ARMA Vancouver (in partnership with ARMA VI) invited Bruce Miller from RIMtech to give his 2 day “Managing Electronic Records with SharePoint” workshop. Bruce Smith recaps some of the key messages about managing an EDRMS project, the roles of IT and RM, metrics for measuring progress, and 3rd party tools to add recordkeeping capabilities to SharePoint. Bruce Norman Smith has been a SharePoint champion at Environment Canada and the Medical Council of Canada. A Master’s degree in Library and Information Studies (MLIS, McGill ‘08) provides Bruce with graduate level training in business process analysis, database design, xml metadata development, and IM theory & methods. Bruce’s talent for bridging the gaps between business needs, RM and Archival requirements & technical best practices ensures your entire organization can benefit from a SharePoint implementation. His current focus is on mastering the infrastructure and services that support a rock solid ECM solution. Bruce's blog site is: http://seek.itgroove.net/

1. SharePoint & Records Management
“Are you crazy?!?”

2. Bruce Smith
Bruce Smith first met SharePoint in 2009 at Environment
Canada, and in 2010 became responsible for IM and SharePoint
at Medical Council of Canada in 2010. He is currently the
President for the Vancouver Island Chapter of ARMA
International. He is passionate about finding information easily,
and working towards automated classification and disposition of
information.http://ca.linkedin.com/in/bruce
normansmith

3. SharePoint & RM
Do you have records in it?
Are you managing records in it?

4. The Impact of Poor RM
• low value information consumes system storage
• high value information is harder to find & business decisions
are less informed
• “clean up” is a long manual process & can’t be automated
• deletion is subjective & is harder to justify and defend

5. Want better RM? Get ARMA
News, Research Publications, Buyers Guides, Standards, Certification, Training & more

6. ARMA Chapters – What do they give me?
Local Networking & Training Events

7. RIMtech – What is it & What do I get?
• Bruce Miller founder of RIMtech consulting
• Many offerings, including a packed 2-day workshop!
• 12-Step EDRMS Methodology
• EDRMS Project Modeling Tool
• Review of 3rd Party Solutions: Collabware, Gimmal, RecordLion
http://vancouver.arma.org/events/2012/11/14/rimtech---september-18-19-2014---managing-electronic-records-with-sharepoint---bruce-is-back!

8. Sites
Content
Applications
BI
Communities
Search
-Forms
-Workflow
-Excel
-Access
-Visio
-Apps
-Blogs
-Yammer
-Wikis
-Dashboards
-Excel Services
-Power Pivot
-& more!
-Branding
-Security
-Intranet
-Teams
-Projects
-Extranet
-Public
-Documents
-Lists
-External Data
-Records
-Result Sources
-Refinement Panels
-Document Previews
-Query Rules & Relevance
-Promoted Results
-Result Blocks
Servers, networking, SQL, AD accounts, group policies, firewalls, backups, Office suite, workstations, browsers…
RIMtech EDRMS Advice: SharePoint is 90% an IT project & 10% an RM project

9. RIMtech EDRMS Advice

10. RIMtech EDRMS Advice
• Good Project Management is vital
• Both setting up SharePoint & integrating RM take Time & Money
• Bruce Miller outlines 20 Strategic Implementation Decisions you need to make
before you start the 12 step EDRMS project methodology
• Metrics are important to track and monitor success
• Qualification Rate (# documents that should be declared as official Records)
• Declaration Rate (# documents that are declared)
• Classification Accuracy Rate (# records that are classified correctly)

11. RIMtech EDRMS Advice
• Good Change Management is vital
• An EDRMS changes the way people work!
• Automation requires that people give up individual procedures and
follow a shared collective process
• Both staff and managers will resist the change unless a plan is
agreed upon and the business culture changes
• Technical integration with Email is key!
• Like it or not most of your decisions and liabilities are in an email.

12. Behind the scenes
The following technical details that make the magic happen – Business users should not see this

13. SharePoint & RM
Records go in it. It’s much better than a file
share! But life could still be better…
http://www.rimtech.ca/f1000-requirements.html

14. RIMtech EDRMS Advice
• SharePoint delivers 72 of 105 key RM capabilities (69%)
• But the Developers who created them were probably thinking of
them as individual technical requirements, and not a unified set of
capabilities that meet international RM best practices & the practical
needs of business users in day-to-day office life
• But business users can still ignore and misuse these capabilities in
isolated sites if governance isn’t in place

15. RIMtech EDRMS Advice
• The missing 31% help medium to large size businesses
achieve batch processing & automation!
• Classification Scheme & Retention Schedule management
• Case File management (an Event Date for the entire “folder”)
• Disposition processes
• You can hire a Developer to build a custom in-house
app, or you can purchase a 3rd party product with
support…

16. Your mission, should you choose to accept it:
• Have a classification scheme, in SharePoint, so content can
be classified against the categories
• Have a disposition schedule, in SharePoint, so retention
rules can be connected to content via classes/categories
• Create a technical way for business users to easily push/link
content stored in Email, File Servers and other Line of
Business Applications to SharePoint to use it to Declare it a
record (classify it, lock it, track it, destroy it)…

17. Your mission, should you choose to accept it:
• Have a way to identify Status: Documents that are works in
progress and Records that are complete
• Have a way to identify a Class: Items & Documents in
SharePoint as belonging to a record category
• Address different security needs for Documents in progress
vs. Records
• Have a way to review content that has been classified as a
Record
• Have a way to batch process Records during disposition
events

18. 3rd Party Applications

19. Collabware
Main Pros Main Cons
Files Plan No special provisioning process to push RM
to sites
Case Files No deep non-recoverable disposition
Disposition Not DoD 5015.2 certified (working on it)
Disposition Approval Process No ICA Module 2 requirements
Holds - Basic No integrated email solution – normally
Colligo
Vital Records
Cutoff Retention
Physical Records
In-Place Declaration
Content Rules Engine to help classify content
A custom set of RM capabilities deployed as
SharePoint solutions
Please contact the
vendor to see if
they have
developed new
functionality,
workarounds or
partnerships

20. Gimmal
Main Pros Main Cons
Files Plan 72 MS SharePoint RM capabilities, plus other
capabilities
Case Files No in-place declaration
Disposition No engine to build rules that automatically
match new content to records categories
Disposition Approval Process No physical records capabilities
Holds No ICA Module 2 requirements
Vital Records
Cutoff Retention
In-Built Email Integration
Provisioning process to ensure new sites are
created with appropriate RM capabilities
DoD 5015.2 certified
Please contact the
vendor to see if
they have
developed new
functionality,
workarounds or
partnerships

21. RecordLion (spin off of KnowledgeLake)
Main Pros Main Cons
Files Plan No special provisioning process to push RM to sites
Case Files No deep non-recoverable disposition
Disposition Not DoD 5015.2 certified
Disposition Approval Process No ICA Module 2 requirements
Holds - Basic
Vital Records
Cutoff Retention
Physical Records
In-Place Declaration
Content Rules Engine to help classify content
Custom RM capabilities deployed as SP
solution
In-built Email Integration
API
Please contact the
vendor to see if
they have
developed new
functionality,
workarounds or
partnerships

22. 3rd Party Applications

23. Thank you!

24. ARMA – What is it?
• ARMA International
• ARMA Canada Region
• ARMA Vancouver Chapter
• ARMA Vancouver Island Chapter