The Next Generation of Document and Record
Management in SharePoint 2013
Presented by
James Milne
SharePoint MVP
James Milne

CTO @ MYRIAD Technologies
• SharePoint MVP (5 Years)
• MCT, MCSE, MCTS, MCITP
• Ba. Comp Sci

• Email: James....
Overview

•
•
•
•

Introduction
Document Management
Record Management
eDiscovery
SharePoint 2013

DOCUMENT MANAGEMENT
Document Management

•
•
•
•
•
•
•
•
•

Document IDs
Version Management
Document Sets
Content Types
Managed Metadata Servi...
Document ID

•
•
•
•

Site Collection Level Feature
Generate a Unique Document ID
Searchable
Perma-Link
Version History

• Just the changes
• Major and Minor versions
• Draft item security
DEMO
DOCUMENT MANAGEMENT
SharePoint 2013

RECORD MANAGEMENT
Record Management

• In-Place Record
Management

• Content Type Hub
• Content Organiser

• Centralised Record
Management

...
In-place vs. Records Centre

In-Place

Records Centre

• Documents
declared as a record

• Records “submitted”
to Record C...
Choosing between Record Center & In- Place

Requirement

Records Centre

In-Place Record

Managing Record Retention

Conte...
In-Place Records Management

• Library Settings
DEMO

IN-PLACE RECORD MANAGEMENT
File Plan

Sample File Plan
Record Type

Financial
Statements

Invoices

E-Mail
Correspondence

Document ID

Finance-Doc-0...
The Record Centre

Centralised RM
Record Declaration Settings

• Control Actions
• Block Delete
• Block Edit and Delete

•
•
•
•

Control Who
Contributors (...
Configure send to the Record Centre

•
•
•
•

Web Application
Display Name
OfficialFile.asmx
Send To Action:
– Copy
– Move...
Send to Record Centre
Move and leave a link
DEMO

CENTRALISED RECORDS MGMT
Information Management Policies

• Policy Statement
• Enable Retention
• Enable Auditing
• Enable Barcoding

• Enable Labe...
Retention Policy

• Multi-Stage Retention
• Retention policies can have multiple stages
• Single Policy can manage the ent...
Audit Policy

•
•
•
•
•
•

Enable Auditing
Opening/Viewing/Downloading
Editing
Checking out/in
Moving or Copying
Deleting ...
SharePoint 2013 ECM Enhancements

eDiscovery

Team Folders

• In place preservation in
SP & Exchange
• Integrated, enterpr...
Unified Discovery across Exchange, SharePoint and Lync

• Find it all in one place (unified console)
• Find more (in-place...
SharePoint 2013

DISCOVERY CENTER
Discovery Center

• Central Place to view all Cases
• Activities
– Discovery
Sets
– Queries
– Sources
– Exports
Discovery Sets
Add, manage and export discovery sets
Create a case in the discovery center

DEMO
EXPLORING THE DISCOVERY CENTER
SharePoint 2013

SITE POLICIES
Site Based Compliance

• Records Team create policies,
which define:
– The retention policy for the
entire site and
the te...
New Site Policy

• Site Closure
• Site Deletion
Site Closure and Deletion

• Apply a Site Policy
• Manual Closure
SharePoint 2013

TEAM FOLDERS
The Team Folders – Exchange and SP together

• Documents are stored in SharePoint
• Emails are stored in Exchange
• Team F...
New Horizons Training

• Office 2013
• SharePoint 2013:
– Site Members: December 9th
– Site Owners: December 10th & 11th

...
Question Time

Questions?
Question Time

Twitter: @JamesMilne
Email: James.Milne@Myriadtech.com.au
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James Milne - Document and Record Management

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SharePoint provides a solid document and record management platform and with the release of SharePoint 2013, we now have the capability to provide power users with the ability to perform and manage their own eDiscovery searches.

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  • http://sp2010/sites/WalkThroughs/rCentre/_vti_bin/OfficialFile.asmxMoveThis action will move the selected document to the record centre.Move and leave a linkThis action will move the selected document to the record centre and leave a link behind in its place.CopyThis action will copy the selected document to the record centre and leave the current document in the original location.
  • James Milne - Document and Record Management

