Basic Records Management for SharePoint

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Want to know more about what Microsoft SharePoint 2010 offers records managers? Wondering what RM features are available to you out-of-the-box?

This presentation focuses on practical strategies for setting up basic records management using out-of-the-box SharePoint. It demonstrates what’s possible and gives you implementation techniques you can use right away. It also discusses SharePoint’s limitations and shows you how you can use SharePoint with Collabware CLM for advanced records management.

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  • Customers across North AmericaGovernment, Utilities, Energy, Pharma
  • This vision can be a reality, with SharePoint and Collabware CLM.SharePoint provides:Unified system for content creation, collaboration, and managementSeamless user experience with Microsoft OfficeCollabware CLM provides:Records Management policy control and transparent enforcementStructured, secure content storageContextual content surfacing
  • Basic Records Management for SharePoint

    1. 1. BASIC RECORDS MANAGEMENT FOR SHAREPOINT Strategies for Success
    2. 2. Basic Records Management with SharePointWhat are we going to cover?• Records Management Overview• SharePoint Overview• SharePoint Records Management Features• Implementation Strategies• Gaps and Challenges• Advanced Records Management
    3. 3. CollabwareSharePoint Records Management ExpertsSoftware for: Boston – Electronic Records Management – Physical Records Management – Unified Portal Environments VancouverFocused on: – Compliance Control – Information Worker Productivity – User Experience
    4. 4. MICROSOFT SHAREPOINTWhat is it?
    5. 5. Microsoft SharePointWhat is it?• Collaboration and Document Management• Web Content Management• Centralized Content Types and Metadata• Centralized Terms and Keywords• Configurable Information Policy• Integrated Workflow• Enterprise Search
    6. 6. Content TypesWhat are they and what are they used for?• Content Definition and Metadata – Not a File Type – Supports inheritance – Supports templates – Define required Metadata values – Centrally managed• Examples: – Invoice, Contract, Policy, Procedure• Used For: – Differentiating content – Governing metadata
    7. 7. Managed MetadataWhat is it and what is it used for?• Centralized Taxonomy and Vocabulary – Term Sets and Terms – Hierarchical – Multi-lingual – Used within Content Types• Examples: – Department Lists, Product Lists, Industry Vocabulary• Used for: – Controlled vocabulary – Centralized management of metadata values
    8. 8. Sites, Lists, and LibrariesWhat are they and what are they used for?• Content Storage and Collaboration – Hierarchical structure – Sites contain Lists and Libraries – Lists contain non-document items • i.e. Tasks, Issues, Discussions, etc. – Libraries contain folders and documents – Lists and Libraries store content as Content Types• Examples: – Department Site, Project Site, Case Site• Used for: – Team collaboration and document storage
    9. 9. RECORDS MANAGEMENTWhat is it?
    10. 10. Records ManagementWhat is it?It’s all about managing retention and dispositionof content.Classification: – What is this content?Retention: – How long should we keep the content?Disposition: – What should we do with the content?
    11. 11. THE COMBINED PICTUREWhat does SharePoint offer for Records Management?
    12. 12. Sites and LibrariesRepresent Your File Plan• Hierarchical Sites, Libraries, and Folders• Easy to use navigation• Security control at all levels
    13. 13. Document IDAuto-generated sequential ID values• Configurable prefix provides uniqueness – i.e. NDA-1-1• Link to documents by ID value• Locate documents by ID value
    14. 14. Record LockingLock Documents as Records• Block document deletion• Optionally block document edits
    15. 15. Content OrganizerRoute Records to Centralized Repositories• Route records based on Content Type and Metadata values• Move the document and optionally leave a link behind
    16. 16. Information PolicyControl Content Behavior• Configure per Content Type or per Library/Folder• Delete content after period of retention• Execute a workflow after period of retention• Supports multiple stages
    17. 17. Holds and Electronic DiscoveryFind and Block Documents from Disposition• Define a Hold search query to place documents on Hold• Remove documents from Hold individually or release the entire Hold
    18. 18. IMPLEMENTATION STRATEGIESWhat approaches can you use to roll out a SharePoint solution?
    19. 19. Centralized RecordsCentralize the Storage and Management of Records• Define and build Content Types
    20. 20. Centralized RecordsCentralize the Storage and Management of Records• Define and build Content Types• Configure one or more Record Centers – Per Primary or Secondary subject – Per Case, File, or Volume if needed (for scalability) – Assign permissions per Site or Library as needed
    21. 21. Centralized RecordsCentralize the Storage and Management of Records• Define and build Content Types• Configure one or more Record Centers – Per Primary or Secondary subject – Per Case, File, or Volume if needed (for scalability) – Assign permissions per Site or Library as needed• Configure Information Policy – Per Content Type; or – Per Library and/or Folder
    22. 22. Centralized RecordsCentralize the Storage and Management of Records• Define and build Content Types• Configure one or more Record Centers – Per Primary or Secondary subject – Per Case, File, or Volume if needed (for scalability) – Assign permissions per Site or Library as needed• Configure Information Policy – Per Content Type; or – Per Library and/or Folder• Configure Routing Rules – Route to Record Center from collaboration sites – Based on Content Type and Metadata values
