Webinar: Records Management in SharePoint combining Governance with Content Types


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The presentation from our recent webinar with Imerge Consulting.

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  • On this slide we content enters the MOSS environment either from multiple sources. Once in that environment and event handler triggers conceptClassifier for SharePoint to apply metadata to each data asset based upon the organizational metadata environment maintained in Taxonomy Manager. The metadata environment maintained in Taxonomy manager can include both organizational created metadata and third party metadata that has been aligned to organizational functions, data privacy and security guidelines, and records retention codes. Once metadata has been applied by conceptClassifier for SharePoint Custom Content Types that have been aligned to specific metadata tags are automatically applied. These two critical steps (automatic application of both metadata and Custom Content Types) provide the following value to organizations: Organizations can discern in real time “what is a document” and “what is a record” and can immediately take action relating to ensuring that declared records are stored in the right location and preserved for the correct period of time; Individual and group access permissions can be automatically applied to data assets/documents based on Custom Content Type; and, Data assets/documents can be automatically migrated to the appropriate document library for the automatic application of Windows Rights Management services to control data usage (i.e. can be viewed but not downloaded, e-mailed, printed, etc…).By automating the metadata and content type application processes organizations not only provide transparency and findability for their end-users, they can also ensure that appropriate document access permissions are applied across the enterprise while also controlling how documents are by end-users who have been granted access. In summary – Concept Searching’s enabling technology improves findability and reduces costs by enabling automated compliance with organizational e-Discovery, Records Management, and Information Management (data privacy and security) guidelines.
  • On this slide data assets and documents that have been automatically tagged with metadata and custom content types have been automatically migrated to document libraries based on their custom content type. Based on organizational data privacy and security guidelines document libraries containing sensitive information are now only accessible to certain individuals and groups and each library contains content where Windows Rights Management services have been applied to control how the documents in a particular library are used. When these documents are “checked-out” a key is issued that allows the end-user to access and use the data asset/document in a manner that has been pre-approved by the organization. This of course occurs after the Active Directory-Rights Management Services (AD-RMS) database and server already communicated with the MOSS farm and both publishing and user license credentials have been established and provisioned.For individuals who may attempt to access the SharePoint Content Database directly and by-pass AD-RMS protected content the linking of Custom Content Types to SharePoint Security Services prevents un-authorized users “back door” access to organizational content.
  • Webinar: Records Management in SharePoint combining Governance with Content Types

    1. 1. Records Management in SharePoint combining Governance with Content Types <br />Strategy and Technology Combined The Final Piece of the Puzzle!<br />Charmaine Brooks, Records Management<br />(208) 343-1904  <br />cbrooks@imergeconsult.com<br />David Sanchez, VP U.S. Public Sector <br />(210) 422-8032<br />davids@conceptsearching.com<br />Don Miller, VP of Business Development<br />(408) 828-3400<br />donm@conceptsearching.com<br />Twitter: @conceptsearch<br />
    2. 2. Agenda<br /><ul><li>Introductions
    3. 3. Concept Searching and Imerge Consulting
    4. 4. Housekeeping
    5. 5. Imerge Consulting
    6. 6. Introduction to RIM – Records and Information Management
    7. 7. Records Management Program
    8. 8. Classification
    9. 9. Security and Access Control
    10. 10. Retention, Disposition and Digital Preservation
    11. 11. Technology and Tools
    12. 12. Standards and Processes
    13. 13. Concept Searching –
    14. 14. Aligning RM with SharePoint 2010
    15. 15. Demo – Automating the process of RM and Rights Management with SharePoint 2010, conceptClassifier and contentTypeUpdater
    16. 16. QA</li></ul>www.conceptsearching.com<br />
    17. 17. Concept Searching<br /><ul><li>Company founded in 2002
    18. 18. Product launched in 2003
    19. 19. Focus on management of structured and unstructured information
    20. 20. Technology
    21. 21. Automatic concept identification, content tagging, auto-classification, taxonomy management
