This document summarizes options for building enterprise records management solutions in SharePoint 2010. It discusses what records management is, including the need to tightly control and audit records. It outlines two main options for handling records - in-place within existing sites or in a separate records center. It covers features like document IDs, content organizers, and document conversion that can help with records management. It also discusses holds and discovery for legal processes like eDiscovery. Finally, it briefly touches on retention policies.
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When the order of the day was huge, pyramid-shaped Site Collections for capabilities like Intranets, managing your Content Types was relatively easy: any Site Columns and Content Types you built in the root site were available throughout the Site Collection. When we needed more enterprise-wide information architecture, we turned to the Content Type Hub. In our new, flatter world, we need to think about information architecture differently – while hanging onto the better practices of the past.
Developing Search-driven application in SharePoint 2013 SPC Adriatics
Search-driven solutions are applications that use a search engine to drive the data access and present results. Microsoft SharePoint 2013 offers developers new ways to extend search to create search-based solutions and Apps. Using Search applications, developers can unite and control data from different site collections and external locations. In this session, I will cover all different ways of querying SharePoint 2013 Search including Client-Side Object Model (CSOM) and REST API. The main goal of the session is to provide strong understanding of search-driven solutions for the attendees and encourage many new ideas for using search to deliver end-user productivity.
Darko Milevski
Who says you can't do records management in SharePoint?John F. Holliday
Although records management features have steadily improved with each new SharePoint version, many industry observers are starting to express their doubts as to whether SharePoint is a viable platform for building real-world ERM solutions. This session will explore the enhanced RM capabilities of SharePoint 2013 and show how to leverage them to full advantage. The session will also introduce several third-party tools that further enhance the platform to enable true enterprise-class content lifecycle management.
ECS2019 - Managing Content Types in the Modern WorldMarc D Anderson
When the order of the day was huge, pyramid-shaped Site Collections for capabilities like Intranets, managing your Content Types was relatively easy: any Site Columns and Content Types you built in the root site were available throughout the Site Collection. When we needed more enterprise-wide information architecture, we turned to the Content Type Hub. In our new, flatter world, we need to think about information architecture differently – while hanging onto the better practices of the past.
Developing Search-driven application in SharePoint 2013 SPC Adriatics
Search-driven solutions are applications that use a search engine to drive the data access and present results. Microsoft SharePoint 2013 offers developers new ways to extend search to create search-based solutions and Apps. Using Search applications, developers can unite and control data from different site collections and external locations. In this session, I will cover all different ways of querying SharePoint 2013 Search including Client-Side Object Model (CSOM) and REST API. The main goal of the session is to provide strong understanding of search-driven solutions for the attendees and encourage many new ideas for using search to deliver end-user productivity.
Darko Milevski
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Although records management features have steadily improved with each new SharePoint version, many industry observers are starting to express their doubts as to whether SharePoint is a viable platform for building real-world ERM solutions. This session will explore the enhanced RM capabilities of SharePoint 2013 and show how to leverage them to full advantage. The session will also introduce several third-party tools that further enhance the platform to enable true enterprise-class content lifecycle management.
Speaker: Wictor Wilén;
This session will cover what you need to do an upgrade from SharePoint 2010 to SharePoint 2013, You’ll learn the upgrade planning, methods and execution through a number of demos. During the session we will do a live upgrade from SharePoint 2010 to SharePoint 2013. We’ll also cover the Site Collection upgrade previews and health checks, which allows the site collection owner to determine when they are ready to move on to the new version.
Optimizing SharePoint for Transactional Content ManagementDocFluix, LLC
While SharePoint 2010 and 2013 has a wide range of great document management features, organizations that need "transactional content management" (such as invoices, purchase orders, claims, registration forms or other high volume documents related to a business process or transaction) find numerous challenges in optimizing SharePoint for this purpose. This presentation will cover how best to configure and optimize SharePoint for this type of document management.
Developing For Multiple Environments on SharePoint OnlineFrank Sikorski
SharePoint Cincinnati 2018 presentation.
For a SharePoint on-premises implementation, a separate farm would be setup for development, testing and productions environments. This would inherently isolate each of these environments from one another. However, when developing on a single tenant for SharePoint Online each of these environments would be site collections rather than farms, which means they cannot have the same relative URL and will share SharePoint services like Search, User Profiles and Managed Metadata. This session will cover various development practices that will help establish the same isolation of environments on SharePoint Online as SharePoint on-premises.
The improvements made to managed metadata services, managed navigation, search and the new content by search web part and product catalog provide new ways for building internet and even intranet sites. In this session we’ll show you how and what this means to your information infrastructure.
