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The Next Generation of Document and Record
Management in SharePoint 2013
Presented by
James Milne
SharePoint MVP
James Milne

CTO @ MYRIAD Technologies
• SharePoint MVP (5 Years)
• MCT, MCSE, MCTS, MCITP
• Ba. Comp Sci

• Email: James.Milne@MyriadTech.com.au
• Twitter: @JamesMilne
Overview

•
•
•
•

Introduction
Document Management
Record Management
eDiscovery
SharePoint 2013

DOCUMENT MANAGEMENT
Document Management

•
•
•
•
•
•
•
•
•

Document IDs
Version Management
Document Sets
Content Types
Managed Metadata Service
Term Sets & Keywords
Content Type Hub
Content Organiser
MetaData Navigation
Document ID

•
•
•
•

Site Collection Level Feature
Generate a Unique Document ID
Searchable
Perma-Link
Version History

• Just the changes
• Major and Minor versions
• Draft item security
DEMO
DOCUMENT MANAGEMENT
SharePoint 2013

RECORD MANAGEMENT
Record Management

• In-Place Record
Management

• Content Type Hub
• Content Organiser

• Centralised Record
Management

• Multi-Stage Retention

• Generate File Plans

• eDiscovery & Team Folders

• Information Management
Policies

• Site Policies
In-place vs. Records Centre

In-Place

Records Centre

• Documents
declared as a record

• Records “submitted”
to Record Centre

• Kept in-place

• Centralised Management

• Record kept in context

• Dedicated Role

• Creators can access their own
content

• Tighter governance

• Fits existing site structure

• Better Scalability
Choosing between Record Center & In- Place

Requirement

Records Centre

In-Place Record

Managing Record Retention

Content Organizer
automatically places new
records in the correct folder in
the archive’s file plan, based
on metadata

Different policies for records
and active documents based
on the current content type or
location

Restrict which users can view
records

Yes

No

Ease of locating records (for
Record Managers)

Easier

Harder

Maintain all document
versions as records

Each version must be sent

Automatic, assuming
versioning is turned on

Ease of locating information
(for team collaborators)

Harder

Easier
In-Place Records Management

• Library Settings
DEMO

IN-PLACE RECORD MANAGEMENT
File Plan

Sample File Plan
Record Type

Financial
Statements

Invoices

E-Mail
Correspondence

Document ID

Finance-Doc-01

PO-Invoice_01

Email-Msg-01

Required Fields

Statement Date
(Date Field)

Delivery Date (Date
Field)

Subject (String
property, single line
of text

Expiration

Retain for 7 years
Retain for 5 years
after Statement Date after Delivery Date

Retain for 3 years
from date created

Disposal

Archive and delete
on expiration

Archive and delete
on expiration

Delete on Expiration

Audit

Audit View Events
Only

None

None
The Record Centre

Centralised RM
Record Declaration Settings

• Control Actions
• Block Delete
• Block Edit and Delete

•
•
•
•

Control Who
Contributors (aka. Members)
Administrators
Only policy Actions
Configure send to the Record Centre

•
•
•
•

Web Application
Display Name
OfficialFile.asmx
Send To Action:
– Copy
– Move
– Move and Link
Send to Record Centre
Move and leave a link
DEMO

CENTRALISED RECORDS MGMT
Information Management Policies

• Policy Statement
• Enable Retention
• Enable Auditing
• Enable Barcoding

• Enable Labels
Retention Policy

• Multi-Stage Retention
• Retention policies can have multiple stages
• Single Policy can manage the entire document
lifecycle
• Example:
– Delete Drafts 1 year after
Last Modified
– Delete Record after 7 years after
Declared
Audit Policy

•
•
•
•
•
•

Enable Auditing
Opening/Viewing/Downloading
Editing
Checking out/in
Moving or Copying
Deleting or Restoring
SharePoint 2013 ECM Enhancements

eDiscovery

Team Folders

• In place preservation in
SP & Exchange
• Integrated, enterprise
wide case
management

• Work on mail and
documents together
• SharePoint, Outlook,
OWA
• Retention/compliance
across stores
Unified Discovery across Exchange, SharePoint and Lync

• Find it all in one place (unified console)
• Find more (in-place discovery returns the richest data)
• Find it without impacting the user (Give legal team discovery, leave IWs
alone)
Discovery Center in SharePoint

Unified Preserve, Search and Export

Exchange Web Services

Connect to Exchange to get mailbox data

Lync Archiving to Exchange

Exchange is the compliance store for Lync

Search Infrastructure

Exchange and SharePoint use the same search platform
SharePoint 2013

DISCOVERY CENTER
Discovery Center

• Central Place to view all Cases
• Activities
– Discovery
Sets
– Queries
– Sources
– Exports
Discovery Sets
Add, manage and export discovery sets
Create a case in the discovery center

DEMO
EXPLORING THE DISCOVERY CENTER
SharePoint 2013

SITE POLICIES
Site Based Compliance

• Records Team create policies,
which define:
– The retention policy for the
entire site and
the team mailbox.
– What causes a project to be closed.
– When a project should expire
– Can set also site collection as
read only

• Policy also available optionally from
self site creation
• Policies can be replicated from
content type hub cross enterprises
New Site Policy

• Site Closure
• Site Deletion
Site Closure and Deletion

• Apply a Site Policy
• Manual Closure
SharePoint 2013

TEAM FOLDERS
The Team Folders – Exchange and SP together

• Documents are stored in SharePoint
• Emails are stored in Exchange
• Team Folders can receive emails
and have their own email address
• Easy access to both from Outlook
and SharePoint
• Unified compliance policy
applies to both
New Horizons Training

• Office 2013
• SharePoint 2013:
– Site Members: December 9th
– Site Owners: December 10th & 11th

• InfoPath
• Nintex Workflow
• Contact your NH Account Manager
Question Time

Questions?
Question Time

Twitter: @JamesMilne
Email: James.Milne@Myriadtech.com.au

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James Milne - Document and Record Management

Editor's Notes

  1. http://sp2010/sites/WalkThroughs/rCentre/_vti_bin/OfficialFile.asmxMoveThis action will move the selected document to the record centre.Move and leave a linkThis action will move the selected document to the record centre and leave a link behind in its place.CopyThis action will copy the selected document to the record centre and leave the current document in the original location.