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SharePoint 2013 as a Records
Management Platform
Ryan McIntyre, MCPD, MCITP
National Architect
@ryanmcintyre
© Copyright 2014, Neudesic. All rights reserved.
Problem Space
• Record collections grow,
never shrink
• Difficult to find...
© Copyright 2014, Neudesic. All rights reserved.
Why Manage Records???
• Compliance
• 5015.2
• Manageable content
• Findab...
© Copyright 2014, Neudesic. All rights reserved.
Problem Space
• Records Management
is Scary!
• Reactive Procedures
• Cumb...
© Copyright 2014, Neudesic. All rights reserved.
© Copyright 2014, Neudesic. All rights reserved.
Life in SharePoint 2007
• Sites & Libraries
• Versioning &
Auditing
• Con...
© Copyright 2014, Neudesic. All rights reserved.
© Copyright 2014, Neudesic. All rights reserved.
2010 Horsepower
• In Place vs. Records Center
• Managed Metadata
• Conten...
© Copyright 2014, Neudesic. All rights reserved.
© Copyright 2014, Neudesic. All rights reserved.
2010 Gaps
• Email
• Lync
• eDiscovery & Holds
• Site Management
© Copyright 2014, Neudesic. All rights reserved.
2013 to the Rescue – Email & Lync
• Link a mailbox between SharePoint and...
© Copyright 2014, Neudesic. All rights reserved.
© Copyright 2014, Neudesic. All rights reserved.
© Copyright 2014, Neudesic. All rights reserved.
© Copyright 2014, Neudesic. All rights reserved.
2013 to the Rescue – eDiscovery
• Enterprise Search capabilities
• Discov...
© Copyright 2014, Neudesic. All rights reserved.
© Copyright 2014, Neudesic. All rights reserved.
© Copyright 2014, Neudesic. All rights reserved.
© Copyright 2014, Neudesic. All rights reserved.
2013 to the Rescue – Discovery Download Manager
• Documents
• Lists (enti...
© Copyright 2014, Neudesic. All rights reserved.
© Copyright 2014, Neudesic. All rights reserved.
© Copyright 2014, Neudesic. All rights reserved.
2013 to the Rescue – Sites
• Site based compliance
• Site Mailboxes
• Doc...
© Copyright 2014, Neudesic. All rights reserved.
© Copyright 2014, Neudesic. All rights reserved.
© Copyright 2014, Neudesic. All rights reserved.
What Else?
• Physical
• Track physical records
• Digitize physical record...
Ryan McIntyre
ryan.mcintyre@neudesic.com
http://blog.randomdust.com
@ryanmcintyre
303-520-6337
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SharePoint 2013 as a Records Management Platform - SharePoint Fest NYC 2014

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Platform changes in SharePoint 2010 provided true records management capabilities to companies that rely on SharePoint for their document management and collaboration needs. SharePoint 2013 Online and Server builds upon this success with additional capabilities and features. Among other improvements we’ll be looking at in this session, the eDiscovery and hold capabilities have been greatly improved utilizing a new search engine and many platform features are simpler to use. Come learn about the record management capabilities in SharePoint 2013, see how to utilize them properly, and hear real success stories.

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SharePoint 2013 as a Records Management Platform - SharePoint Fest NYC 2014

  1. 1. SharePoint 2013 as a Records Management Platform Ryan McIntyre, MCPD, MCITP National Architect @ryanmcintyre
  2. 2. © Copyright 2014, Neudesic. All rights reserved. Problem Space • Record collections grow, never shrink • Difficult to find the right record • Do I have the CCR Green River album?
  3. 3. © Copyright 2014, Neudesic. All rights reserved. Why Manage Records??? • Compliance • 5015.2 • Manageable content • Findability • Business requirements • Legal requirements
  4. 4. © Copyright 2014, Neudesic. All rights reserved. Problem Space • Records Management is Scary! • Reactive Procedures • Cumbersome & Painful • Legally Required
  5. 5. © Copyright 2014, Neudesic. All rights reserved.
  6. 6. © Copyright 2014, Neudesic. All rights reserved. Life in SharePoint 2007 • Sites & Libraries • Versioning & Auditing • Content Types • Information Management Policies • Content Organizer Records Center
  7. 7. © Copyright 2014, Neudesic. All rights reserved.
  8. 8. © Copyright 2014, Neudesic. All rights reserved. 2010 Horsepower • In Place vs. Records Center • Managed Metadata • Content Type Hub • Document Sets • Document ID • Multi-Stage Retention • Scale (Tens of millions per Record Center) • Remote Blob Storage • eDiscovery and Holds
  9. 9. © Copyright 2014, Neudesic. All rights reserved.
  10. 10. © Copyright 2014, Neudesic. All rights reserved. 2010 Gaps • Email • Lync • eDiscovery & Holds • Site Management
  11. 11. © Copyright 2014, Neudesic. All rights reserved. 2013 to the Rescue – Email & Lync • Link a mailbox between SharePoint and Exchange • Stored in Exchange • Discovered and held by SharePoint • Consistent management across Outlook and SharePoint • Lync content stored in Exchange and discoverable by SharePoint
  12. 12. © Copyright 2014, Neudesic. All rights reserved.
  13. 13. © Copyright 2014, Neudesic. All rights reserved.
  14. 14. © Copyright 2014, Neudesic. All rights reserved.
  15. 15. © Copyright 2014, Neudesic. All rights reserved. 2013 to the Rescue – eDiscovery • Enterprise Search capabilities • Discovery Center • New Site Collection template • Manage cases • Discovery Case • Set up Sources and Queries: SharePoint, Exchange and/or File Share • Discovery Sets • Exports
  16. 16. © Copyright 2014, Neudesic. All rights reserved.
  17. 17. © Copyright 2014, Neudesic. All rights reserved.
  18. 18. © Copyright 2014, Neudesic. All rights reserved.
  19. 19. © Copyright 2014, Neudesic. All rights reserved. 2013 to the Rescue – Discovery Download Manager • Documents • Lists (entire list as .csv) • Pages (.mht) • Exchange (.pst) • Includes manifest in Electronic Discovery Reference Model (EDRM) specification XML doc
  20. 20. © Copyright 2014, Neudesic. All rights reserved.
  21. 21. © Copyright 2014, Neudesic. All rights reserved.
  22. 22. © Copyright 2014, Neudesic. All rights reserved. 2013 to the Rescue – Sites • Site based compliance • Site Mailboxes • Documents in SharePoint • Email and Lync in Exchange • Single compliance policy
  23. 23. © Copyright 2014, Neudesic. All rights reserved.
  24. 24. © Copyright 2014, Neudesic. All rights reserved.
  25. 25. © Copyright 2014, Neudesic. All rights reserved. What Else? • Physical • Track physical records • Digitize physical records • eDiscovery needs some help…maybe • IRM
  26. 26. Ryan McIntyre ryan.mcintyre@neudesic.com http://blog.randomdust.com @ryanmcintyre 303-520-6337

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