Daniel Wessels
DEV212 SharePoint 2010 Records Management DevelopmentJohn F. Holliday
A presentation by John Holliday, President of SharePoint Architects, Inc. at the 2011 European Best Practices Conference in London, April, 2011 on best practices for developing Records Management solutions on the SharePoint platform.
IW403 Records Management Improvements in SharePoint 2010John F. Holliday
A presentation by John Holliday, President of SharePoint Architects, Inc. at the 2011 European Best Practices Conference in London, April, 2011, on the evolution of Records Management functionality from SharePoint 2007 to SharePoint 2010.
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-Using SharePoint Online sites, content types, document templates, lists and libraries for document based collaboration
-Using Exchange Online mail, calendars and contacts
-Using Lync/Skype for business for internal communication and education.
This presentation will talk about basic to intermediate scenarios which don't require any custom development nor 3rd party tools. Examples and demos that will be shown are based on presenter's personal experience with some of his recent implementations.
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Presented at SharePoint Saturday Cambridge (2016)
An introduction to the different databases that SharePoint uses, with recommendations for High Availability, Disaster Recovery and configuration settings for SQL Server, including the constraints imposed in a single farm, a stretched farm between data centres and a separate DR farm.
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A web browser standard interface for a local database of records Holds simple values and hierarchical objects. An API for client-side storage of significant amounts of structured data Exhibits High performance. Storage and retrieval done through keys or indexes
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Speaker: Wictor Wilén;
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Optimizing SharePoint for Transactional Content ManagementDocFluix, LLC
While SharePoint 2010 and 2013 has a wide range of great document management features, organizations that need "transactional content management" (such as invoices, purchase orders, claims, registration forms or other high volume documents related to a business process or transaction) find numerous challenges in optimizing SharePoint for this purpose. This presentation will cover how best to configure and optimize SharePoint for this type of document management.
Developing For Multiple Environments on SharePoint OnlineFrank Sikorski
SharePoint Cincinnati 2018 presentation.
For a SharePoint on-premises implementation, a separate farm would be setup for development, testing and productions environments. This would inherently isolate each of these environments from one another. However, when developing on a single tenant for SharePoint Online each of these environments would be site collections rather than farms, which means they cannot have the same relative URL and will share SharePoint services like Search, User Profiles and Managed Metadata. This session will cover various development practices that will help establish the same isolation of environments on SharePoint Online as SharePoint on-premises.
The improvements made to managed metadata services, managed navigation, search and the new content by search web part and product catalog provide new ways for building internet and even intranet sites. In this session we’ll show you how and what this means to your information infrastructure.
Daniel Wessels
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A presentation by John Holliday, President of SharePoint Architects, Inc. at the 2011 European Best Practices Conference in London, April, 2011 on best practices for developing Records Management solutions on the SharePoint platform.
IW403 Records Management Improvements in SharePoint 2010John F. Holliday
A presentation by John Holliday, President of SharePoint Architects, Inc. at the 2011 European Best Practices Conference in London, April, 2011, on the evolution of Records Management functionality from SharePoint 2007 to SharePoint 2010.
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Presentation for European SharePoint Conference 2015 session. This presentation will show practical examples of using Office 365 services in collaboration scenario for small and medium businesses:
-Using SharePoint Online sites, content types, document templates, lists and libraries for document based collaboration
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-Using Lync/Skype for business for internal communication and education.
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SharePoint Databases: What you need to know (201609)Alan Eardley
Presented at SharePoint Saturday Cambridge (2016)
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IndexedDB - An Efficient Way to Manage Datasara stanford
A web browser standard interface for a local database of records Holds simple values and hierarchical objects. An API for client-side storage of significant amounts of structured data Exhibits High performance. Storage and retrieval done through keys or indexes
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Keepit Course 3: Provenance (and OPM), based on slides by Luc MoreauJISC KeepIt project
This presentation offers a brief introduction to provenance, a record of the process that led to the current state of an object, based on a new descriptive model designed to allow provenance information to be exchanged between systems, the Open Provenance Model (OPM). It was given as part of module 3 of a 5-module course on digital preservation tools for repository managers, presented by the JISC KeepIt project. For more on this and other presentations in this course look for the tag 'KeepIt course' in the project blog http://blogs.ecs.soton.ac.uk/keepit/
Addressing Diversity in Archival Collections with Outreachgibbsr55
Slides for the "Addressing Diversity in Archival Collections with Outreach" presentation, given on December 2, 2009, at the University of Tennessee at Knoxville
Prov-O-Viz is a visualisation service for provenance graphs expressed using the W3C PROV vocabulary. It uses the Sankey-style visualisation from D3js.
