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.

1. BASIC RECORDS MANAGEMENT FOR SHAREPOINT
Strategies for Success

2. Basic Records Management with SharePoint
What are we going to cover?
• Records Management Overview
• SharePoint Overview
• SharePoint Records Management Features
• Implementation Strategies
• Gaps and Challenges
• Advanced Records Management

3. Collabware
SharePoint Records Management Experts
Software for: Boston
– Electronic Records Management
– Physical Records Management
– Unified Portal Environments
Vancouver
Focused on:
– Compliance Control
– Information Worker Productivity
– User Experience

4. MICROSOFT SHAREPOINT
What is it?

5. Microsoft SharePoint
What 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. Content Types
What 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. Managed Metadata
What 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. Sites, Lists, and Libraries
What 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. RECORDS MANAGEMENT
What is it?

10. Records Management
What is it?
It’s all about managing retention and disposition
of content.
Classification:
– What is this content?
Retention:
– How long should we keep the content?
Disposition:
– What should we do with the content?

11. THE COMBINED PICTURE
What does SharePoint offer for Records Management?

12. Sites and Libraries
Represent Your File Plan
• Hierarchical Sites, Libraries, and Folders
• Easy to use navigation
• Security control at all levels

13. Document ID
Auto-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. Record Locking
Lock Documents as Records
• Block document deletion
• Optionally block document edits

15. Content Organizer
Route Records to Centralized Repositories
• Route records based on Content Type and
Metadata values
• Move the document and optionally leave a
link behind

16. Information Policy
Control 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. Holds and Electronic Discovery
Find 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. IMPLEMENTATION STRATEGIES
What approaches can you use to roll out a SharePoint solution?

19. Centralized Records
Centralize the Storage and Management of Records
• Define and build Content Types

20. Centralized Records
Centralize 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. Centralized Records
Centralize 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. Centralized Records
Centralize 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. Centralized Records
Centralize 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. Distributed/In-Place Records
Declare Records Where They Reside
• Define and build Content Types if desired
– Required if using Content Type Information Policy

25. Distributed/In-Place Records
Declare 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. Distributed/In-Place Records
Declare 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. Distributed/In-Place Records
Declare 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. GAPS AND CHALLENGES
What gaps exist and what challenges will you face?

29. Capability Gaps
SharePoint 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. Capability Gaps
SharePoint 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. Capability Gaps
SharePoint 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. Capability Gaps - Continued
SharePoint Provides the Basics – Lacks Enterprise Capabilities
• Physical Records Management
– Does not provide support for physical items

33. Capability Gaps - Continued
SharePoint 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. Implementation Challenges
Prepare Yourself for the Challenges Ahead
• Customization *will* be required – start
interviewing those SharePoint experts!
– Deep knowledge required to build for scalability

35. Implementation Challenges
Prepare 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. Implementation Challenges
Prepare 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. ADVANCED RECORDS MANAGEMENT
How do you address the gaps and challenges?

38. SharePoint + Collabware CLM
Advanced 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

40. Next Webinar
Advanced Records Management with SharePoint + Collabware CLM
• Advanced Records Management Scenarios
• Collabware CLM Demonstration
• Tuesday, June 26th at 11:00 AM PST

41. For More Information
Graham Sibley:
gsibley@collabware.com
Website:
http://www.collabware.com
Blog:
http://blog.collabware.com
QUESTIONS? Twitter:
http://twitter.com/#!/collabware
Thank You! LinkedIn:
http://www.linkedin.com/company/collabware