Records Management with SharePoint 2010 and Office 365: Security and Workflow
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Records Management with SharePoint 2010 and Office 365: Security and Workflow



SharePoint Saturday Baltimore sesson with Jim Mullennix 5/12/2012...

SharePoint Saturday Baltimore sesson with Jim Mullennix 5/12/2012

Recent regulatory requirements, such as SOX, HIPAA/HITECH and DoD5015, make the proper management of official information both a business priority and a legal obligation that demands the attention of executive decision makers in both public and private sectors. Organizations lacking effective policies and procedures for controlling recorded information risk extensive penalties for non-compliance, a tarnished reputation and possible legal liability. The appropriate archival of documents is just one component of a larger records management process that also includes the collection, management, and expiration of organizational records. In this session we will look at best practices in using SharePoint 2010 as a records management platform including case studies and demos of existing solutions and how to extend SP2010 as an application development platform, use of workflows, native SP2010 security and third party tools for federal clients. Includes hybrid records management solutions with SP 2010 and Office365.



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Records Management with SharePoint 2010 and Office 365: Security and Workflow Presentation Transcript

  • 1. Records Management with SharePoint 2010 and Office365: Security and WorkflowMarie-Michelle Strah, PhD and Jim MullennixSharePoint Saturday BaltimoreBaltimore, Maryland5/12/2012
  • 2. Who are we?Marie-Michelle Strah, PhD Share!Federal Program ManagerMichelle dot strah [at] appliedis dot com •#spsbmoreMichelle AT lifeincapslock DOT com@cyberslate •#sp2010 •#o365 •#RMJim MullennixSenior Solutions ArchitectJim dot mullennix [at] appliedis dot com •@baltsharepoint@jimmullennix •@cyberslate •@jimmullennixFor more info: and
  • 3. AIS OverviewThought Leadership: CTO Vishwas Lele Microsoft RD AIS Fast Facts(Regional Director) •In Business Since 1982 •Microsoft Managed Gold Partner since 1984Excellence in Service Delivery: Webby Award 2012 •Over 320 EmployeesEmployee Engagement •Over $40M in Revenue• 85% retention rate• Average tenure over 8.5 years MAJOR Public Sector Clients OSD, DoJ, DHS, Treasury, VA,• Washington Business Journal 50 Best Places to Work Texas HHSMicrosoft Relationship (Top 1% of Partners) MAJOR Commercial Clients• NSI (National Systems Integrator) GEICO, Chemonics, Bondi• Managed Gold Partner Digital Publishing, Pandora• PSP TAP VTS and Cloud Accelerate Programs , ,• Partner Advisory Council OFFICES• 4 Gold Competencies Reston, VA, Columbia, MD, Dayton, OH, TX, NC, PAFor more info: and AIS CLEARANCES Secret, Top Secret, SCI
  • 4. Agenda  Introductions and Overview  Records Management  Best Practices  Regulatory Environment  RM in SharePoint 2010  Records Center/Archive in Place  Upgrade/Migration  NEW! RM in Office365/SharePoint Online
  • 5. Records Management TodayWhat is RM?RM != Document StorageCompliance, Retention,eDiscovery Dynamic ModelSecurity and Workflow Document-Information Lifecycle centric toManagement and ECM Information- centric Model
  • 6. RM in Federal Government: Major ChallengesSource:“…however, agencies still struggle to manage a voluminous amount of textualrecords while simultaneously facing the technological challenges of preservingrecords created and maintained in electronic format.”
  • 7. Records Management and Usability Metadata Records and Content Management Search Types and StorageImproved Governance = Improved User Experience
  • 8. Records Management Best PracticesDoD/IC/HealthcareNARAFISMA Government Insight and AccountabilityAuthenticationCapacity Planning and StorageReuseMetadata and Content TypesSearch Upgrade andMDM (Master Data Management and MigrationMobile Device Management)
  • 9. Records Center vs. Archive in PlaceMSDN References:
  • 10. RM Storage Optimization and MigrationUse of Third Party Tools:• Upgrade• Migration• Remote/BLOB StorageMarketplace:• Cloud Connector for Office 365 and SharePoint Online• Colligo Contributor• DocAve for SharePoint• File Trail• Metalogix Migration Manager• Axceler ControlPoint
  • 11. 4 Compliance Scenarios Identifying and Managing Retention and Records eDiscovery Expiration Management AuditRecords Management Programming Model:Server-side API and Web Services
  • 12. Demo – ECM/RM
  • 13. Dynamic Records Management: SharePoint 2010 SharePoint 2010 Federal Client InfoPath Forms Services Provide viable option to FAST custom solution Use Previous Successful Bing Maps Model with SharePoint 2010 Dynamics CRM “App Store” UX Scalable: every site is site collection Government 2.0 Custom Claims (Role Based) Authentication
  • 14. Demo – Dynamic eDiscovery and Composite ApplicationArchitecture
  • 15. Developing Custom SharePoint Solutions for the Cloud••••
  • 16. Choose Wisely: Office 365 Enterprise Plans• E1 - $8/user/month • 300 Site Collections, 24x7 phone support, AD integration • Read/Only Office File Viewers• E2 - $14/user/month • E1 + Read/Write Office Web Apps• E3 - $20/user/month • 300 Site Collections, 24x7 phone support, AD integration • Voice Mail, Email archiving/legal holds, Lync • Office 2010 Professional plus for computers• E4 - $22/user/month • E3 + Enterprise Voice (PBX integration)
  • 17. SharePoint Online Storage for RM• 10GB storage per subscription base• Plus 500MB/user (not for Kiosk Plans)• Plus 500MB/user per My Site (for plans with My Sites) • Not included in overall quota• Plus $0.20/GB/Month • Example: • 1000 users = 10GB + (1000x0.5GB) = 260GB • Total 1TB = 740GB x $0.20GB/month = $148/month• Maximum: 25TB (Just increased from 5TB) per subscription
  • 18. Office 365 Promises/Advantages for RM• Economy of Scale translate to lower cost to you• Server Administration• Buy just what you need (users, storage)• 24/7 Global Support• 99.9% uptime (or you get $$ back)• Fault Tolerant, Backups, Disaster Recovery• FISMA Compliant• You don’t need to buy equipment, office space, electricity, cooling, redundancy, off-site/offline storage, etc….
  • 19. SharePoint Online Records Management• Mostly the same as on-premise with the following exceptions: • No Record Center Template • No Web Application level “Send To” (still have library level)• Still have: • In-Place RM • Content Organizer • Document ID Service • Legal Holds/E-Discovery • Retention Policies (and other Information Policies) • Everything is at the Site Collection Level
  • 20. SharePoint Online Records Management [cont.]• Library “Send To” can “send to another site collection”… • But only via client side code running in the browser User selects “Send to”…. • Retention Step “Send to another location” has no options • Code running in sandbox on server CANNOT access other site collections• Site Collections Isolate records• SharePoint Online = Claims-Based Authentication • Can’t build custom claims providers
  • 21. Demo – Records Management in SharePoint Online
  • 22. QUESTIONS???
  • 23. Thank You!Marie-Michelle Strah, PhD Share!Federal Program ManagerMichelle dot strah [at] appliedis dot com •#spsbmoreMichelle AT lifeincapslock DOT com@cyberslate •#sp2010 •#o365 •#RMJim MullennixSenior Solutions ArchitectJim dot mullennix [at] appliedis dot com •@baltsharepoint@jimmullennix •@cyberslate •@jimmullennixFor more info: and