Records Managment in SharePoint 2010


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The presentation will demonstrate and discuss the following:
• Developing Records Management & Retention Policies & Strategies
• Archiving & Remote Document Storage
• Planning activities including Content Inventory, Taxonomy, Governance & Infrastructure Assessment
• Integrating Digital & Hardcopy Management Techniques
• Best Practices & Avoiding Pitfalls

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  • PAUL WILL START 10 MINUTE TIMER Blended SharePoint 2010 & .NET Solutions
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  • PAULBullet Points from the email blastDeveloping Records Management & Retention Policies & StrategiesArchiving & Remote Document StoragePlanning activities including Content Inventory, Taxonomy, Governance & Infrastructure AssessmentIntegrating Digital & Hardcopy Management TechniquesBest Practices & Avoiding Pitfalls
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  • PAULRecord: A document that is a stamp in time, place and content.MS definition: A record is a document or other electronic or physical entity in an organization that serves as evidence of an activity or transaction performed by the organization and that requires retention for some time period.
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  • PAULIf they need help, we’ve had access to SharePoint 2010 for over a year – we can guide them thru the processMention Downloads, Recording & Email invite to ECM in SharePoint 2010 WebinarExplain SharePoint GamePLAN Q & A - EVERYONE
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  • PAULIf they need help, we’ve had access to SharePoint 2010 for over a year – we can guide them thru the processMention Downloads, Recording & Email invite to ECM in SharePoint 2010 WebinarExplain SharePoint GamePLAN WEBINAR: Tuesday October 26th 11:00 AM PSTCOMPOSER Site: About to get a makeover as a branded 2010 site, build using Composer & MaestroPRICING / LICENSING: Free SharePoint Foundation Version – Composer Only~$299 for Foundation BuildComposer Standard and Enterprise is sold per-UserMaestro Standard and Enterprise is sold per-serverSee the site for pricing details & info in a follow-up email w/ the Q & A contentQ & A - EVERYONE
  • Records Managment in SharePoint 2010

    1. 1. Implementing Records Management in SharePoint 2010<br />
    2. 2. Speakers<br /> Chris Riley – Twitter: @rileybeebs<br />Imaging and ECM Author<br />Sr. ECM & Image Capture Architect<br />ECMp, IOAp<br /> Paul Papanek Stork – Twitter: @pstork<br />SharePoint MVP & Author <br />Chief Architect & Practice Lead<br />MBA, MCT, MCSE, MCSD, MCDBA, MCTS, MCITP, MCPD…<br />
    3. 3. Agenda<br />An Introduction to Records Management<br />Planning for Record Retention<br />Designing Governance & Taxonomy around Records<br />Linking physical and digital records<br />Best Practices/Avoiding Common Pitfalls<br />Resources and Q & A<br />
    4. 4. Audience Survey<br />What is your primary role in implementing Records Management in SharePoint 2010?<br />Decision Maker, Influencer or Sponsor<br />Records Manager or ECM Professional<br />Admin, Architect or Developer<br />Analyst or End User<br />Consultant<br />
    5. 5. Intro to Records Management<br />What is Records Management?<br />What is a Record?<br />Document, List Item, or “Hard Copy”<br />Evidence of an Activity or Transaction<br />Retention required<br />Who are the players?<br />Clerks, or Records Manager Office<br />Legal<br />IT<br />Why is it important?<br />Compliance<br />Data Integrity<br />
    6. 6. Records Retention in SP2010<br />Two types of Records<br />In-place Records<br />Records Center Site<br />Content Types<br />Content Type Publishing for Enterprise<br />Information Management Policies<br />E-Discovery consists of two parts<br />Finding documents or items<br />Suspending processing of selected records<br />
    7. 7. In-place Records Management<br />
    8. 8. Audience Survey<br />Where are you on the SharePoint 2010 adoption curve?<br />Already using SharePoint 2010<br />Will implement/upgrade in 0-3 Months<br />Will implement/upgrade in 4-12 Months<br />No near-term plans to upgrade<br />Unsure – need more information<br />
    9. 9. Governance<br />Platform Governance<br />Who can access eDiscovery<br />Who can perform Audits<br />End-User Adoption<br />Super Users<br />Start now<br />Training<br />Governance through technology<br />Document IDs<br />Managed Metadata<br />Audit Trails<br />
    10. 10. Taxonomy – Managed Metadata<br />Created before documents are uploaded<br />Requires discovery<br />Design and maintain in Excel<br />Do not duplicate folder structure<br />Avoid “other” buckets<br />Avoid adding or changing terms<br />Use Synonyms or Keywords for flexibility<br />
    11. 11. Designing a Site Taxonomy<br />
    12. 12. Linking Physical with Digital<br />Two approaches<br />Converting physical to digital i.e. document imaging<br />Digital tracking of physical records<br />Driving forces<br />Better control of physical records<br />Eliminate physical records<br />Unify business processes for both physical and digital records<br />
    13. 13. Document Imaging<br />Document imaging:<br />As much about the setup of SharePoint as the imaging software you choose<br />Reach for the stars, but don’t expect magic<br />Key SharePoint 2010 features<br />Document ID Service <br />Document Sets<br />Content Organizer & Rules<br />Remote Blob Storage (RBS)<br />
    14. 14. Physical Records Management<br />Physical Records Management<br />Scale is a large consideration<br />Manually with a tracking list<br />SharePoint list with workflows<br />Semi-Automated with barcodes and labels<br />Barcoding Information management policy<br />Fully-Automated with RFID technology<br />Third-Party market<br />
    15. 15. Linking Physical & Digital Records<br />
    16. 16. Audience Survey<br />What do you see as next steps?<br />Learn more about Records Management & ECM in SharePoint 2010<br />Plan& Design an implementation (policies, taxonomy, governance, imaging, etc.)<br />Implement a Records Management Solution in SharePoint 2010<br />Get some help!<br />
    17. 17. Avoiding Pitfalls<br />Don’t audit everything, it will ruinyour performance<br />Don’t computerize poor business processes<br />Don’t go straight to customization; learn the “Out of the Box” features first<br />Get some training or expert assistance if needed<br />
    18. 18. Best Practices<br />Remember SharePoint is a Platform<br />Start with “Out of the Box” features, then customize<br />Build a Governance committee with “broad” membership<br />Start with a simple taxonomy and grow it over time<br />Move linked “hard copy” material to inexpensive warehouse space<br />
    19. 19. ECM GamePLAN<br />Jumpstart your ECM & Records Management Deployment<br />Conducted by a Sr. Architect, MVP, or MCM<br />Methodology<br />Education on SharePoint 2010<br />Brainstorming & Requirements Development<br />Assessment – hardware, AD, skills, etc.<br />Planning & Implementation Roadmap <br />$8,500 + travel for a 4-day engagement <br />Email or <br />call 800-445-1279 x402 us (Chris).<br />
    20. 20. Downloadable Brochures<br />Several handouts are available for download from LiveMeeting:<br />SharePoint 2010 GamePLAN<br />Enterprise Content Management GamePLAN<br />SharePoint Composer/Maestro<br />
    21. 21. Resources and Q & A<br />Assessment & Planning<br />Schedule an ECM GamePLAN engagement<br />Learn more about SharePoint 2010<br />Next Webinar: “Best Practices for SharePoint 2010 Public Facing Sites” on 04/5/2011<br />Online resources<br />Chris’s AIIM Blog:<br />ECM Webinar Recording:<br />ECM Webinar Q & A:<br />TechNet (Records Mgmt):<br />Contact Us<br /><br />800-445-1279 - x402 (Chris)<br />