SharePoint records management in depth

SharePoint Records managementAlfred de Weerd

Alfred de Weerd

Principal IT ArchitectCertified Information System Security Professional (CISSP)

SharePoint consultant & architect since 2006Author of SharePoint Records Management and Metadata

Website & blog

Business drivers

AccountabilityCultural HeritageGuaranteeing operational continuityComply with legislation

Record: information created, received and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business

Many different life cycles

Records continuumNo sharp distincion between document and record phasesMultipe angles to view records worldCreated in the 1990s by Frank Upward. Very recent considering records management is a science that exists at least 6000 yearsBlends very well with SharePoint capabilities

Records continuumAspect Records lifecycle Records continuum

Origin Paper environment Digital environment

Starting points Focus on (physical) records

Product-driven

Focus on targets

Process and customer-driven

Status movements of records

Time-based: records have sequential terms, which they go through in succession until they are permanently destroyed or transferred to an archive

Simultaneity: record processes can occur at any point (place/ time) in the existence of the record and even before that

Records management process

There are distinct stages with sharp distinctions between document management, records management and archive

Document management, records management and archive are integrated

Role of the records management professional

Passive and reactive Proactive

SharePoint application functions

Document management

Records management

Collaboration

IntranetPortalSearch

Vision

Policy

Business objectives Proactively offering access Fair and equal access Positioning of RM relative to DM RM Governance & BCM

Vision Management responsibilities Relation to DM and security policies (References to) Retention schedule (References to) processes (References to) rules

Retention schedule

Prepare &

Plan

How complex do you need to be? How complex do you WANT to be? Options:

Other platform Tools Custom solution Simplify

B SP

Implementation

Requirements &

Design

Metadata Procedures & Standards

Requirementsstrategiesdesign Working demo Learning curve of organization Leave behind paper thinking

B SP

Check&

Correct

Training

Auditing: design for fault proof Compliancy & evidence Internal & external SharePoint auditingmonitoring

Why what how Crucial for success Motivation of users

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SharePoint Records

Management Design

A-Works

Team site Knowledge library Records Center

Case from the book

Content Type Hub

Records CenterKnowledge libraryTeamsite

ACTH ManualACTH

Manual

ACTH ManualACTH

Manual

ACTH ManualACTH

Manual

ACTH ManualACTH

Manual

SubscribePublish

Send To

Records Center

Knowledge libraryTeamsite

Document Library

Document Library

Drop Off Library

Document Library

Document Library

Engineers Legal affairsExperts

Business Site Collection Records Center

Overview of configuration steps

Demo

• Create CT in CTH and add retention policy • Only three events Actions • Publish content type from CTH • Create records center • Configure drop off library• Configuring send to locations

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Keeping your documents

togetherDocument set

FolderMetadata No in place RM

Can be routed by rules

No rule based folders

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See at Amazon

The Last One

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