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The SharePoint Records Management Story

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The world of SharePoint records management has become more complex. Various solutions, such as on-premises, hybrid, and Office 365 all present different execution options for your organization. So what can you do to ensure your content is managed appropriately? In this session, we will review the SharePoint records management story using the following example:
1) An organization with a complex records management environment
2) Records management needs include SharePoint 2016 and Office 365
3) Other third-party tools, such as Box, have been implemented

Published in: Technology
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The SharePoint Records Management Story

  1. 1. Today’s Agenda • The Scenario • SharePoint Records Management • Office 365 Records Management • Hybrid • Other Content Sources • Solutions for Records Managementhttps://erica.news/SPFEST18
  2. 2. On-Premises The Cloud
  3. 3. Key standards ISO 16175 IS40 21 CFR Part 11 MoReq 2010 ISO 15489 SOX HIPAA FIPS 140-2 ANSI VERS NARA DOD 5015.2
  4. 4. Requirement Plain English Compliance policies need to be followed for all data sources In order to ensure compliance policies are followed on data, you need to know the data exists. Retain some content for a specific period of time You need to be able to categorize content to apply the correct retention period. Retention = how long you keep it. Dispose of content according to policy Once the retention period is over, you need to get rid of the content. This sometimes involves an approval process. Prove the content was deleted according to policy You need a stub, certificate of destruction, or some indication that the content existed and followed all policies, for the auditor. And Many More… Don’t require the end users to do anything! They are not records management experts, and don’t fill out metadata. If they do, it is often incorrect.
  5. 5. Term Plain English File Plan The list of categories of data that you need to keep. Retention Schedule How long you need to keep data in each category. Disposition or Destruction Deleting the content. Finalize a Record Locking the document so it can’t be edited.
  6. 6. Factor Records Center In-place records Managing record retention The content organizer automatically puts new records in the correct folder in the archive's file plan, based on metadata. There may be different policies for records and active documents based on the current content type or location. Restrict which users can view records Yes. The archive specifies the permissions for the record. No. Permissions do not change when a document becomes a record. However, you can restrict which users can edit and delete records. Ease of locating records (for records managers) Easier. All records are in one location. Harder. Records are spread across multiple collaboration sites. Maintain all document versions as records The user must explicitly send each version of a document to the archive. Automatic, assuming versioning is turned on. Ease of locating information (for team collaborators) Harder, although a link to the document can be added to the collaboration site when the document becomes a record. Easier. Ability to audit records Yes. Dependent on audit policy of the collaboration site. Administrative security A records manager can manage the records archive. Collaboration site administrators have permission to manage records and active documents. Ease of administration Separate site or farm for records. No additional site provisioning work beyond what is already needed for the sites that have active documents. Source
  7. 7. Requirement Yes No Compliance policies need to be followed for all data sources X Retain some content for a specific period of time X Dispose of content according to policy X Prove the content was deleted according to policy X Requires end users to do stuff X
  8. 8. PROS CONS Meets the most basic records requirements Requires a lot of set up and configuration Relies HEAVILY on end user actions Can only manage SharePoint content
  9. 9. Labeling Classify data across your organization for governance, and then enforcing retention rules based on that classification. Retention Ensures that you retain content as long as required but no longer than that.
  10. 10. Labels Retention Policies Apply Retention X X Event Based Retention X Manage SharePoint, OneDrive, Groups, Exchange Email Content X X Manage Microsoft Teams, Skype for Business, Exchange Public Folders Content X Manage Content as a Record (finalize) X Apply Based on Sensitive Information X X Apply Based on Specific Words and Phrases X X
  11. 11. Labels classify documents and can apply retention. They can do the following: • Delete content automatically. • Retain content for a specific time period. • Delete content once the retention period has passed. • Trigger a disposition review • Do nothing. • Start the retention period from when content was created, last modified, when the label was applied, or when an event occurred.
