SharePoint 2013 as a Records Management Platform - SharePoint Fest NYC 2014Ryan McIntyre
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.
SharePoint 2013 as a Records Management Platform - SharePoint Fest NYC 2014Ryan McIntyre
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.
• Provides theoretical background on records management
• Starts from the business challenges, then uses SharePoint to address them
• Relates SharePoint records management to standards like ISO 15489
• Build a working end-to-end solution
• Shows how enhance RM functionality by using out-of-the-box features
Introduction to Records Management and Compliance in Office 365Noorez Khamis
This session is an introductory session geared towards IT Pro's and Business Users who are interested in how Office 365 can facilitate their Records Management and Security Compliance needs. Microsoft Office 365 has been built from the ground up with concepts of security and data usage compliance in order to meet your organization's legal, regulatory, and technical requirements. Setting up policies and enabling services to meet your Records Management needs throughout the various capabilities of Office 365 (SharePoint Online, Exchange Online, etc...) will be covered in this session.
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.
The presentation was originally developed as a hands on training course for Synergy Corporate Technologies where it formed one of the modules of the 5-day SharePoint 2010 Administration course.
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 and ECM – experience from the fieldSPC Adriatics
Enterprise Content Management is again a very hot topic and SharePoint can be corner stone of your ECM strategy and implementation. In this session we will go through all parts of document/content lifecycle (capture, manage, store, preserve, workflow) with examples of implemented solutions in the region and live demo.
Document management system (dms ) with digitization using share point2013_ sp...Milind Kumthekar
This presentation provides SharePoint 2010 based solution to scan, capture, create meta data based on scanned or captured documents and route to appropriate library in SharePoint DMS system. This solution with Digital Rights management with restricted access is implemented for various clients.
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.
Moving mountains with Sharepoint - Document Management with SharePoint 2013Oliver Wirkus
This presentation shows how to implement a Document Management System to an existing SharePoint Intranet, Best practices on how to start that kind of projects and on Document Management with SharePoint
Understanding Records Management in Office 365RecordPoint
The world of SharePoint compliance and records management became more complicated as we moved to Office 365. Instead of records centers, we have labels, and it can be difficult to understand how exactly to stay in compliance. In this session, we will review the compliance features in Office 365, including Advanced Data Governance, Labels, and Retention Policies. We will then compare these features against common records management and compliance business requirements to see how they stack up.
aOS Bangalore-all about documents o365 06/04/2017Sébastien Paulet
Which application from O365 offer to use for which usage around document? What are the real SharePoint capabilities as a DMS?
Slidedeck used for aOS Bangalore event 06/04/2017
All about document management in O365 as presented in Mumbai for aOS India tour 04 April 2017.
Which application in O365 to use according to which usage? What are the real capabilities of SharePoint as a DMS ? How to manage limitations?
Review of the new Managed Metadata experience in SharePoint OnlineDrew Madelung
As part of the Vlad and Drew Microsoft cloud webinar series we welcomed members of the Microsoft team to review of the new taxonomy, content types, UX, functionality, and APIs.
Process mapping for Information Management professionalsSimon Rawson
This presentation was delivered at the Records and Information Management Professionals' Association July 2019 Victoria seminar. The aim is to provide an overview of process mapping in an information management context for Information Managers.
The Enterprise Content Management features in SharePoint have steadily improved with each new release of the platform. In this session, we will explore the top 10 new ECM features that have been added to SharePoint 2013, with an emphasis on "new". The session will include demos that showcase real-world examples of how each feature can be used to enhance the overall user experience when working with email, collaborative documents as well as official records.
• Provides theoretical background on records management
• Starts from the business challenges, then uses SharePoint to address them
• Relates SharePoint records management to standards like ISO 15489
• Build a working end-to-end solution
• Shows how enhance RM functionality by using out-of-the-box features
Introduction to Records Management and Compliance in Office 365Noorez Khamis
This session is an introductory session geared towards IT Pro's and Business Users who are interested in how Office 365 can facilitate their Records Management and Security Compliance needs. Microsoft Office 365 has been built from the ground up with concepts of security and data usage compliance in order to meet your organization's legal, regulatory, and technical requirements. Setting up policies and enabling services to meet your Records Management needs throughout the various capabilities of Office 365 (SharePoint Online, Exchange Online, etc...) will be covered in this session.