    22. 22. Only statistical vendor that can extract conceptual metadata
    23. 23. 2009 and 2010 ‘100 Companies that Matter in KM’ (KM World Magazine)
    24. 24. KMWorld ‘Trend Setting Product’ of 2009 and 2010
    25. 25. Locations: US, UK, & South Africa
    26. 26. Client base: Fortune 500/1000 organizations
    27. 27. Managed Partner under Microsoft global ISV Program - “go to partner” for Microsoft for auto-classification and taxonomy management
    28. 28. Microsoft Enterprise Search ISV , FAST Partner
    29. 29. Product Suite: conceptSearch, conceptTaxonomyManager, conceptClassifier, conceptClassifier for SharePoint, contentTypeUpdater for SharePoint</li></ul>www.conceptsearching.com<br />
    30. 30. IMERGE Consulting is North America's largest and most experienced team of experts in the fields of business process optimization and enterprise content management. We are also a leading provider of tactical education courses in records management and legal compliance.<br />Analysis and consultation for full lifecycle management of information and records. <br />IMERGE Consulting, Inc. (www.imergeconsult.com) <br />Vendor: Records Management Software<br />Corporate-wide Records Manager for Micron Technology, Inc.<br />Records and Information Management Coordinator at the Idaho National Engineering Laboratory. <br />Charmaine Brooks, Principal, CRM ERMm IOAm<br />Certified Records Manager (www.icrm.org) <br />Broad base of knowledge in digital content management and integrated RM software solutions. Full range of administrative and Records Management (RM) expertise. <br />Professional membership<br />AIIM (www.aiim.org) Certified Trainer for AIIM ERM Certificate program<br />ARMA – Association for Records Managers and Administrators (www.arma.org) <br />Boise Valley Chapter Board Member, President, Vice President/Program Chair, and President. <br />
    31. 31. Introduction to RIM<br />Records and Information Management<br />Charmaine M. Brooks, CRM<br />
    32. 32. Information Management Systems<br />Design is disjointed and disconnected<br />
    33. 33. Records Management Program<br />Records Management<br />
    34. 34. Elements of a Records Management Program<br />Governance<br />Policies and Procedures<br />Roles and Responsibilities<br />Records Management Instruments<br />Taxonomy/Classification<br />Retention Schedule<br />Resources<br />Staff<br />Technology<br />
    35. 35. Paradigm Change<br />Records Centric<br />End of Use<br />Physical<br />Requirements<br />Storage<br />Disposition<br /><ul><li>Process Centric
    36. 36. Creation
    37. 37. Digital/Physical
    38. 38. Object
    39. 39. Metadata
    40. 40. Business Rules</li></li></ul><li>10<br />Lifecycle Concept<br />Create and Acquire<br />Retain Permanent<br />Access and Use<br />Destroy Temporary<br />Disposition<br />Identify and Classify<br />Retention and Storage<br />
    41. 41. 11<br />Classification is…<br />The systematic identification and organizationof business activities <br />and/or records into categories <br />according to logically structured conventions, methods, and procedural rules <br />represented in a classification system.<br />ISO 15489 Standard for Records Management<br />
    42. 42. 12<br />Why do we classify?<br />Aggregation<br />Discovery<br />Access and Security<br />Filtering<br />Reporting<br />Disposition Management<br />
    43. 43. Benefits of Classification<br />Consistent document / record naming<br />Continuous record of activity<br />Information retrieval<br />Controlled access to information<br />Retention periods & disposition actions<br />
    44. 44. 14<br />Functional Classification<br />Functional classification chosen as the primarymethod of classifying records, replacing subject based schemes<br />Records are classified on the basis of whythey exist (their function or the activity that caused the record to be brought into existence), rather than on the basis of whatthey are about (their subject). <br />The focus of classification is the contextof a record's creation and use, rather than the contentof the record itself.<br />
    45. 45. 15<br />Functional Classification has delivered many benefits<br />Functions/activities are very stable and don’t change over time, whereas subjects are constantly changing<br />Functions/activities are few in number compared to subjects – easier to select the right term<br />Functions/activities have fewer synonyms compared to subjects – therefore there is less ambiguity<br />
    46. 46. Storage, Search and Retrieval<br />By Keyword<br />Full Text Searching<br />Boolean<br />Rendering<br />
    47. 47. Security and Access Control<br />Individual Users<br />Roles and Groups<br />Security Classification<br />Security Markings<br />
    48. 48. Retention and Disposition<br />Retention Requirements<br />Records Appraisal<br />Value<br />Risk<br />Disposition<br />Review<br />Transfer and Accession<br />Destruction<br />Physical vs. Electronic<br />
    49. 49. Digital Preservation <br />Format Obsolescence<br />Media Degradation<br />Storage Media Obsolescence<br />