    23. 23. Centralized RecordsCentralize the Storage and Management of Records Considerations• Define and build Content Types • Extra emphasis should be placed on Content Type definition – you need• Configure one or more Record Centers to get this right! – Per Primary or Secondary subject • Use Managed Metadata for record category selection – use selection – Per Case, File, or Volume if needed (for scalability) for routing content – Assign permissions per Site or Library as needed • Determine project content volumes and scale out Record Centers appropriately (align to File Plan)• Configure Information Policy – Per Content Type; or – Per Library and/or Folder• Configure Routing Rules – Route to Record Center from collaboration sites – Based on Content Type and Metadata values
    24. 24. Distributed/In-Place RecordsDeclare Records Where They Reside• Define and build Content Types if desired – Required if using Content Type Information Policy
    25. 25. Distributed/In-Place RecordsDeclare Records Where They Reside• Define and build Content Types if desired – Required if using Content Type Information Policy• Configure In-Place Records – Per Collaboration Site – Per Library – Block Delete, or Delete and Edit – Routing not required
    26. 26. Distributed/In-Place RecordsDeclare Records Where They Reside• Define and build Content Types if desired – Required if using Content Type Information Policy• Configure In-Place Records – Per Collaboration Site – Per Library – Block Delete, or Delete and Edit – Routing not required• Configure Information Policy – Per Content Type; or – Per Library and/or Folder
    27. 27. Distributed/In-Place RecordsDeclare Records Where They Reside Considerations• Define and build Content Types if desired • In-Place Records can provide a – Required if using Content Type Information Policy great user experience – at the expense of scalability and manageability• Configure In-Place Records • Pay careful attention to security – – Per Collaboration Site you records will be living side-by- side with other draft, collaboration – Per Library content – Block Delete, or Delete and Edit – Routing not required• Configure Information Policy – Per Content Type; or – Per Library and/or Folder
    28. 28. GAPS AND CHALLENGESWhat gaps exist and what challenges will you face?
    29. 29. Capability GapsSharePoint Provides the Basics – Lacks Enterprise Capabilities• File Plan Management – SharePoint doesn’t understand a File Plan – You have to represent it with Sites and Libraries
    30. 30. Capability GapsSharePoint Provides the Basics – Lacks Enterprise Capabilities• File Plan Management – SharePoint doesn’t understand a File Plan – You have to represent it with Sites and Libraries• Advanced Retention – Does not provide support for Calendar or Fiscal year calculations – Does not provide support for event-based retention
    31. 31. Capability GapsSharePoint Provides the Basics – Lacks Enterprise Capabilities• File Plan Management – SharePoint doesn’t understand a File Plan – You have to represent it with Sites and Libraries• Advanced Retention – Does not provide support for Calendar or Fiscal year calculations – Does not provide support for event-based retention• Bulk Disposition – Only supports item-by-item disposition
    32. 32. Capability Gaps - ContinuedSharePoint Provides the Basics – Lacks Enterprise Capabilities• Physical Records Management – Does not provide support for physical items
    33. 33. Capability Gaps - ContinuedSharePoint Provides the Basics – Lacks Enterprise Capabilities• Physical Records Management – Does not provide support for physical items• Consolidated Auditing – Audit logs have to be configured individually for each Site
    34. 34. Implementation ChallengesPrepare Yourself for the Challenges Ahead• Customization *will* be required – start interviewing those SharePoint experts! – Deep knowledge required to build for scalability
    35. 35. Implementation ChallengesPrepare Yourself for the Challenges Ahead• Customization *will* be required – start interviewing those SharePoint experts! – Deep knowledge required to build for scalability• Long Term Manageability: – Lots of configuration to deal with – No integrated capabilities for global changes – Requires heavy IT intervention
    36. 36. Implementation ChallengesPrepare Yourself for the Challenges Ahead• Customization *will* be required – start interviewing those SharePoint experts! – Deep knowledge required to build for scalability• Long Term Manageability: – Lots of configuration to deal with – No integrated capabilities for global changes – Requires heavy IT intervention• User Experience: – Anything beyond a single Records Center can become confusing
    37. 37. ADVANCED RECORDS MANAGEMENTHow do you address the gaps and challenges?
    38. 38. SharePoint + Collabware CLMAdvanced Content Lifecycle Management and Records Management Why do you need it?• Collabware CLM – Software runs as a native SharePoint Service • Put control in the hands of the – Complete lifecycle management Records Managers • Automatically enforce proper• Capabilities: retention and disposition schedule – Rules-based auto-categorization (even before • Gain insight into what content you declaration) have and what state is it in – Rules-based auto-declaration • Automatically, and properly, – Centralized File Plan management with auto- configure SharePoint configuration of SharePoint (no need for IT intervention) • Decrease reliance on IT services – Support for In-Place/Record Center hybrid and support implementations based on content lifecycle – Bulk disposition approval workflow process – Rich security controls and audit information
    39. 39. Next WebinarAdvanced Records Management with SharePoint + Collabware CLM• Advanced Records Management Scenarios• Collabware CLM Demonstration• Tuesday, June 26th at 11:00 AM PST
    40. 40. For More Information Graham Sibley: gsibley@collabware.com Website: http://www.collabware.com Blog: http://blog.collabware.comQUESTIONS? Twitter: http://twitter.com/#!/collabwareThank You! LinkedIn: http://www.linkedin.com/company/collabware

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