• Content type hub
• Site-based retention
• Case Manager sites (eDiscovery
Center) – hold search includes
Lync, Exchange, and file shares
• Site Mailbox app - drag and drop
(and retain) emails to a project site
but manage and read them in
• XML Export
Which option is right for me?
In-Place Records Management
• Content types in place across entire organization
• No regulation that requires a centralized repository
• Accessible by original collaborators
• All employees trained to be record custodians
Centralized Record Center
• Managed in one place by existing RM’s
• Minimize impact on existing
• Lifespan of records outlives lifespan of
On prem: Web App
• Separate Record Center into its own web app and database –
simplifies recovery process for records
• Recycle bin off/on - choose recycle bin turned off so items are
permanently deleted instead of moved into recycle bins prior to
• Timer job scheduling – separate web app means that timer jobs
can be modified without impacting department SharePoint sites
• Search center - create a shared enterprise search center to
index/search all site collections – records could be removed from
search at the site collection level
• Term store - create a shared term store (managed metadata
service) to be used across all site collections - records
management terms can be used as managed metadata columns
in all sites
• Delete item – remove user permission to delete items “just in
case” – will create frustration during pilot and testing
MMS - Term Store Management
• Add Term Store Administrators
• Limitations – no edit in
datasheet, no ‘beginning with’ or
‘contains’ filters, can’t use
• Dept – Managed Metadata
• Business Area – Managed
• Date Record Became Active –
Date and Time
• Retention Start Date – Date
• Retention Event – Choice
(because of MMS limitations)
• Document as parent
• Add a helpful
• Change Column order
• Add to Library
Metadata Represented in SharePoint by site columns (e.g., title, author, event date).
Content Type A reusable collection of metadata definitions that apply to a category of
SharePoint documents (e.g., contracts, engineering drawings, policies).
A set of rules that govern the lifecycle of a document in SharePoint.
Typically used to apply disposition policies but they can also be used to
route documents to another location based on an event date.
Records Library A special version of a Document Library that facilitates the record
declaration process. Libraries can be divided into multiple levels of folders
and subfolders to allow for a more granular or complex solution.
Used to route documents out of a Drop off library and into a final location.
Conditions are defined by a combination of content type plus metadata to
ensure that documents are routed into the correct retention or security
Document Set A special version of a content type that allows many documents to be
grouped and therefore retained together based on the same event (e.g.,
project end date).
What is a record?
All materials regardless of physical form or characteristics made
or received by an agency of the United States Government under
Federal law or in connection with the transaction of public
business and preserved or appropriate for preservation by that
agency or its legitimate successor as evidence of the
organization, functions, policies, decisions, procedures,
operations, or other activities of the Government or because of
the informational value of data in them.
Electronic Record: Any information that is recorded in a form that
only a computer can process and that satisfies the definition of
What is Records Management?
How is this different from Document
or Content Management?
• Government regulation and
• Destruction defined by a retention
schedule – legal justifications
• Covers both paper and electronic
• Manages off-site and cloud storage
Similar but different
Department Collaboration Site Record Center