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.
The presentation was originally developed as a hands on training course for Synergy Corporate Technologies where it formed one of the modules of the 5-day SharePoint 2010 Administration course.
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 and ECM – experience from the fieldSPC Adriatics
Enterprise Content Management is again a very hot topic and SharePoint can be corner stone of your ECM strategy and implementation. In this session we will go through all parts of document/content lifecycle (capture, manage, store, preserve, workflow) with examples of implemented solutions in the region and live demo.
Document management system (dms ) with digitization using share point2013_ sp...Milind Kumthekar
This presentation provides SharePoint 2010 based solution to scan, capture, create meta data based on scanned or captured documents and route to appropriate library in SharePoint DMS system. This solution with Digital Rights management with restricted access is implemented for various clients.
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.
Moving mountains with Sharepoint - Document Management with SharePoint 2013Oliver Wirkus
This presentation shows how to implement a Document Management System to an existing SharePoint Intranet, Best practices on how to start that kind of projects and on Document Management with SharePoint
Understanding Records Management in Office 365RecordPoint
The world of SharePoint compliance and records management became more complicated as we moved to Office 365. Instead of records centers, we have labels, and it can be difficult to understand how exactly to stay in compliance. In this session, we will review the compliance features in Office 365, including Advanced Data Governance, Labels, and Retention Policies. We will then compare these features against common records management and compliance business requirements to see how they stack up.
aOS Bangalore-all about documents o365 06/04/2017Sébastien Paulet
Which application from O365 offer to use for which usage around document? What are the real SharePoint capabilities as a DMS?
Slidedeck used for aOS Bangalore event 06/04/2017
All about document management in O365 as presented in Mumbai for aOS India tour 04 April 2017.
Which application in O365 to use according to which usage? What are the real capabilities of SharePoint as a DMS ? How to manage limitations?
Review of the new Managed Metadata experience in SharePoint OnlineDrew Madelung
As part of the Vlad and Drew Microsoft cloud webinar series we welcomed members of the Microsoft team to review of the new taxonomy, content types, UX, functionality, and APIs.
Process mapping for Information Management professionalsSimon Rawson
This presentation was delivered at the Records and Information Management Professionals' Association July 2019 Victoria seminar. The aim is to provide an overview of process mapping in an information management context for Information Managers.
The Enterprise Content Management features in SharePoint have steadily improved with each new release of the platform. In this session, we will explore the top 10 new ECM features that have been added to SharePoint 2013, with an emphasis on "new". The session will include demos that showcase real-world examples of how each feature can be used to enhance the overall user experience when working with email, collaborative documents as well as official records.
Lifecycle Management with SharePoint Apps and SolutionsSPC Adriatics
A SharePoint project is just like any other software project. When creating real business SharePoint customization projects, you should carefully consider the Application Lifecycle Management (ALM). In this session you will learn what ALM is, and how ALM impacts on SharePoint projects, regardless they are SharePoint Solutions or SharePoint Apps. The session will discuss topics about gathering requirements, defining architectures, writing code, testing, releasing, and maintaining SharePoint projects. The speaker will share with you what he learned in about 12 years of real experience in creating and managing SharePoint projects.
SharePoint Saturday Paris 2015 Validating SharePoint 2013 Farm Before Go-LiveChirag Patel
You are at a mercy of your IT service provider who has delivered SharePoint to your organisation and you are ready to go live... but your newly appointed SharePoint expert has found plethora of issues!
This session focuses on real world scenario on what went wrong and the steps SharePoint expert recommended and actioned to bring the project back on track to drive the replacement of fileshare with SharePoint 2013 and paving the way for better end user adoption.
The Information Governance Headache - SharePoint ECMGareth Fisher
Extending the capabilities of SharePoint with a robust ECM Platform. Webinar is given with SharePoint 2010/2013 and OpenText Content Server with the Application Governance and Archiving tool.
