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M12S14 - Building and Using SharePoint-Friendly File Plans


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Speaker: John Holliday

This session focuses on best practices for making sure your file plans have enough information to support real-world SharePoint 2010 Records Center configurations and testing. In the session, a typical file plan will be built from scratch using Microsoft Excel. Attendees then walk through the process of using the file plan to configure and validate a Share Point Records Center.

During the session, several strategies and techniques are introduced to effectively convert the information contained in the file plan into a well-structured SharePoint records repository that is tuned to the needs of your organization.

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M12S14 - Building and Using SharePoint-Friendly File Plans

  1. 1. Cohasset Associates, Inc. NOTES Building and Using SharePoint‐Friendly File Plans John F. Holliday, J.D. SharePoint Architects, Inc. What’s in a File Plan?  Document Types  Retention Periods  Retention Actions  Role Assignments #1 File Planning Goal: Retention  How long MUST we keep this stuff?  How soon CAN we get rid of it?2012 Managing Electronic Records Conference 14.1
  2. 2. Cohasset Associates, Inc. NOTES #2 File Planning Goal: Classification  What type is it?  Where does it belong?  What processing is required? File Planning Tools Tool Pro Con Notepad / MS  Capture information quickly. Easy to deviate from  Word standardized layout.   Visio /  Graphic representation – Harder to extract  MindManager 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.  Easier  effort, especially for large  to automate.  More scalable. volumes (need views). #1 File Planning Challenge: Size  Driven primarily by  existing retention schedules  Typical # of document types… Typical # of document types  For small companies: 50‐100  For most companies: 800‐10002012 Managing Electronic Records Conference 14.2
  3. 3. Cohasset Associates, Inc. NOTES A Typical Example Functional Category  Description Retention Contact / Sub‐Category / Record Series Accounting J. Doe Invoice Record of purchased goods and  Created + 3 services Timesheet Hours worked, overtime and  Project Termination + 1 salaries paid Human Resources J. Lang Training  Hard‐copy training materials Superseded Manual Resume Candidate resumes Hiring Date + 3 Where are we going with this?  Create File Plans that can be automatically  configured M k i Make it easier to deal with large numbers  i d l i hl b of document types  Enable collaboration during File Plan  development What is Needed for File Plan Automation?  Consistent data structure (without hierarchies)  Disposition Actions  Assignment of Responsibility (optional)2012 Managing Electronic Records Conference 14.3
  4. 4. Cohasset Associates, Inc. NOTES A Better Layout for Automation  in SharePoint Type Description Media Category Retention Disposition Contact Invoice Record of purchased Print Invoices X years Destroy J. Doe goods and services Timesheet Hours worked, overtime  Electronic Payroll X years Destroy S. Allen and salaries paid and salaries paid Records Training  Hard‐copy training  Mixed Training X years Archive J. Lang Manual materials Resume Candidate resumes Print HR X years Archive J. Doe Can Become Can include hierarchy Content Types using ‘/’ characters 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 InfoPath is ok, if…  We create the form using repeating tables  (optional) Can include one or more detail views 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 status2012 Managing Electronic Records Conference 14.4
  5. 5. Cohasset Associates, Inc. NOTES 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 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 t d t L k td t t to determine… i  How to setup document libraries/folders  Look at documents per person to determine…  How to distribute management responsibility  How to configure permissions Essential Records Center  Configuration Steps 1. Create Information Policies 2. Create Content Types / Libraries / Folders 3. Attach Information Policies 4. Setup Routing Rules2012 Managing Electronic Records Conference 14.5
  6. 6. Cohasset Associates, Inc. NOTES SharePoint‐Friendly File Plans Leveraging InfoPath 2010 InfoPath 2010 File Plan ‐ Benefits  Enables a more comprehensive plan  Captures more information  Easily extended/reconfigured  Relies on a data schema  Ensures consistent provisioning and configuration  Less chance of errors and omissions  Reduces the cost of setting up a records repository  Faster to bring the repository online InfoPath File Plan Solution Architecture2012 Managing Electronic Records Conference 14.6
  7. 7. Cohasset Associates, Inc. NOTES 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 <FilePlan> FilePlan> <Title>Contoso <Title>Contoso Records</Title> <Description>…</Description> <Records> <Record>…</Record> … </FilePlan> </FilePlan> 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 Provisionin File Plan g Classes Component s InfoPath File Planning Solution Implementation Steps 1. Develop File Plan Schema 2. Build .NET Components 3. Create Form Template 4. Build File Plan Gallery2012 Managing Electronic Records Conference 14.7
  8. 8. Cohasset Associates, Inc. NOTES InfoPath File Planning Solution Implementation Steps 1. Develop File Plan Schema 2. Build .NET Components 3. Create Form Template 4. Build File Plan Gallery Feature DEMO An InfoPath 2010 File Planning Solution 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. d  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.2012 Managing Electronic Records Conference 14.8
  9. 9. Cohasset Associates, Inc. NOTES Thank You! For more information: Blog: Web:  www.SharePointArchitects.us2012 Managing Electronic Records Conference 14.9