The SUG - Documents & Records Management, Really

1. Welcome to
The SUG LIVE!
Documents and Records in SharePoint, really?
Presenter: Liam Cleary | MVP, Solution Architect, SusQtech

2. Today’s Presenter
• Liam Cleary
• Solution Architect @ SusQtech
• Worked with SharePoint since 2002
• Worked all kinds of projects
• Intranet, Extranet and Internet
• Involved in Architecture, Deployment, Customization
and Development of SharePoint
• SharePoint MVP since 2007

3. Today’s Topic
• Do we need document management?
• What is document management?
• What is Records Management?
• Best Practices for Compliance and Success
• SharePoint 2010 – Document Management Capabilities
• SharePoint 2010 – Records Management Capabilities
• Overall
• “Wards of Warning”
• Questions

4. Documents and Records
Document management controls the life
cycle of documents in your organization,
from how they are created, reviewed, and
published, and how they are ultimately
disposed of or retained as records.

5. Do we need Document Management?
• Implementing a document management solution can help
you locate documents easily in your organization
• Manage version control easily
• Make sure you don’t have one of those “embarrassing
stories about wrong documents getting to customers,
users or vendors”
• Compliance with regulatory rules
• GARP, DoD 5015.02-STD, ISO 15489
• Classification policy
• Taxonomy capturing – Terms

6. What is Document Management?
• Core component of Enterprise Content Management (ECM)
• Document management, often referred to as Document Management Systems (DMS)
• The use of a computer system and software to:
• Store Electronic or Physical (locations) documents and images
• Manage Electronic or Physical (locations) documents and images
• Track Electronic or Physical (locations) documents and images
• Capture paper based information
• Handle core document management features:
• Check In / Check Out
• Version Control
• Roll Back
• Audit Trail
• Annotation and Stamps
• Summarization

7. What is Records Management?
• Really it is about record creation
• Final process within the Document Lifecycle
• Process of:
• Creation
• Receipt
• Maintenance
• Use
• Disposition of…
• Capturing and Maintaining as Evidence
• Capturing Transactional Data as Evidence

8. Best Practices for Compliance and Success
• Map Document Management Requirements to Business Objectives
• What level of Compliance do we need?
• What about the Infrastructure
• Setup a reliable Document Capture process
• Auto tagging on Scan
• Secure access to the sensitive documents
• Internal / External users
• Optimize the use of Workflows
• Automate classification and tagging
• Maintain Document Life Cycles
• Retention Policies
• Active, Archived or ready for Disposal

9. Best Practices for Compliance and Success - Records
• Use guidance from the core Standards
• Ensure retention Hold process is followed
• Standard Approach to applying and removing
• Communicate and Train the records staff and end users who will be
declaring records
• What constitutes a records? When should you declare one?
• Monitor the content, ensure compliance is met
• Automate the “destruction process”
• Ensure a “destruction log” is kept

10. SharePoint 2010 – Document Management Capabilities
• Check In / Check Out
• Versioning
• Comparison
• Managed Metadata
• Structured
• Folksonomy
• Content Types and Site Columns
• Metadata Navigation
• Folder Structure and Filtering
• Item Permissions
• Document ID Service
• Social
• Ratings
• Tags and Notes
• Rule Based Submission – Content Organizer

11. SharePoint 2010 – Where to Start
• Enable the Features you need
• Site Collection
• Site

12. SharePoint 2010 - Document Management
Demo
• Document Sets
• Metadata Navigation
• Content Types
• Social Tags and Notes

13. SharePoint 2010 – Records Management Support
• Full Document Management Capabilities
• Document ID
• Multi-Stage Retention
• Per-Item Audit Reports
• Hierarchal File Plans
• File Plan Report
• Taxonomy and Centralized Content Types
• Content Organizer
• Virtual Folders – Metadata Navigation
• In-Place Record Declaration
• Support for tens of millions in a single record center
• More in a distributed archive scenario

14. SharePoint 2010 - Records Management
Demo
• Records Center
• In-Place Record Declaration
• Content Organizer
• Retention Policies

15. Overall thoughts…
SharePoint 2010 is “Game Changer for both Document and
Records Management”
Great investments by Microsoft in both Document and Records
Management
Great platform for building “end to end” solutions
Liam’s Document Management Rating
Liam’s Record Management Rating
I can help with this 

16. Overall thoughts..
SharePoint

17. “Words of Warning”
• SharePoint is not a “dumping ground”
• Solution is only as good as it is implemented
• Records Compliance such as “DoD 5015.02” will need either:
• Development
• 3rd Party Solution
• Autonomy ControlPoint for SharePoint
• OpenText Application Governance and Archiving fir SharePoint
• Laserfiche Records Management for SharePoint
• GimmalSoft Compliance Suite for SharePoint
• Web Based Solution ONLY, no real client application as such
• Office Of course, but no plugins
• Train, Train and then Train your users again

18. Reminders
• This presentation and accompanying materials will
be uploaded to www.thesug.org
• Questions/Comments – liamc@susqtech.com
• Follow me on Twitter: @helloitsliam
• Blog: http://blog.helloitsliam.com

19. Questions?