See http://provoviz.org
Information and Records Management in SharePoint - An In-depth ReviewSimon Rawson
In this presentation, Simon covers the EDRM functions of SharePoint 2010/13 and regulatory requirements for Records Management. Suzette covers the National Archives of Australia (NAA) Information Checkup 2.0 and how Australian Government agencies can use it as a self-check tool.
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This version of the presentation has been updated to include the new EDRM functions available in SharePoint 2013.
The presentation goes into considerable depth about the EDRM functions in SharePoint – and therefore this is not a light read!
SharePoint 2013 Document Management Out of the BoxEd Musters
My presentation of SharePoint 2013 Document Management Out of the Box. Many principles can be applied to SharePoint Online (Office 365), SharePoint 2013, SharePoint 2010, and even SharePoint 2007. Illustrated a case study at Deeley Harley-Davidson of Canada.
Leveraging microsoft’s e discovery platform in your organizationDon Donais
Statistics around eDiscovery implementations are staggering: 90% of US companies are engaged in some sort of litigation with an average eDiscovery case costing around $1 million. Organizations can leverage their Microsoft investment without having to purchase expensive add-ons. This session will look at how to configure and use the Microsoft eDiscovery platform.
• What is Records Management and eDiscovery?
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• Share your Business Use Cases
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• Capabilities in SharePoint 2013
• Review products in this space
10 Things You'll Need to Succeed with Information Governance and SharePointRecordLion
This educational presentation discusses not only Information Governance surrounding SharePoint Environments, but expanding beyond to other platforms in your organization.
Gartner puts Microsoft in a virtual tie for first place in its enterprise content management (ECM) quadrant. But SharePoint is a relative newcomer to the ECM world. Does it really stack up?
In this presentation, C/D/H examines the ECM/ERM functionality in SharePoint 2010 and recommends best practices for approaching an ERM SharePoint project. Example case studies are also discussed. View the deck today!
And for more information on this or other SharePoint topics, visit our blog at www.cdhtalkstech.com.
14 Tips for Planning ECM Content Migration to SharePointJoel Oleson
• Is your organization using any Enterprise Content Management systems besides SharePoint?
• Has your current ECM system been deprecated or require an expensive annual maintenance contract?
• Does your firm already use Microsoft SharePoint as an intranet/collaboration portal?
• Would you like to leverage the cutting edge ECM and taxonomy features in SharePoint 2010 or 2013?
If so, it may be time to migrate your scanned and other transactional documents from your legacy ECM system to SharePoint, and take advantage of innovative ECM and taxonomy features available in this powerful platform.
Top industry experts and influencers Joel Oleson and Tom Castiglia from Hershey Technologies will explain best practices to plan and implement a successful ECM content migration to Microsoft SharePoint. Join us on June 4th to learn about:
• Using ECM and taxonomy related features in SharePoint 2010 and 2013
• Reasons to migrate content to SharePoint (as well as reasons not to migrate!)
• Best practices for ECM architecture in SharePoint including security, taxonomy and governance
• 14 specific tips for planning your migration from any ECM system to SharePoint
14 tips for planning a ecm content migration to share pointDocFluix, LLC
Many organizations that have deployed SharePoint 2010 or 2013 also have some type of legacy ECM system in place.
However, SharePoint also has rich ECM capabilities with many innovative features not available in other ECM systems. As a result, we have found that many companies that use SharePoint wish to consolidate their IT infrastructure, by migrating content from older ECM systems into SharePoint.
While we think this is a great idea, such a migration requires a good deal of planning and design as well as specialized tools to automate the migration.
This slide deck provide detailed best practice guidance on how to plan for a migration of content from nearly any ECM system into MS SharePoint 2010 or 2013.
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6. Records
• Records serve as
immutable evidence Immutable
of an activity or
transaction
performed by an Tightly controlled
organization
• Must be tightly
controlled and Audited
auditable
7. Types of Records
Document List Item
Email Database
Fax Message
Receipt Comment
8. Records Management
• Determines:
– What information
should be classified as
a record
– How records should be
created
– When records can be
archived or destroyed
– Who should be able to
access records
9. Records Management needs…
• Content analysis
• File plans
• Compliance
requirements
• Audit
• Disposition
schedules
• E-Discovery and E-
Hold
10. Challenges for RM Projects
• What information
should be classed as
a record?
