NGC records management - SP2010 RM Features

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Records Management Business Issues at NGC - SharePoint 2010 New Records Management Features

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  • http://blogs.msdn.com/b/mcsnoiwb/archive/2009/11/05/sharepoint-2010-records-management.aspxWhen creating a Records Center in SharePoint 2010, the following features are enabled:Content OrganizerE-mail Integration with Content OrganizerHold and eDiscoveryMetadata Navigation and FilteringOffline Synchronization for External ListsSharePoint Server Enterprise Site featuresSharePoint Server Standard Site featuresTeam Collaboration ListsThe “Submit a Record” button let users upload (and add metadata to) documents. The documents will be added to the “Drop Off Library” and then moved to the correct library/folder according to the rules added by the records manager.Note: Activate the “In Place Records Management” feature on the Site Collection level to fully take advantage of the Records Center. The feature has to be activated to mark incoming documents as records:
  • http://blogs.msdn.com/b/mcsnoiwb/archive/2009/11/05/sharepoint-2010-records-management.aspxWhen creating a Records Center in SharePoint 2010, the following features are enabled:Content OrganizerE-mail Integration with Content OrganizerHold and eDiscoveryMetadata Navigation and FilteringOffline Synchronization for External ListsSharePoint Server Enterprise Site featuresSharePoint Server Standard Site featuresTeam Collaboration ListsThe “Submit a Record” button let users upload (and add metadata to) documents. The documents will be added to the “Drop Off Library” and then moved to the correct library/folder according to the rules added by the records manager.Note: Activate the “In Place Records Management” feature on the Site Collection level to fully take advantage of the Records Center. The feature has to be activated to mark incoming documents as records:
  • NGC records management - SP2010 RM Features

