SharePoint 2010 - Records Management

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Overview of the new records management features in SharePoint 2010.

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SharePoint 2010 - Records Management

  1. 1. SharePoint 2010<br />Records Management<br />Cory Peters, Solutions Architect<br />Eastridge Technology, Inc.<br />MCTS, MCPD<br />corypeters.net∙ cpeters@eastridge.net∙@cory_peters<br />
  2. 2. Agenda<br />What’s New?<br />Declaring Records<br />Record Center<br />How Retention is Defined<br />Multi-Stage Retention<br />Holds and Discovery<br />
  3. 3. Learning<br />What’s new or Improved<br />
  4. 4. New and Improved<br />Improved<br />New<br />In Place Management<br />Document Sets<br />Document IDs<br />Compliance Details<br />File Plan Reporting<br />Record Center<br />Document Routing<br />Retention<br />Information Policies<br />
  5. 5. Document Sets<br />Quickly create packets of documents<br />Can perform bulk actions on set<br /><ul><li>Send to record center
  6. 6. Permissions
  7. 7. Workflow</li></li></ul><li>Document IDs<br />Set at site collection level<br />Unique within entire site collection<br />4-12 alphanumeric prefix<br />Ex: PREFIX-1-1<br />Can write custom provider<br />Search by document ID will immediately launch application<br />
  8. 8. Compliance Details<br />
  9. 9. Taking advantage of<br />In Place Records Management<br />
  10. 10. In Place Management<br />Single or multi-record declaration<br />Full Multi-stage retention<br />View compliance details per document<br />Holds and Hold Discovery<br />
  11. 11. New options for<br />Declaring records<br />
  12. 12. Declaring Records – Lots of Options<br />In place declaration<br />Multiple item selection<br />Send to Record Center<br /><ul><li>Copy
  13. 13. Move
  14. 14. Move and Leave Link</li></ul>Records Library<br />Automatically using retention <br />
  15. 15. Declaring Records<br />In Place Records Management<br />Benefits<br /><ul><li>Versions
  16. 16. Security
  17. 17. Existing Favorites / Links
  18. 18. Existing Workflow</li></li></ul><li>Declaring Records<br />Send to Record Center<br />Benefits<br /><ul><li>Move or Copy
  19. 19. Can leave stub
  20. 20. Reduces load
  21. 21. Database
  22. 22. Search
  23. 23. Different retention by
  24. 24. Content type
  25. 25. Metadata</li></ul>Move<br />Copy or Move w/ Shortcut<br />Record Center<br />
  26. 26. What’s new with the<br />Record Center<br />
  27. 27. Large, friendly upload button<br />Shared drop off library for pending submissions<br />Find documents immediately by Document ID<br />List of record libraries<br />List of records waiting for metadata requirements<br />
  28. 28. Understanding<br />How retention is defined<br />
  29. 29. Two Options<br />Content Type<br /><ul><li>Can mimic physical file plan
  30. 30. Flexible but can be complex</li></ul>Library and Folders<br /><ul><li>Can be tightly bound to security requirements
  31. 31. Trumps Content Type selection</li></li></ul><li>
  32. 32. Flexibility with the new<br />Multi-Stage Retention<br />
  33. 33. Retention Stages<br />Event<br />Action<br />Repeat every month<br />Recurrence<br />
  34. 34. Retention Events<br />What causes the action to fire<br />N (Days, Months, Years)after<br /><ul><li>Date Created
  35. 35. Date Modified
  36. 36. Date Declared a Record
  37. 37. Custom Formula</li></li></ul><li>Retention Actions<br />Move to Recycle Bin<br />Permanently Delete<br />Transfer to another location<br />Start a workflow<br />Skip to next stage<br />Declare record<br />Delete previous drafts<br />Delete all previous versions<br />
  38. 38. Retention Recurrence<br />Keep repeating the current stages action until the next stage is triggered<br />Repeats every N (Days, Months, Years)<br />
  39. 39. Real World Example<br />Medical Procedure Document<br />Needs to be approved every year<br />After 10 years the procedure is no longer valid<br />Kept for 5 years after expiration<br />
  40. 40. Medical Procedure document<br />Stage 1<br />Repeat every year<br />Stage 2<br />Stage 3<br />
  41. 41.
  42. 42. Retention Exemption<br />Set at the item level<br />Exempt from any policy that may apply to the item<br />When on hold, retention stops<br />
  43. 43. Discovering and adding documents to <br />Holds<br />
  44. 44. Discover and Hold Content<br />Managed at the site level<br />Add items to hold<br /><ul><li>Keyword search – all search results added to hold
  45. 45. Manually – navigate to document, add to hold</li></ul>In place or copy/move to remote hold location<br />Items can be placed on multiple holds<br />
  46. 46. Demo<br />
  47. 47. Questions?<br />Software Services for Customer Success<br />Stay Connected<br />http://www.eastridge.net<br />http://facebook.com/#!/EastridgeTechnology<br />http://twitter.com/eastridgetech<br />

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