Documents andRecords in SharePoint,Really?Liam Cleary
About Me• Solution Architect @ SusQtech/Protiviti• Six Time SharePoint MVP• SharePoint Idera ACE• Working with SharePoint since 2001• Developer and Techie at heart • Advocate of the user experience – not UI • All aspects of SharePoint, even dream about it
Agenda Documents Records inDocuments Records Remember in SharePoint SharePoint
The TheoryWhy talk about Documents and Records?
Why Documents and Records?• Definition • Document management controls the life cycle of documents in your organization, from how they are created, reviewed, and published, and how they are ultimately disposed of or retained as records.• Why • Implementing a document and records management solution can help you locate documents easily in your organization • Manage version control easily • Make sure you don’t have one of those “embarrassing stories about wrong documents getting to customers, users or vendors” • Compliance with regulatory rules • Classification policy • Taxonomy capturing – Terms • SharePoint 2013 is here, and it is fantastic!!!
Documents • Core component of Enterprise Content Management (ECM) • Document management, often referred to as Document Management Systems (DMS) • The use of a computer system and software to: • Store Electronic or Physical (locations) documents and images • Manage Electronic or Physical (locations) documents and imagesDocuments • Track Electronic or Physical (locations) documents and images • Capture paper based information • Handle core document management features: • Check In / Check Out • Version Control • Roll Back • Audit Trail • Annotation and Stamps • Summarization
Records • Really it is about record creation • Final process within the Document Lifecycle • Process of: • CreationRecords • Receipt • Maintenance • Use • Disposition of… • Capturing and Maintaining as Evidence • Capturing Transactional Data as Evidence
Records in SharePoint • Full Document Management • File Plan Report • Document ID • Taxonomy and Centralized Content Types • Multi-Stage Retention • Content OrganizerRecords in • Per-Item Audit Reports • Virtual Folders – Metadata NavigationSharePoint • Hierarchal File Plans • In-Place Record Declaration • Site Based Retention • Support for tens of millions in a single record center • eDiscovery Center • More in a distributed archive scenario • Site Mailbox • Office 365 Mean larger scale
Remember • Map Document Management Requirements to Business Objectives • What level of Compliance do we need? • What about the Infrastructure • Setup a reliable Document Capture process • Auto tagging on ScanRemember • Secure access to the sensitive documents • Internal / External users • Optimize the use of Workflows • Automate classification and tagging • Maintain Document Life Cycles • Retention Policies • Active, Archived or ready for Disposal
Remember • SharePoint is not a “dumping ground” • Solution is only as good as it is implemented • Records Compliance such as “DoD 5015.02” will need either: • Development • 3rd Party SolutionRemember • Autonomy ControlPoint for SharePoint • OpenText Application Governance and Archiving fir SharePoint • Laserfiche Records Management for SharePoint • GimmalSoft Compliance Suite for SharePoint • Web Based Solution ONLY, no real client application as such • Office Of course, but no plugins • Office Web Apps • Train, Train and then Train your users again
Contact & Thank You Web http://www.protiviti.com Personal Blog http://blog.helloitsliam.com Personal TwitterContact @helloitsliam Email Work: email@example.com Personal: firstname.lastname@example.org LinkedIn liamcleary