Join the team of experts from Netwoven and Microsoft to learn more about things you must know about taking a Hybrid SharePoint strategy as the industry moves towards cloud based computing.
SharePoint 2013 and its online counterpart via the latest rev of Office 365 has been in the market for quite some time now. IT decision makers must choose whether to deploy it in-house, use fully on cloud or use a hybrid implementation.
According to a survey – 55 percent of users intend to continue running SharePoint entirely in-house and only 10 percent plan to run it purely in the cloud. The remaining 35 percent are planning hybrid SharePoint implementations.
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.
Now an installable licensed application, ArcherGrey offers Product Lifecycle Management (PLM) Product Uploader for Dassault Systemes ENOVIA V6 for 2013x, 2014x, 2015x and 2016x. Get your demo and trial license TODAY!!
Extended ecm for office 365 overview and roadmapOpenText
OpenText Extended ECM connects Microsoft Office 365 with critical enterprise information, providing users with a 360-degree view of important client data—regardless of where it resides—so they gain valuable insight into business processes and can improve their productivity.
Are you getting the most out of Azure? Learn 6 ways to get more from your Azure platform.
Join one of our top Infrastructure and Cloud consultants, Mike Balatzis to learn how to get more from your Azure platform. Mike is an information technology consultant with 18 years’ experience in Microsoft enterprise solutions, including Windows server and desktop operating systems, Exchange, and System Center Configuration Manager. In addition, Mike is an MSCE for the Private Cloud as well as a VTSP for Azure.
This webinar will cover the following important topics
•Microsoft Azure Infrastructure and Networking
•Securing Resources
•Application Storage & Data Access Strategy
•Applications in Azure
•Websites in Microsoft Azure
•Design a Management, Monitoring, and Business Continuity Strategy
Are you running SharePoint 2007 or 2010? Do you know that in order to upgrade to SharePoint 2016 you cannot skip an SP "generation"? Learn why upgrading to SharePoint 2013 now (in anticipation of SP16's release mid-2016) will not only save you time, but benefit you immediately.
Are you looking to SharePoint for advanced collaboration, but are not sure whether to deploy in-house or in the cloud? Perhaps you already have SharePoint, need to upgrade, but are not sold on the path that's right for you.
SharePoint, as a platform, is a robust offering for your business needs, yet how many times have you said, "I wish I could do this", only to find SharePoint does not offer that particular solution "out-of-the-box"?
Considering Office 365, but wondering if Google Apps is better? Maybe you should just stick with a traditional on-premise environment? Or maybe you know Office 365 is right, but you're not sure what version! These are the questions you ask us!
In this presentation, we explore the issues, research, and determine if you should move some, all, or none of your workloads to the cloud. We'll also cover what a hybrid approach is, and when it's best.
And for more information on this or other topics, visit our blog at www.cdhtalkstech.com. -
5. Cost of SharePoint vs. Enterprise
ECM/ERM Competitors
• SharePoint is often already owned for other
purposes
• Cost of eDiscovery can be lower for covered
content
• Cost of required add-ons is usually either
comparable or less than that for similar
components of competitor suites.
6. 2009 Price Comparison
EMC/
Documentum
OpenText Alfresco SharePoint
100 Users $129,078 $196,794 $18,500 $24,669
1000 Users $863,937 $637,304 $46,250 $318,738
• 2009 figures from a comparison done by Alfresco
• These are first year costs with maintenance/software
assurance
• Compares cost for “Document Management, Collaboration
and Web Content Management”
• No ERM features included in EMC, OpenText or Alfresco
quotes
• No Office integration included in any of the other quotes.
• By the way: Do you already own SharePoint?
