions <ul><li>Move to Recycle Bin </li></ul><ul><li>Permanently Delete </li></ul><ul><li>Transfer to another location </li></ul><ul><li>Start a workflow </li></ul><ul><li>Skip to next stage </li></ul><ul><li>Declare record </li></ul><ul><li>Delete previous drafts </li></ul><ul><li>Delete all previous versions </li></ul>
    19. 19. Retention Recurrence <ul><li>Keep repeating the current stages action until the next stage is triggered </li></ul><ul><li>Repeats every N (Days, Months, Years) </li></ul>
    20. 20. Example <ul><li>Medical Procedure Document </li></ul><ul><li>Needs to be approved every year </li></ul><ul><li>After 10 years the procedure is no longer valid </li></ul><ul><li>Kept for 5 years after expiration </li></ul>
    21. 21. Example
    22. 22. Multi-Stage Retention
    23. 23. Retention Exemption <ul><li>Set at the item level </li></ul><ul><li>Exempt from any policy that may apply to the item </li></ul><ul><li>When on hold, retention stops </li></ul>
    24. 24. eDiscovery and Hold
    25. 25. <ul><li>Good Records Management is Key to Good eDiscovery and Evidence Management </li></ul>
    26. 26. eDiscovery
    27. 27. eDiscovery <ul><li>Zubulake Revisited – The Pension Committee of the University of Montreal Pension Plan, et al. v. Banc of America Securities, LLC, et al. </li></ul><ul><li>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.”  </li></ul><ul><li>  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. </li></ul>
    28. 28. eDiscovery <ul><li>To avoid a finding of gross negligence, a litigant must, at a minimum: </li></ul><ul><ul><li>Issue a written litigation hold </li></ul></ul><ul><ul><li>Identify the key players and ensure that their electronic and paper records are preserved </li></ul></ul><ul><ul><li>Cease the deletion of email and otherwise preserve the records of former employees that are in a party’s possession, custody, or control </li></ul></ul><ul><ul><li>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 </li></ul></ul>
    29. 29. <ul><li>Phillip M. Adams & Assoc., LLC v. Dell, Inc., 621 F. Supp. 2d 1173 (D. Utah 2009) </li></ul><ul><li>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 / </li></ul><ul><li>Asus lacked a records retention program and technology to manage its records. </li></ul>
    30. 30. Discover and Hold Content <ul><li>Managed at the site level </li></ul><ul><li>Add items to hold </li></ul><ul><ul><li>Keyword Search </li></ul></ul><ul><ul><li>Manually </li></ul></ul><ul><li>In Place or copy/move to remote hold location </li></ul><ul><li>Items can be placed on multiple holds </li></ul>
    31. 31. Questions?
    32. 32. Download SPS2010 Now! <ul><li>SharePoint 2010 DEMO Hyper-V Available Now </li></ul><ul><ul><li>http://bit.ly/9cFzvC </li></ul></ul>
    33. 33. Contact Info <ul><li>Thank You </li></ul>Coskun Cavusoglu | @coskunc www.sharepointcoskun.com [email_address]

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