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SharePoint Records Management - Office 365


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Presented at SharePoint TechFest Houston 2015. All rights reserved.

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SharePoint Records Management - Office 365

  1. 1. SharePoint Records Management – Office 365 #HoustonSPTF Tiffany Songvilay @officeovereasy 1
  2. 2. Who is Tiffany Songvilay? • Independent SharePoint consultant since 2007 • Records management expert • Documentation advocate • Defender of developers • Social media fan 2
  3. 3. Agenda • How is a record declared? • Out-of-the-box solutions • Centralized vs. in-place • What’s different in the cloud? 3
  4. 4. How is a record declared?   Create & Classify Review & Approve Mark Final & Publish Declare Record Store & Reference Destroy Department Collaboration Site Record Center
  5. 5. Out-of-the-box SharePoint solutions 2010 and 2013• Holds • Information management policies • Managed metadata • Content type syndication • Content organizer rules • Document sets • Disposition workflow • Document IDs • Hierarchal retention policies 5
  6. 6. Office 365 • 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 Outlook 2013 • XML Export 6
  7. 7. 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 collaboration sites • Lifespan of records outlives lifespan of collaboration sites 7
  8. 8. 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 deletion • 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 8
  9. 9. Demonstration
  10. 10. MMS - Term Store Management • Add Term Store Administrators • Limitations – no edit in datasheet, no ‘beginning with’ or ‘contains’ filters, can’t use calculated fields 10
  11. 11. Site Columns • Dept – Managed Metadata • Business Area – Managed Metadata • Date Record Became Active – Date and Time • Retention Start Date – Date and Time • Retention Event – Choice (because of MMS limitations) 11
  12. 12. Content Types • Document as parent • Add a helpful description • Change Column order • Add to Library 12
  13. 13. Content type hub
  14. 14. Information Management Policies • Enable Retention • Add Stages • Enable auditing 14
  15. 15. Collaboration site Declare Record
  16. 16. Collaboration site (cont.) • Content types subscribed to the hub Declare Record
  17. 17. Record Center • Content Organizer Rules Declare Record
  18. 18. Content Organizer Rules • Bind metadata to content types 18
  19. 19. Policy
  20. 20. Record Center 101
  21. 21. SharePoint Definitions 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). Information Management Policy 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. Content Organizer Rule 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 container. 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).
  22. 22. 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 a record.
  23. 23. What is Records Management? eDiscovery Business Process Compliance How is this different from Document or Content Management? • Government regulation and compliance • Destruction defined by a retention schedule – legal justifications • Covers both paper and electronic • Manages off-site and cloud storage 23
  24. 24. Similar but different Create & Classify Review & Approve Mark Final & Publish Declare Record Store & Reference Destroy Department Collaboration Site Record Center