  12. 12. Can be deployed to specific locations or the entire organization. Entire Locations Include or Exclude All Locations SharePoint OneDrive for Business Groups Exchange Email Sites (up to 100 sites) Accounts (up to 1000) Groups (up to 100) Recipients (up to 1000)
  13. 13. Auto-applied based on sensitive information types Auto-applied based on a search query Auto-applied based on a document library location
  14. 14. If the label is… Then the label policy can be applied to… Exchange SharePoint OneDrive Groups Published to end users X X X X Auto-applied based on sensitive information types X X Auto-applied based on a query X X X X
  15. 15. When you create auto-apply labels for sensitive information, you see the same list of policy templates as when you create a data loss prevention (DLP) policy.
  16. 16. Query-based labels use the Content Search feature in the Office 365 Security & Compliance Center to identify content. You can search for a word or phrase and use operators such as AND, OR, and NOT.
  17. 17. Can only apply a default label to a document library Items inside a document or folder set do inherit the default label If you move an item with a default label from one library to another library with no default label, the old default label is removed
  18. 18. A label that classifies content as a record needs to be applied manually; it cannot be auto-applied For SharePoint content, any user in the default Members group (the Contribute permission level) can apply a record label to content Only the site collection administrator can remove or change that label after it's been applied If a label is a record it locks the item so it cannot be edited
  19. 19. For SharePoint content, any user in the default Members group (the Contribute permission level) can apply a label to content
  20. 20. If there are multiple rules that assign an auto-applied label and the content meets the conditions of multiple rules, the label for the oldest rule is assigned. PERIOD. NO OTHER OPTION.
  21. 21. A Retention Policy is separate from a label. It can do the following: • Delete content automatically. • Retain content for a specific time period. • Delete content once the retention period has passed. • Do nothing. • Start the retention period from when content was created or last modified.
  22. 22. Entire Locations Include or Exclude Exchange Email and Public Folders, SharePoint, OneDrive, and Office 365 Groups SharePoint OneDrive for Business Groups Exchange Email Sites (up to 100 sites) Accounts (up to 1000) Groups (up to 100) Recipients (up to 1000) Skype for Business Teams Channel Messages Exchange Public Folders Teams Chats
  23. 23. Retention wins over deletion Longest retention period wins Explicit inclusion wins over implicit inclusion Shortest deletion period wins
  24. 24. 1. If the content is modified or deleted during the retention period 2. If the content is not modified or deleted during the retention period 2 1 Preservation Hold Library Document Library First-Stage Recycle Bin Second-Stage Recycle Bin Cleanup Retention Period User Purge Cleanup Permanent Deletion Permanent Deletion 93 Days 7 Days
  25. 25. PROS CONS Simple content clean-up for non-records content Keeps documents for 93 days after disposition approval Covers Skype for Business, Microsoft Teams, Exchange, SharePoint, OneDrive, Groups No certification of destruction Great for companies that aren’t highly regulated or government No hierarchy of labels Use to identify and action sensitive content Generic functionality that doesn’t meet local standards Use for high-level classifications Need to have an E3 or above or ADG SKU license for automatic labelling No automatic labelling for records Have to apply document library labels to each location Can only manage some Office 365 content
  26. 26. Requirement Yes No Compliance policies need to be followed for all data sources Retain some content for a specific period of time X Dispose of content according to policy Prove the content was deleted according to policy X Requires end users to do stuff
  27. 27. On Premises Online Content Types Metadata Search DLP OneDrive Records Center Records Center Flow Other Workflow Other Workflow
  28. 28. PROS CONS One set of content types and managed metadata Need two records centers: one for on-premise and one for cloud One search index Depending on how records management is set up, maybe a lot of duplicate work If using flow to move documents, can use on-premises or in cloud
  29. 29. SERVICE HAS RECORDS MANAGEMENT CAPABILITY? TRADITIONAL ECM YES FILE SHARES NO GOOGLE DRIVE / G-SUITE YES BOX YES DROPBOX NO
  30. 30. Requirement Yes No Compliance policies need to be followed for all data sources Retain some content for a specific period of time X Dispose of content according to policy Prove the content was deleted according to policy X Requires end users to do stuff
  31. 31. Requirement Yes No Compliance policies need to be followed for all data sources X Retain some content for a specific period of time X Dispose of content according to policy X Prove the content was deleted according to policy X Does not require end users to do stuff X
  32. 32. Erica.Toelle@RecordPoint.com

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