• When does a
document become a
record?
• Where should I keep
my records? How
long?
12. In-place Records
• Documents marked as
records remain in their
original location
• Benefits:
– Supporting information
maintained in-context
– Easier for collaborators
to find their content
– No additional site
provisioning required
13. Record Center
• Multiple instances
• Central archive for
holding records
• Enterprise site
template
• Create in a
separate site
collection
14. Structuring a Record Center
• Base on file plan
• Concentrate on policy:
– Ignore internal company
structures
• Common drivers for
structure:
– Security policy
– Storage
– Retention policy
– Audit settings
– Content types
15. The Document ID Service
• Provides a unique ID
and URL for a
document.
• Enabled via the
Document ID feature
[site collection scoped].
• Document IDs are
assigned via a Timer
Job.
16. DEMO
DEMO
Creating a Records Center
Create records center, setup
document ID, and declare a record
17. Content Organizer
• Converts metadata into
structure
• Drop-Off Library:
– Temporary upload
location
– Content held until
required metadata is
provided
• Rules Engine:
– Provides rules for the
system to decide where
to place a record.
18. Creating Rules
• Rules stored in the
Content Organizer
Rules list
• Options:
– Rule Name
– Rule Status and
Priority
– Submission Content
Type
– Conditions
– Target Location
19. DEMO
DEMO
Content Organizer
Word promotes Author property, a
rule routes content on the Author
property
20. Manual Record Declarations
• Submit directly into
the Record Center:
– Useful for external
data stores
• Mark a record in-
place in a document
library.
• Send a document to
a Record Center.
21. Defining Information Policy
• Events define
activation
parameters
• Actions specify
activity to perform
• Retention policies
allow for record
declaration at key
dates in the content
lifecycle
22. Property Promotion
Record Center
$site = new-object
microsoft.sharepoint.spsite("h
ttp://site")
$web = $site.openweb()
$web.parserenabled = $true
$web.update()
23. Document Conversion
• Converts documents of
a specified type to a
different type.
• Each conversion type
must be configured.
– Custom converters can be
created programmatically.
– Useful for displaying document
content as a web page.
• Resource-intensive.
24. DEMO
DEMO
Document Conversion
Creating an event receiver to
convert a Word document to PDF
26. What Is a Hold?
• Preservation of content
for legal or audit
purposes
• Preserves the state of
the content at the time
of the hold
• Commonly the result of
pending legal litigation
• Goes hand in hand with
electronic discovery
27. What Is eDiscovery?
• Discovery of
electronic content for
legal or audit
purposes
• Locating through
culling the corpus for
content matching a
set criteria
• This can include any
electronic document
or item.
28. Discovering Content
• Discover content using Search and Add to Hold page
(available from site settings for top-level site).
• Select the site to search (Optional).
• Create search criteria.
• Optionally preview the results.
29. Associating Content with Holds
(Manual)
• Individual items
may be added
using the
Compliance
Details dialog.
30. Releasing Items and Holds
• The eDiscovery process can include results:
– That are not relevant to the hold
– That are not legally required
• The Compliance dialog can be used to release
an item from a hold.
• Holds have a lifecycle and can be released
when no longer required.
• Holds can be released by viewing the hold list
item and selecting Release hold... link.
31. Viewing Items in a Hold
• Use hold reports to view:
– Status of holds
– Items associated with holds
33. Assigning to a Content Type
• Policies are associated with a
content type.
• Association happens at one
of two scopes:
– Site Content Type
– List Content Type
• Where a policy is created and
where it is associated
determines scope and reuse.
