Tutorial: Best Practices for Building a Records-Management Deployment in SharePoint Server 2010 by Bill English - SPTechCon


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Half-Day Tutorial:
Sunday, March 3
1:45 PM - 5:00 PM

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Tutorial: Best Practices for Building a Records-Management Deployment in SharePoint Server 2010 by Bill English - SPTechCon

  1. 1. Building a Records ManagementSystem in SharePoint 2010
  2. 2. Agenda• Understand Your Business• ECM Assessment Project• What is a Record?• Records Architecture• Build RM in SharePoint• Decision Points
  3. 3. About the Speaker• Bill English, MVP – 11 years as a SharePoint Server MVP – Author on 14 books (whew!) – Co-Owner of Mindsharp and the Best Practices Conference – Blog: sharepoint.mindsharpblogs.com/bill – Twitter: @minnesotabill – LinkedIn: Bill English – Email: bill@mindsharp.com – Current Position: CEO of Mindsharp – Hometown: Maple Grove, MN • Latitude: 45.129793; Longitude: -93.47391
  4. 4. Who is Mindsharp? Training Best Practices Industry ConferencesLeadership
  5. 5. The Only Peer-Sharing SharePoint Conference for Business Leaders & Stakeholders May 15-17, 2013 Minneapolis
  6. 6. What is Minnesota Known For?
  7. 7. Snow!
  8. 8. Cold!
  9. 9. Vikings!
  10. 10. Not the Packers!
  11. 11. Summer: 6 Best Days/Year!
  13. 13. Section IIECM ASSESSMENT
  14. 14. ECM ArchitectureAssessment
  15. 15. WHAT IS A RECORD?
  16. 16. National Institutes of HealthRecords management means the planning,controlling, directing, organizing, training,promoting, and other managerial activitiesinvolved with respect to records creation,maintenance, use, and disposition in order toachieve adequate and proper documentationof the policies and transactions of theFederal Government and effective andeconomical management of agencyoperations.
  17. 17. ARMAA record is recorded information that supportsthe activity of the business or organization thatcreated it. It can take the form of:• paper documents such as a hand-written memo or a hardcopy report• electronic records such as databases or e- mail• graphic images such as drawings or maps; these may be in photographic, electronic, or hard-copy formats
  18. 18. International Standards Organization• ISO 15489: “information created, received, and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business”.
  20. 20. • Information Architecture & Design Overview Information Databases Better ROI on Information Better ROI on Microsoft Investments Use of Find it! Governance & Maintenance Tools Findability & Files MMS Hub Design Compatible Putability Tools Docs Development Content Types Development Tagging Information Design per “group” Web GAAP Global Taxonomy Ledger $£€ (Global MMS Hub) 2.0 SEC Software Information Architecture
  21. 21. Architecture vs. DesignArchitecture Design• Based on Information- • Global & Federated Type Taxonomy taxonomies• Articulation of the • Input forms and tools software platforms • Governance• Platforms tied to one or • Content Lifecycles more information types • Indexing topology and – All types articulated Search tools – No orphans• Transparent to end-user
  22. 22. Pragmatic Decisions• Documents a Decision• Documents a change in corporate governance• Documents a process• Documents compliance to – Process – Government law or regulation• Documents illegal or legal behavior
  23. 23. Pragmatic Decisions• Documents an action that relates to an investigation or review• Documents a change in policy• Documents HR enforcement action• Documents a contract or agreement• Documents thought history to a decision• Documents a corporate board action
  24. 24. Pragmatic Decisions• Documents a critical event• Documents risk management efforts• Who declares the record?
  25. 25. <Record Code> Record CreationDisposition Consumption Content Owner File Plan Security Level Repository Recoverability Tool(s) Education Policies Metadata (Descriptors) Workflow Consuming Audience Content Type
  26. 26. What is a Record?• Document• Email• Video• Audio• Database (i.e. key card access)• Server logs• Past, Present and/or Future
  27. 27. KM According to Dilbert
  28. 28. Putability: Key to Records Management 29
  29. 29. What is Putability? • Definition: – The quality of putting content in the correct location with the correct metadata – The degree to which we put quality information into our information management system • Truths: – What goes in, must come out: garbage in, garbage out – Our users will resist taking the time to put quality information into the system (tag the content) – Findability is directly impacted by our Putability practices 30
  30. 30. Who is responsible for tagging? • Authors: 40% • Records Managers: 29% • SME’s: 25% • Anyone: 23% • Don’t know: 12% • No one: 16% • This means that many don’t know who is responsible for tagging information to make it more findable. • Result of not having information governance • Can’t have SharePoint governance without IG 31
  31. 31. Putability Pushback• No time to enter metadata• Don’t want to worry about where a document is• I wasn’t hired to manage information• This is IT’s job• I don’t want to be responsible if I enter the wrong metadata• I don’t see the need, so why do it? 32
  32. 32. Personal vs. Business Devices• How do people manage electronic records?• How do people access records?
  33. 33. Roles & Responsibilities• Who• When• Where• How• What• Why
  34. 34. Putability is the Key toRecords Management 35
  35. 35. SharePoint Elements1. MMS 5. Routing web part2. Content Types 6. In Place Records3. Administration 7. Information Policies4. Records Center
  37. 37. Decision Points• Define roles & responsibilities• Define business & personal platform use• Define what a record is• Define how a record is declared• Define when a record is declared• Define lifecycle once a record is declared
  38. 38. RM Stakeholders• Legal• Process• Managers• Users• Executives• *Everyone*