    50. 50. Technology Tools<br />Document and Content Management<br />Imaging, Scanning, OCR, Workflow<br />Storage, Archiving<br />Electronic Records Management <br />Enabling the Business Processes.<br />Automated Declaration<br />Corporate Control<br />Classification and Taxonomy<br />Retention and Disposition<br />
    51. 51. Standards for Records and Information Management<br />ISO 15489 – <br />International Standards Organization<br />ARMA Approved Standard<br />American National Standards Institute (ANSI)<br />DoD 5015.2 – US <br />MOREQ – European Union<br />DIRKS – Australia<br />
    52. 52. Developing Records Management Instruments<br />Records Inventories <br />Interviews<br />Questionnaires<br />Analytics <br />
    53. 53. Questions?<br />
    54. 54. Organizational Information & Records Management Capability Gaps<br />Contributing Factor<br />Organizational Problem<br /><ul><li>Insufficient Tagging & Incorrect Document Library Permissions
    55. 55. Full control
    56. 56. Design – Can view, add, update, delete, approve, & customize
    57. 57. Contribute – Can view, add, update, & delete list items & documents
    58. 58. Read – Can view pages and list items & download documents
    59. 59. Lack of Information Transparency & Access
    60. 60. Government and Private Sector directives to tag content for retrieval
    61. 61. Untagged Data Assets = Untapped Resources
    62. 62. Time Gap between Information Requests and Discovery is Directly Proportional to Volume of Data Assets</li></ul>www.conceptsearching.com<br />
    63. 63. Organizational Information & Records Management Capability Gaps<br />Contributing Factor<br />Organizational Problem<br /><ul><li>No Information Management Policy Settings
    64. 64. Setting Retention , action, and recurrence based on data property
    65. 65. Specify Event Auditing
    66. 66. Assign Barcodes and Labels to each document or item
    67. 67. Non-Compliance w/Records Management Policies
    68. 68. Sarbanes-Oxley and Government RM Retention Schedules
    69. 69. Data Stored in Wrong Location
    70. 70. Information not Preserved in Accordance with Regulatory Guidelines</li></ul>www.conceptsearching.com<br />
    71. 71. Organizational Information & Records Management Capability Gaps<br />Contributing Factor<br />Organizational Problem<br /><ul><li>Data Assets Lacking Information Rights Management Settings
    72. 72. Restrict permissions on download
    73. 73. Control ability to print documents
    74. 74. Require credential verification on a periodic basis
    75. 75. Increasing Volume of Unplanned Data Exposure Events
    76. 76. Privacy Act Program (PII), Protected Health Information (PHI), HIPAA, Payment Card Industry (PCI), etc…
    77. 77. Organizational Confidential and Sensitive Information</li></ul>www.conceptsearching.com<br />
    78. 78. Closing Information & Records Management Capability Gaps<br />3. Define IRM Application for Libraries<br />1. Associate Users w/Groups & Groups to Libraries<br />2. Define Info Management Policies<br />4. Taxonomy Manager Synchronized to the Term Store<br />5. Automatically Apply Semantic, Records Retention Code, & Security Metadata<br />6. Auto-Application of Content Types & Auto-Migration w/in SharePoint<br />www.conceptsearching.com<br />
    79. 79. Associating Users with Groups<br />www.conceptsearching.com<br />
    80. 80. Associating Groups to Libraries to Control Access & Usage<br />www.conceptsearching.com<br />
    81. 81. Concept Searching: Addressing the Technology Gap not the Behavior<br />Solution: conceptClassifier for SharePoint<br />Semantic Metadata Tagging<br />Increase Information Retrieval Precision for e-Discovery<br />Records Retention Code Tagging<br />SharePoint Security Services & Windows Rights Management<br />Concept Classifier for SharePoint<br />Automatic Content Type Updating<br />Document <br />Library 1<br />Document <br />Library 2<br />Appropriate Storage & Preservation<br />Document <br />Library 3<br />Document <br />Library 4<br />www.conceptsearching.com<br />
    82. 82. Live Demo: SP 2010, Concept Classifier for SharePoint, CTU & AD-RMS<br />How to automate the process of updating content types and applying metadata in a SharePoint 2010 native term store environment to improve Findability, Records Management and Governance with RMS.<br />www.conceptsearching.com<br />
    83. 83. Concept Searching in MOSS and Windows Server<br />
    84. 84. Fully Automated Metadata Synchronization in SharePoint 2010<br />
    85. 85. QA<br />www.conceptsearching.com<br />
    86. 86. Thank You<br />Check back on the events pages on www.conceptsearching.com or imergeconsult.com for the recording of this webinar and additional information.<br />David Sanchez, VP U.S. Public Sector<br />(210) 422-8032<br />davids@conceptsearching.com<br />Charmaine Brooks, Records Management<br />cbrooks@imergeconsult.com<br />Don Miller, VP of Business Development<br />(408) 828-3400<br />donm@conceptsearching.com<br />