Property promotion refers to the process of extracting values from properties of a document and writing those values to corresponding columns on the list or document library where the document is stored. Property demotion is the same process in reverse. When the values of document properties change, the changes can be automatically written back to the list. When the values of columns or fields in a list item change, the changes can be automatically written back to the document that is associated with the list item. Thus both the document and its associated list item remain in sync.SharePoint 2010 initiates property promotion or demotion when the following events occur:A file is uploaded to a document library.The fields of a list item that is associated with a file are modified.The Properties property of an SPFile object is updated programmatically.A file is downloaded for the first time after the list schema has changed.In each case, SharePoint determines whether a parser is associated with the file type. If one is, the system invokes the parser, passing it the document and a property bag object. The parser then either fills the property bag with values that need to be promoted to the list or extracts from the property bag the values that need to be demoted to the document.Properties are only promoted or demoted if they match list columns that apply to the document. The columns that apply to a document are specified by the following: The document's content type, if one is assigned.The columns in the document library, if the document does not have a content type.Image source: http://msdn.microsoft.com/en-us/library/aa543341.aspx
It is often desirable to provide access to content stored in a list or library in a format other than the original. Users who do not have client software with which to open a specific file type may need to view information contained within that file as a web page or other common format accessible via a web browser. Alternatively, users with older versions of software may need versions in a new file format to be “downgraded” for consumption.In such scenarios, Document Conversions may be specified to convert one document type to another. Document conversions rely upon a set of services running at the farm level. Each conversion type must be explicitly defined within the farm. SharePoint 2010 ships with several common converters and custom converters can be created programmatically.Document conversion can be a very resource intensive process. To mitigate the effects of conversion on overall farm performance, SharePoint provides the ability to load balance document conversion activities across multiple servers; however, if significant conversion activity is going to take place in a farm on a regular basis, additional thought should be put into farm scalability and physical architecture to ensure adequate performance. Image source: Office.com Clipart Library
A hold is a records management term for the process of preserving content for a legal or audit purposes.Content is “held” in the current state and limited or no changes are allowed while in this state.In pending litigation or even for auditing, organizations may be required by law to located and preserve content matching a certain criteria. Holds works hand in hand with eDiscovery.
eDiscovery is electronic discovery content that is legally discoverable. eDiscovery is commonly associated with litigation and a mandate to discover and provide all relevant content associated with the litigation.eDiscovery and holds generally work hand in hand. An organization may be required to locate all relevant content related to the litigation or audit. This content is then placed into one more holds which preserves the content from changes including deletion.Through the lifecycle of the hold, items may be continually discovered and added to or removed from a hold as required.
The eDiscovery process in SharePoint is a search-based job which runs a query and adds the results to the hold.The Search and Add to Hold page is the same page used to create holds and can be accessed under the top-level site’s Site Settings page.The search is scoped by default to search the complete site collection. You can be more specific by selecting a site to search.You can enter the same search terms as you do for any SharePoint search to filter the content as needed.The preview results will display the results of the query. It is advisable you check the results to verify the content you expect is present.Simply defining the query does not result in the results being added to a hold. The next slide explains the process to add the eDiscovery’s results to the a hold.
The second method to adding content to a hold is by using the Compliance Dialog.Selecting Compliance Details from the item’s context menu will display the Compliance Dialog.From this dialog you view the current Hold Status and either add or remove the item to or from a hold.
eDiscovery is not perfect. It is a search query executed by the Hold Processing and Reporting timer job. The results are associated with the defined hold.Not all content associated with the hold will be relevant to the hold or legally required to be included in the hold.An item’s Compliance Dialog contains a link to remove an item from a hold.Releasing content from a hold only marks the content to be released. The content will actually be released during the next Hold Processing and Reporting run.Holds generally do not last forever. Once the hold is no longer needed the hold itself can be released. Content is released from a hold by the Hold Processing and Reporting A holds release will release the content contained in the hold.
Finally the same timer job that provides the nightly eDiscovery process will also create a holds report.The report is an Excel report that displays information such as:the name an managerthe number of items on holdthe dates and time when discovery queries have been executedlinks of content associated with the holdYou can view the available reports by clicking the Hold Reports link located in the top-level site’s' Site Settings page.
There are many places where you can start to define a retention policy.When possible create the policy at the site collection level for the greatest reuse.Regardless of where the policy is defined, the same page is used to create the policy.Each policy requires a name and description.The Policy statement is text that is displayed to the end user when working with a document or record that is under the control of the policy.To create an retention information policy you must select the Enable Retention check box and define at least one retention step.Each policy may have one or more retention steps. Steps may be different if the item has been declared as a record.If the policy does not declare a specific step for a record, then a record will use the same retention steps as the non-records.
Ultimately, policies are associated with content types. This includes policies that are created at a list/library or folder level. To associate a content type to a policy use the Information management policy settings link displayed when viewing a content type.Which level of content type you use to associated the policy determines the scope of the policy.Regardless of where you associated a policy you can choose to assign a site collection policy (recommended) or create a local policy.Policies can be associated to content types at a site collection level when you work with content types located in the Content Type gallery.When a policy is associated with a content type in the gallery the policy affects all items based on the content type in the site collection unless a more specific policy is assigned at a list/library or folder level.Policies can be associated to list content types when you work with content types defined on the list. To work at this level the list or library must allow management of content types. This displays the allowed content types associated with the list. Each list content type provides the same Information management policy settings link.Policies defined on a list content type only affect the items in the list or library and does not have a site-collection scope.