    1. 1. e-Discovery and RecordsManagement at National GypsumAND: What About SharePoint 2010 As A Records Management Tool?Mike Brannon
    2. 2. National Gypsum Company is a fully integrated building productsmanufacturerHeadquartered in Charlotte, NC withmines and quarries, andmanufacturing plants across NorthAmerica
    3. 3. What about Records Management?
    4. 4. NGC Environment - History▪ Founded in 1925, the company has been privately held since 1995. (1990 Bankruptcy)▪ Basic records management processes and procedures in place since Bankruptcy. ▫ File plan covers paper and electronic records ▫ Small dedicated staff available within Legal group▪ Recently IT systems and procedures have been affected by new discovery rules and legal holds. ▫ Backup tapes held rather than scratched / re-used ▫ Unplanned IT efforts required to search content ▫ “Privileged Access” required for many searches
    5. 5. Managing Electronic Records?
    6. 6. EDCAR and Office 2003▪ Office 2003 introduced to NGC users, with TrueArc ForeMost records management and custom developed software called EDCAR ▫ Forced early classification of every Office file ▫ Electronic version of Records Plan classification ▫ Supported other files indirectly▪ Linked to overall Records Management▪ Limited compliance by many end users▪ Some technical issues with tools▪ EMC acquires TrueArc as we finish deployment
    7. 7. Lawsuits, “DART” – 2007 To Present▪ 2007 to Present – BIG Uptick in Legal Matters▪ Reaction to More Complex e-Discovery Rules▪ Discovery Action Response Team ▫ Legal and IT Working Jointly with Custodians ▫ ESI Data Mapping (All Files) and Basic Search Tools ▫ “IT Super Powers” and Lots of Labor Needed▪ External Legal / e-Discovery Experts Helped▪ Foundation of Cooperation (for Survival)▪ Painful and Expensive Exercise!▪ We Thought We Were Prepared, But…
    8. 8. ESI Mapping and ChecklistsGraphical and Excel Based Mappings – Checklist used for Discovery EffortsManaging “Departing Employees” – Checklist used for IT, Legal and Managers
    9. 9. Establishing Context: eDiscovery Strategy and Information LifecycleA Roadmap for Bridging 2 Operational Scenarios Scenario 1: Normal Operations Scenario 2: eDiscovery Governed Under “Safe Harbor” Governed Under “Duty To Preserve” Our Business Users Create ESI eDiscovery ESI TYPES SOURCES Strategy Possible Legal Legal Hold Discovery Scope Action Issued Determined Unstructured Data Messages (email, PCs, Servers, v-mail, IM) SharePoint, etc. Documents, Media, Logs, etc. ESI Discovery Process Structured Data Invoices, POs, Enterprise Credit Memos, Systems, SAP, etc. POPS/MIDAS, NGC4ME, etc. Search provides Policies & Procedures Dictate the a framework toInformation Lifecycle Under “Normal Operations” address Hold ESI eDiscovery Sources POLICIES & PROCEDURES in the Legal Department Information Systems context of Records Management Storage, Backup, Archiving, Deletion Normal Deliver Review Process Operations1) ESI – Electronically Stored Information2) Safe Harbor – Possible protection from sanctions if ESI is destroyed as a result of routine policies and procedures3) Duty to Preserve – A defendants obligation to preserve evidence in advance of litigation 9
    10. 10. Defining A Shared Vision Creating an eDiscovery Ready EnvironmentVision: Provide an Information Lifecycle Management environment that promotes legal compliance, and facilitates efficient and accurate eDiscovery responses. Our Solution 1. Provides a Strong Legal Compliance Position 2. Compares well with standards and supports collaboration with 3rd parties (EDRM, DoD). 3. Provides well-defined and supported eDiscovery systems and processes. 4. Drives efficiency in our Legal eDiscovery effort and our IT operations. 10
    11. 11. Lessons Learned So Far▪ C-Level Execs, LOB Managers must understand the issues and provide clear support▪ Legal / records management and IT must be in partnership; shared accountability▪ “Whole Systems Approach” Needed ▫ Policy / Procedure / Job evaluations linked ▫ Easy to use technology helps▪ Avoid too much customization!▪ Work HARD On User Adoption!▪ How Is SharePoint HELPING With RM / ECM?
    12. 12. What SharePoint 2010 Does According to Microsoft 12
    13. 13. How we might describe it… Using NGC English Web Sites SharePoint Team Sites User and Developed Collaboration Apps Business Content, Document, Intelligence and Records Mgt 13
    14. 14. Technical Tools Overlap -- “One Broad Toolset OR Point Solutions…?” Web Sites SharePoint Team Sites User and Developed Collaboration Apps Business Intelligence Content, Document, and Records Mgt Heterogeneous vs. Homogeneous Pros & Cons 14
    15. 15. Office/SharePoint 2010 versus EDCAR/EMC?▪ SharePoint 2010 has extensive records management and content management capability▪ Office 2010 and SP2010 REPLACE EDCAR Now!▪ What About Whole System? ▫ Office – client SW – add-ons from Colligo, MacroView? ▫ SharePoint AND Exchange Servers (2010 versions) ▫ Offline or Remote Office Requirements?▪ Could the “Microsoft stack” meet ALL our needs?▪ Let‟s Look at SharePoint RM/ECM More Closely…
    16. 16. SharePoint 2010 and Records StorageNew Records Center template supports Hierarchical File Plan,offers a Content Organizer (links to Content Types and Routing)and end user ease of use and administrator only features
    17. 17. Enterprise Managed Metadata Service SharePoint 2010 and Records Storage New Records Center template supports Hierarchical File Plan, offers a Content Organizer (links to Content Types and Routing) and end user ease of use and administrator only features
    18. 18. SharePoint 2010 and Records Management (1)▪ Content Types – new Syndication options▪ Much improved update capability▪ MMS and Term Store▪ Managed Metadata attached to Content Types across ALL data▪ Administrative controls and ease of use
    19. 19. SharePoint 2010 and Records Management (2)▪ Retention and Policies cover Info Life Cycle▪ Series of Actions▪ Attach to Content Type▪ Default Metadata assigned based on Doc Lib / Columns▪ ALL CONTENT Has Retention Defined!
    20. 20. SharePoint 2010 and Records Management (2a)Retention Stages ▪added to ContentType DefinitionsActions over time orevent basedtriggersDefine SimpleActions OR TriggerWorkflows (CustomCode??)
    21. 21. SharePoint 2010 and Records Management (3)▪ Unique Document Identifiers – Life of item▪ Not affected by item location / policies▪ Detailed RM / Item Information Display shows Record, Hold and other status▪ Audit Log per item
    22. 22. SharePoint 2010 and Records Management (4)▪ Explicit Record Management▪ „In Place‟ Records Option – or Follow Policy, Route/Move▪ More Records Options to have more than one Destination, Actions and Audit Log entries
    23. 23. SharePoint 2010 Records Management DetailsRecord Declaration ▪– In Place OptionSite / Library andContent TypeSettingSite Collection, Site,List/Library Settingsin a Hierarchy –Control and Flex…(Complications?)
    24. 24. SharePoint 2010 Records Management Details “Locked” Records
    25. 25. SharePoint 2010 and RM /eDiscovery Support▪ Legal Hold and eDiscovery support▪ Metadata Driven Web Navigation Options▪ Simple web parts and templates tie to File Plan and related Metadata across all items and sites
    26. 26. File Plan RM vs. User “Virtual Folders” Metadata Driven “Folders” That Users Know
    27. 27. Questions?Presentation – with Links to Sources andSlide Notes – Posted to UG Web Site
    28. 28. EDRM Model

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