7. Example third party licensing costs
eDocs DM vs. SharePoint DM with MacroView - Cost Comparison
Products Licensing Cost Annually/1
Time
Cost Now Yearly cost
eDocs DM Licensing Costs
eDocs DM standard user licenses ($813.15/user) x 30 $23,394.50 one time $23,394.50
eDocs DM extensions for SharePoint ($173.75/user) x 100 $17,375 one time $17,375.00
eDocs DM standard user
maintenance
($162.63/user) x 30 $4,878.90 annually $4,878.90
eDocs DM extensions for
SharePoint-maintenance
($34.75/user) x 100* $3,475 annually $3,475.00
Total $48,123.40 $8,353.90
SharePoint DM Licensing Costs
MacroView DMF – Software
Assurance licensing
3 server farms and
30 users
$8,670 one time $8,670
Software Assurance $1,416 annually $1,734 $1,734
Total $10,404 $1,734
*eDocs DM extension for SharePoint required by all users who view documents through eDocs on SharePoint (currently 100 user licenses). MacroView DMF
client required for all users who actively profile documents, but documents are accessible for other users in SharePoint directly without additional charge.
8. “But other ECM providers offer
everything in one package”
This is not accurate. Here’s why:
• Most vendors offering a “complete solution” built it by
acquiring makers of enhancements to their product.
Often these acquisitions haven’t been fully absorbed—
with separate code bases, revision cycles and support
organizations.
• In most cases, additional functionality such as ERM
features are priced in addition to the core product.
• All the vendors provide SharePoint add-ins—so if you are
using SharePoint at all for documents, you can’t avoid
integration.
9. SharePoint’s integration advantage
• Best built-in integration with the rest of the
Microsoft product line.
–Office (Word/Excel/PowerPoint)
–Outlook
–Microsoft Exchange
–Microsoft CRM
–SQL Reporting Services/Analysis Services
• SharePoint is so ubiquitous that most other
enterprise server applications support
integration with it.
11. ECM, ERM and eDiscovery in
SharePoint: A Brief History
• SharePoint 2007
–Check-out/versions
–Basic Records Center (silo)
12. • SharePoint 2010 ECM Features
–Managed Metadata (enterprise-wide controlled
vocabulary)
–Content type syndication (enterprise-wide document
types and policies)
–Column default values
–Document Set content types
–Increased scale
• Very large libraries and lists (up to 10,000,000 items)
ECM, ERM and eDiscovery in
SharePoint: A Brief History
13. ECM, ERM and eDiscovery in
SharePoint: A Brief History
• More on SharePoint 2010 ERM
–Unique document IDs
–Multi-stage disposition
–In-place holds and records, BUT with limitations
14. • Search
–Continuous crawl
–Entity extraction
• User interface improvements
–Drag and drop filing
–Bulk editing
• Shredded Storage (i.e. only version deltas are
stored)
SharePoint 2013 ECM
Improvements
15. SharePoint 2013 ERM Features
• Declaring records
• Retention policies
• Content organizer
• Legal holds
16. Retention Policies
• Based on multiple factors
–Content type
–Library
–Folder (Important for robust file plans)
18. Declaring Records
• SharePoint potentially lets anyone declare a
record
• Records can be declared
• Manually
• By policy
• By custom workflow
• In-Place
• Send to a Records Center
• Move, copy or leave a link
19. Content Organizer
• AKA: File Plan
–Rules to file document in libraries and by
folders matching metadata values
• Requires matching content types
–value of content type syndication
• Folders can have retention policies set
automatically with some PowerShell or
event receivers.
23. What SharePoint 2013
Brings to eDiscovery
• eDiscovery Center
–Search to hold and refine
–eDiscovery export
• Content can be changed while held
• Exchange and Lync included
• File servers too*
27. Challenges and Pitfalls of using
SharePoint for ECM/ERM
• SharePoint technical limits
• ERM-specific limitations
28. SharePoint 2013 Technical Limits:
The List View Threshold
List Views and Folders Limited to 5000 items
• Issue Details:
– Biggest issue from RM perspective: misleading/missing results
– Not corrected by paging the results.
– Affects most list views—even if the columns are indexed.
• How to address it:
– Use the Metadata Navigation feature.
– Train users to understand the issue.
– Develop Search-based approaches.
29. SharePoint 2013 Technical Limits
File Size Limit
Cannot upload files larger than 2GB
• Issue Details:
– Primarily a SQL limitation
– No web-based system could handle this size without a lot of tweaking.
