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John F. Holliday, J.D.SharePoint Architects, Inc.BUILDING AND USINGSHAREPOINT-FRIENDLYFILE PLANS

#1 File Planning Goal:Retention    How long MUST we keep this stuff?    How soon CAN we get rid of it?
#2 File Planning Goal:Classification                 What type is it?                 Where does it belong?             ...
File Planning ToolsTool                      Pro                         ConNotepad / MS   Capture information        Easy...
#1 File Planning Challenge:         Size   Driven primarily by    existing retention schedules   Typical # of document  ...
A Typical ExampleFunctional Category    Description                     Retention                 Contact/ Sub-Category /R...

What is Needed forFile Plan Automation?    Consistent data structure     (without hierarchies)    Disposition Actions  ...
A Better Layout for Automation                      in SharePointType           Description              Media        Cate...
How to deal with large numbers of        document types?   Excel is really good at this, but…    ◦ We want better control...
File Plan Collaboration   They say SharePoint is a great tool for    this…    ◦ Form Library to hold the file plan specif...
How to Apply File Plan to         SharePoint?   Use it for provisioning…    ◦ Automatically create web application    ◦ A...
Records Repository Provisioning     Look at total number of documents to determine…      ◦ How to setup content database ...

Leveraging InfoPath 2010SHAREPOINT-FRIENDLYFILE PLANS
    ◦    ◦    ◦    ◦
InfoPath File Plan SolutionArchitecture Central                      Administration                                File Pl...
InfoPath File Planning SolutionImplementation Steps   1.   Develop File Plan Schema   2.   Build Software (.NET) Component...
InfoPath File Planning Solution       Implementation Steps            1.   Develop File Plan Schema            2.   Build ...
InfoPath File Planning SolutionImplementation Steps  1.   Develop File Plan Schema  2.   Build .NET Components  3.   Creat...
InfoPath File Planning SolutionImplementation Steps  1.   Develop File Plan Schema Central                               A...
Summary Typical file plans describe more than 500  document types, and configuring a records  center requires many coordi...
Thank You!For more information:  Blog:     www.JohnHolliday.net  Web:    www.SharePointArchitects.us
Building and Using SharePoint-Friendly File Plans
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Building and Using SharePoint-Friendly File Plans

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Configuring a SharePoint 2010 records repository involves many steps that must be properly orchestrated in order to achieve the desired results.

As an example, most RM solutions use content organizer rules to route incoming records to a particular document library or folder so they can be associated with specific information policies and retention schedules. But configuring the content organizer requires that the site columns, content types, document libraries, folders and other components are constructed beforehand. The situation is even more challenging when working with target locations external to the site collection being configured.

This session will show how InfoPath 2010 can be leveraged to reduce the complexity of records center configuration by capturing all of the required elements in one place, and then pushing them out in various ways, depending on your overall information architecture strategy.

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Building and Using SharePoint-Friendly File Plans

