1. Documents and Records
in SharePoint, really?
Liam Cleary

2. About Me
• Solution Architect @ SusQtech (Winchester, VA)
• SharePoint MVP since 2007
• Working with SharePoint since 2002
• Worked on all kinds of projects
• Internet
• Intranet
• Extranet
• Anything SharePoint Really
• Involved in Architecture, Deployment, Customization and
Development of SharePoint

3. Document management controls the life
cycle of documents in your organization,
from how they are created, reviewed, and
published, and how they are ultimately
disposed of or retained as records.

4. Agenda
• Do we need Document Management?
• What is Document Management?
• What is Records Management?
• Best Practices for Compliance and Success
• SharePoint 2010 – Document Management Capabilities
• SharePoint 2010 – Records Management Capabilities
• Overall
• “Words of Warning”

5. Do we need Document or Records Management?
• Implementing a document management solution can help you
locate documents easily in your organization
• Manage version control easily
• Make sure you don’t have one of those “embarrassing stories
about wrong documents getting to customers, users or
vendors”
• Compliance with regulatory rules
• Classification policy
• Taxonomy capturing – Terms

6. WHAT IS DOCUMENT MANAGEMENT?

7. What is Document Management?
• Core component of Enterprise Content Management (ECM)
• Document management, often referred to as Document
Management Systems (DMS)
• The use of a computer system and software to:
• Store Electronic or Physical (locations) documents and images
• Manage Electronic or Physical (locations) documents and images
• Track Electronic or Physical (locations) documents and images
• Capture paper based information
• Handle core document management features:
• Check In / Check Out
• Version Control
• Roll Back
• Audit Trail
• Annotation and Stamps
• Summarization

8. WHAT IS RECORDS MANAGEMENT?

9. What is Records Management?
• Really it is about record creation
• Final process within the Document Lifecycle
• Process of:
• Creation
• Receipt
• Maintenance
• Use
• Disposition of…
• Capturing and Maintaining as Evidence
• Capturing Transactional Data as Evidence

10. Best Practices for Compliance and Success
• Map Document Management Requirements to Business
Objectives
• What level of Compliance do we need?
• What about the Infrastructure
• Setup a reliable Document Capture process
• Auto tagging on Scan
• Secure access to the sensitive documents
• Internal / External users
• Optimize the use of Workflows
• Automate classification and tagging
• Maintain Document Life Cycles
• Retention Policies
• Active, Archived or ready for Disposal

11. SharePoint 2010 – Document Management Capabilities
• Check In / Check Out
• Versioning
• Comparison
• Managed Metadata
• Structured
• Folksonomy
• Content Types and Site Columns
• Metadata Navigation
• Folder Structure and Filtering
• Item Permissions
• Document ID Service
• Social
• Ratings
• Tags and Notes
• Rule Based Submission – Content Organizer

12. SharePoint 2010 - Where to Start
• Enable the Features you need
• Site Collection
• Site

13. DOCUMENT MANAGEMENT WITH SHAREPOINT 2010
Document Sets
Metadata Navigation
Content Types
Social Tags and Notes

14. SharePoint 2010 – Records Management Support
• Full Document Management Capabilities
• Document ID
• Multi-Stage Retention
• Per-Item Audit Reports
• Hierarchal File Plans
• File Plan Report
• Taxonomy and Centralized Content Types
• Content Organizer
• Virtual Folders – Metadata Navigation
• In-Place Record Declaration
• Support for tens of millions in a single record center
• More in a distributed archive scenario

15. RECORDS MANAGEMENT WITH SHAREPOINT 2010
Records Center
In-Place Record Declaration
Content Organizer
Retention Policies

16. Overall Thoughts…
• SharePoint 2010 is “Game Changer for both Document and
Records Management”
• Great investments by Microsoft in both Document and
Records Management
• Great platform for building “end to end” solutions
• Liam’s Document Management Rating
• Liam’s Record Management Rating
• I can help with this 

17. Overall…
SharePoint

18. Gotchas…
• SharePoint is not a “dumping ground”
• Solution is only as good as it is implemented
• Records Compliance such as “DoD 5015.02” will need either:
• Development
• 3rd Party Solution
• Autonomy ControlPoint for SharePoint
• OpenText Application Governance and Archiving fir SharePoint
• Laserfiche Records Management for SharePoint
• GimmalSoft Compliance Suite for SharePoint
• Web Based Solution ONLY, no real client application as such
• Office Of course, but no plugins
• Train, Train and then Train your users again

19. Special Thanks to Our Sponsors

20. SharePint
Everyone is invited to SharePint
Immediately following SharePoint Saturday Richmond
(or around 6:20 PM)
Meet at Aloft Richmond West
3939 Duckling Drive
Glen Allen, VA 23060
(down the street from Dave & Buster’s)
Then we will hop to the next location
and the next within walking distance!
SharePint: a gathering of SharePoint enthusiasts for fun, food, and drink.

21. Thank you & Questions
Email: liamc@susqtech.com
Work: http://www.susqtech.com
Twitter: @helloitsliam
Blog: http://blog.helloitsliam.com