– Note: Remote Blob Storage doesn’t fix this.
• How to address it:
– Compress files.
– Store larger files elsewhere with links.
– Realize how rare a file larger than 2GB really is.
30. Records management limitations
• No intuitive file plan builder
• No built-in event-driven disposition
• Lacking built-in physical records management
features
• Not DOD 5015.02 ERM certified.
31. SharePoint-native approach to
overcome file plan limitations
• Create a complex file plan by customizing the
content organizer feature.
1. Design a file plan and represent it in SharePoint with Records
Centers, content types, and content organizer rules that create
folders based on metadata. (“Out of the Box” functionality)
• Business-based content types may not match your archival
requirements
2. Create additional rules within these content types by adding a
“Record Type” column and creating separate rules for each.
3. Add event receivers to:
• Define additional metadata automatically in the records center folders
(Location-Based Metadata).
• Define folder-level information management policies
32. Third party options
• Gimmal (http://www.gimmal.com)
• RSD (http://www.rsd.com)
• Collabware (http://www.collabware.com)
34. Why do records management
projects fail?
• Lack of alignment with business goals and
business model … make it “frictionless”
• Failure to integrate with business
processes and IT systems
• Failure to answer the user’s question:
“What’s in it for me?”
35. The solution
• Make your System of Record a System of
Engagement
–Don’t create a records silo; integrate it with day
to day processes.
–Define document types that make sense for
users, not just records managers.
“It is simply not realistic to expect broad sets of employees to
navigate extensive classification options while referring to a
records schedule that may weigh in at more than 100 pages.”
Forrester Research/ARMA International Survey
36. • Knowledge Management
Solution for a Major US
Accounting Firm
• Extranet Document Repository
for a Large US Accounting Firm
• Enterprise Taxonomy and
Search Design at a Global
Manufacturing Company
• Massive Records Repository for
a Financial Services Firm
C/D/H ECM Case Studies
www.cdh.com/whatwedo
37. Detroit
1500 Woodward Ave
Suite 400
Detroit, MI 48226
(248) 546-1800
Grand Rapids
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Suite 270
Grand Rapids, MI 49503
(616) 776-1600
Thank You
www.cdh.com
Editor's Notes
Covered Content – Content is responsive to discovery requests
Bullet 2 – focus on 3rd Party products, such as SAP APIs, etc.
Users prevented from working on a held document
Holds limited to SharePoint content
Configured by site collection
Based on content type (document type) only
Entity Extractions: provide Dictionary for a category (e.g. City) (provide a dictionary w/city names and abbreviations it will find its place entry in search index))
Content Organizer – typically called a “File Plan”
In SP this is called an “Information Management Policy”
Focus on having policies for non-records and records and multi-stage disposition (i.e. recycle after 3; review after 2)
Security Driven / Permission
Content Type Syndication required to help ensure the content type used for the file plan is available in both source and destination locations
*For export only (cannot hold it or otherwise enforce any policies … findable if indexed)
How does SP help make eDiscovery easier and less expense: The next 2 slides will demonstrate the improvements
Export format “EDRMS” - Electronic Discovery Reference Model
Point 1: Real World isn’t perfect
Point 2: You may want to consider working with someone who has some experience
Why the LVT can create misleading results: if the threshold is exceeded, SharePoint automatically trims the results to show the most recent 5000 items by Created date. But if you are sorting by Modified date descending for example, recently modified items that were created before the most recent 5000 will not appear.
Remote Blob Storage doesn’t fix this:
If you’ve heard of RBS, which is the feature of SharePoint that allows large files to be externalized from the SQL content database, you may have heard or thought that this would address either the LVT or the 2GB limit. Neither is true.
Realize how rare a 2GB file is:
Generally, this will either be compressed file image like an ISO, or it will be a database of some kind.
Lesson: Don’t store a database inside another database
Record Types are available in other Records Management Systems
By creating a “Record Type” column that aligns with archival and other RM policies we can meet Organizational Record Management Rules – this would be likely across various content types on a completely different criteria and could potentially be defaulted based on library or site, etc.