  1. 1. John F. Holliday, J.D.SharePoint Architects, Inc.BUILDING AND USINGSHAREPOINT-FRIENDLYFILE PLANS
  2. 2. 
  3. 3. #1 File Planning Goal:Retention  How long MUST we keep this stuff?  How soon CAN we get rid of it?
  4. 4. #2 File Planning Goal:Classification  What type is it?  Where does it belong?  What processing is required?
  5. 5. File Planning ToolsTool Pro ConNotepad / MS Capture information Easy to deviate fromWord quickly. standardized layout.Visio / Graphic representation – Harder to extractMindManager easier to communicate information for automatic processing.MS Excel Handles large numbers of Harder to deal with document types hierarchies.MS InfoPath Supports tables and Requires more up-front recursive structures. effort, especially for large Easier to automate. More volumes (need views). scalable.
  6. 6. #1 File Planning Challenge: Size Driven primarily by existing retention schedules Typical # of document types… ◦ For small companies: 50-100 ◦ For most companies: 800-1000
  7. 7. A Typical ExampleFunctional Category Description Retention Contact/ Sub-Category /Record SeriesAccounting J. Doe Invoice Record of purchased goods and Created + 3 services Timesheet Hours worked, overtime and Project Termination + 1 salaries paidHuman Resources J. Lang Training Manual Hard-copy training materials Superseded Resume Candidate resumes Hiring Date + 3
  8. 8. 
  9. 9. What is Needed forFile Plan Automation?  Consistent data structure (without hierarchies)  Disposition Actions  Assignment of Responsibility (optional)
  10. 10. A Better Layout for Automation in SharePointType Description Media Category Retention Disposition ContactInvoice Record of purchased Print Invoices X years Destroy J. Doe goods and servicesTimesheet Hours worked, overtime Electronic Payroll X years Destroy S. Allen and salaries paid RecordsTraining Hard-copy training Mixed Training X years Archive J. LangManual materialsResume Candidate resumes Print HR X years Archive J. Doe Can Become Can include hierarchy Content Types using ‘/’ characters
  11. 11. How to deal with large numbers of document types? Excel is really good at this, but… ◦ We want better control of the data representation InfoPath is ok, if… ◦ We create the form using repeating tables ◦ (optional) Can include one or more detail views
  12. 12. File Plan Collaboration They say SharePoint is a great tool for this… ◦ Form Library to hold the file plan specification ◦ Workflows to manage file plan approval status
  13. 13. How to Apply File Plan to SharePoint? Use it for provisioning… ◦ Automatically create web application ◦ Automatically create records center site(s) Use it for configuration… ◦ Automatically configure existing records center site(s) ◦ Automatically create content types and libraries/folders
  14. 14. Records Repository Provisioning  Look at total number of documents to determine… ◦ How to setup content database ◦ How to configure quotas, etc.  Look at documents per category to determine… ◦ How to setup document libraries/folders  Look at documents per person to determine… ◦ How to distribute management responsibility ◦ How to configure permissions
  15. 15. 
  16. 16. Leveraging InfoPath 2010SHAREPOINT-FRIENDLYFILE PLANS
  17. 17.  ◦ ◦ ◦ ◦
  18. 18. InfoPath File Plan SolutionArchitecture Central Administration File Plan Upload Gallery New File Plan Records Provision Center Plan Activation Configure Page Existing Records Center
  19. 19. InfoPath File Planning SolutionImplementation Steps 1. Develop File Plan Schema 2. Build Software (.NET) Components 3. Create Form Template 4. Build File Plan Gallery Feature<FilePlan> <Title>Contoso Records</Title> <Description>…</Description> <Records> <Record>…</Record> …</FilePlan>
  20. 20. InfoPath File Planning Solution Implementation Steps 1. Develop File Plan Schema 2. Build Software (.NET) Components 3. Create Form Template 4. Build File Plan Gallery Feature Generate Extend Serialization ProvisioningFile Plan Classes Components
  21. 21. InfoPath File Planning SolutionImplementation Steps 1. Develop File Plan Schema 2. Build .NET Components 3. Create Form Template 4. Build File Plan Gallery
  22. 22. InfoPath File Planning SolutionImplementation Steps 1. Develop File Plan Schema Central Administration 2. Build .NET Components 3. Create Form Template 4. Build File Plan Gallery File Plan Gallery Plan Activation Page
  23. 23. Summary Typical file plans describe more than 500 document types, and configuring a records center requires many coordinated steps for each distinct document type. Automated file plan processing can be used both for provisioning records repositories and for configuring records center sites. InfoPath offers many advantages over other file planning formats. InfoPath file plans can be based on enterprise- or industry-specific data schemas, ensuring consistency, scalability and reusability.
  24. 24. Thank You!For more information: Blog: www.JohnHolliday.net Web: www.SharePointArchitects.us

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