    1. 1. The Next Generation of Document and Record Management in SharePoint 2013 Presented by James Milne SharePoint MVP
    2. 2. James Milne CTO @ MYRIAD Technologies • SharePoint MVP (5 Years) • MCT, MCSE, MCTS, MCITP • Ba. Comp Sci • Email: James.Milne@MyriadTech.com.au • Twitter: @JamesMilne
    3. 3. Overview • • • • Introduction Document Management Record Management eDiscovery
    4. 4. SharePoint 2013 DOCUMENT MANAGEMENT
    5. 5. Document Management • • • • • • • • • Document IDs Version Management Document Sets Content Types Managed Metadata Service Term Sets & Keywords Content Type Hub Content Organiser MetaData Navigation
    6. 6. Document ID • • • • Site Collection Level Feature Generate a Unique Document ID Searchable Perma-Link
    7. 7. Version History • Just the changes • Major and Minor versions • Draft item security
    8. 8. DEMO DOCUMENT MANAGEMENT
    9. 9. SharePoint 2013 RECORD MANAGEMENT
    10. 10. Record Management • In-Place Record Management • Content Type Hub • Content Organiser • Centralised Record Management • Multi-Stage Retention • Generate File Plans • eDiscovery & Team Folders • Information Management Policies • Site Policies
    11. 11. In-place vs. Records Centre In-Place Records Centre • Documents declared as a record • Records “submitted” to Record Centre • Kept in-place • Centralised Management • Record kept in context • Dedicated Role • Creators can access their own content • Tighter governance • Fits existing site structure • Better Scalability
    12. 12. Choosing between Record Center & In- Place Requirement Records Centre In-Place Record Managing Record Retention Content Organizer automatically places new records in the correct folder in the archive’s file plan, based on metadata Different policies for records and active documents based on the current content type or location Restrict which users can view records Yes No Ease of locating records (for Record Managers) Easier Harder Maintain all document versions as records Each version must be sent Automatic, assuming versioning is turned on Ease of locating information (for team collaborators) Harder Easier
    13. 13. In-Place Records Management • Library Settings
    14. 14. DEMO IN-PLACE RECORD MANAGEMENT
    15. 15. File Plan Sample File Plan Record Type Financial Statements Invoices E-Mail Correspondence Document ID Finance-Doc-01 PO-Invoice_01 Email-Msg-01 Required Fields Statement Date (Date Field) Delivery Date (Date Field) Subject (String property, single line of text Expiration Retain for 7 years Retain for 5 years after Statement Date after Delivery Date Retain for 3 years from date created Disposal Archive and delete on expiration Archive and delete on expiration Delete on Expiration Audit Audit View Events Only None None
    16. 16. The Record Centre Centralised RM
    17. 17. Record Declaration Settings • Control Actions • Block Delete • Block Edit and Delete • • • • Control Who Contributors (aka. Members) Administrators Only policy Actions
    18. 18. Configure send to the Record Centre • • • • Web Application Display Name OfficialFile.asmx Send To Action: – Copy – Move – Move and Link
    19. 19. Send to Record Centre
    20. 20. Move and leave a link
    21. 21. DEMO CENTRALISED RECORDS MGMT
    22. 22. Information Management Policies • Policy Statement • Enable Retention • Enable Auditing • Enable Barcoding • Enable Labels
    23. 23. Retention Policy • Multi-Stage Retention • Retention policies can have multiple stages • Single Policy can manage the entire document lifecycle • Example: – Delete Drafts 1 year after Last Modified – Delete Record after 7 years after Declared
    24. 24. Audit Policy • • • • • • Enable Auditing Opening/Viewing/Downloading Editing Checking out/in Moving or Copying Deleting or Restoring
    25. 25. SharePoint 2013 ECM Enhancements eDiscovery Team Folders • In place preservation in SP & Exchange • Integrated, enterprise wide case management • Work on mail and documents together • SharePoint, Outlook, OWA • Retention/compliance across stores
    26. 26. Unified Discovery across Exchange, SharePoint and Lync • Find it all in one place (unified console) • Find more (in-place discovery returns the richest data) • Find it without impacting the user (Give legal team discovery, leave IWs alone) Discovery Center in SharePoint Unified Preserve, Search and Export Exchange Web Services Connect to Exchange to get mailbox data Lync Archiving to Exchange Exchange is the compliance store for Lync Search Infrastructure Exchange and SharePoint use the same search platform
    27. 27. SharePoint 2013 DISCOVERY CENTER
    28. 28. Discovery Center • Central Place to view all Cases • Activities – Discovery Sets – Queries – Sources – Exports
    29. 29. Discovery Sets
    30. 30. Add, manage and export discovery sets
    31. 31. Create a case in the discovery center DEMO EXPLORING THE DISCOVERY CENTER
    32. 32. SharePoint 2013 SITE POLICIES
    33. 33. Site Based Compliance • Records Team create policies, which define: – The retention policy for the entire site and the team mailbox. – What causes a project to be closed. – When a project should expire – Can set also site collection as read only • Policy also available optionally from self site creation • Policies can be replicated from content type hub cross enterprises
    34. 34. New Site Policy • Site Closure • Site Deletion
    35. 35. Site Closure and Deletion • Apply a Site Policy • Manual Closure
    36. 36. SharePoint 2013 TEAM FOLDERS
    37. 37. The Team Folders – Exchange and SP together • Documents are stored in SharePoint • Emails are stored in Exchange • Team Folders can receive emails and have their own email address • Easy access to both from Outlook and SharePoint • Unified compliance policy applies to both
    38. 38. New Horizons Training • Office 2013 • SharePoint 2013: – Site Members: December 9th – Site Owners: December 10th & 11th • InfoPath • Nintex Workflow • Contact your NH Account Manager
    39. 39. Question Time Questions?
    40. 40. Question Time Twitter: @JamesMilne Email: James.Milne@Myriadtech.com.au

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