Basic Records Management for SharePoint
- 1. BASIC RECORDS MANAGEMENT FOR SHAREPOINT Strategies for Success
- 2. Basic Records Management with SharePoint What are we going to cover? • Records Management Overview • SharePoint Overview • SharePoint Records Management Features • Implementation Strategies • Gaps and Challenges • Advanced Records Management
- 3. Collabware SharePoint Records Management Experts Software for: Boston – Electronic Records Management – Physical Records Management – Unified Portal Environments Vancouver Focused on: – Compliance Control – Information Worker Productivity – User Experience
- 4. MICROSOFT SHAREPOINT What is it?
- 5. Microsoft SharePoint What is it? • Collaboration and Document Management • Web Content Management • Centralized Content Types and Metadata • Centralized Terms and Keywords • Configurable Information Policy • Integrated Workflow • Enterprise Search
- 6. Content Types What are they and what are they used for? • Content Definition and Metadata – Not a File Type – Supports inheritance – Supports templates – Define required Metadata values – Centrally managed • Examples: – Invoice, Contract, Policy, Procedure • Used For: – Differentiating content – Governing metadata
- 7. Managed Metadata What is it and what is it used for? • Centralized Taxonomy and Vocabulary – Term Sets and Terms – Hierarchical – Multi-lingual – Used within Content Types • Examples: – Department Lists, Product Lists, Industry Vocabulary • Used for: – Controlled vocabulary – Centralized management of metadata values
- 8. Sites, Lists, and Libraries What are they and what are they used for? • Content Storage and Collaboration – Hierarchical structure – Sites contain Lists and Libraries – Lists contain non-document items • i.e. Tasks, Issues, Discussions, etc. – Libraries contain folders and documents – Lists and Libraries store content as Content Types • Examples: – Department Site, Project Site, Case Site • Used for: – Team collaboration and document storage
- 9. RECORDS MANAGEMENT What is it?
- 10. Records Management What is it? It’s all about managing retention and disposition of content. Classification: – What is this content? Retention: – How long should we keep the content? Disposition: – What should we do with the content?
- 11. THE COMBINED PICTURE What does SharePoint offer for Records Management?
- 12. Sites and Libraries Represent Your File Plan • Hierarchical Sites, Libraries, and Folders • Easy to use navigation • Security control at all levels
- 13. Document ID Auto-generated sequential ID values • Configurable prefix provides uniqueness – i.e. NDA-1-1 • Link to documents by ID value • Locate documents by ID value
- 14. Record Locking Lock Documents as Records • Block document deletion • Optionally block document edits
- 15. Content Organizer Route Records to Centralized Repositories • Route records based on Content Type and Metadata values • Move the document and optionally leave a link behind
- 16. Information Policy Control Content Behavior • Configure per Content Type or per Library/Folder • Delete content after period of retention • Execute a workflow after period of retention • Supports multiple stages
- 17. Holds and Electronic Discovery Find and Block Documents from Disposition • Define a Hold search query to place documents on Hold • Remove documents from Hold individually or release the entire Hold
- 18. IMPLEMENTATION STRATEGIES What approaches can you use to roll out a SharePoint solution?
- 19. Centralized Records Centralize the Storage and Management of Records • Define and build Content Types
- 20. Centralized Records Centralize the Storage and Management of Records • Define and build Content Types • Configure one or more Record Centers – Per Primary or Secondary subject – Per Case, File, or Volume if needed (for scalability) – Assign permissions per Site or Library as needed
- 21. Centralized Records Centralize the Storage and Management of Records • Define and build Content Types • Configure one or more Record Centers – Per Primary or Secondary subject – Per Case, File, or Volume if needed (for scalability) – Assign permissions per Site or Library as needed • Configure Information Policy – Per Content Type; or – Per Library and/or Folder
- 22. Centralized Records Centralize the Storage and Management of Records • Define and build Content Types • Configure one or more Record Centers – Per Primary or Secondary subject – Per Case, File, or Volume if needed (for scalability) – Assign permissions per Site or Library as needed • Configure Information Policy – Per Content Type; or – Per Library and/or Folder • Configure Routing Rules – Route to Record Center from collaboration sites – Based on Content Type and Metadata values
- 23. Centralized Records Centralize the Storage and Management of Records Considerations • Define and build Content Types • Extra emphasis should be placed on Content Type definition – you need • Configure one or more Record Centers to get this right! – Per Primary or Secondary subject • Use Managed Metadata for record category selection – use selection – Per Case, File, or Volume if needed (for scalability) for routing content – Assign permissions per Site or Library as needed • Determine project content volumes and scale out Record Centers appropriately (align to File Plan) • Configure Information Policy – Per Content Type; or – Per Library and/or Folder • Configure Routing Rules – Route to Record Center from collaboration sites – Based on Content Type and Metadata values
- 24. Distributed/In-Place Records Declare Records Where They Reside • Define and build Content Types if desired – Required if using Content Type Information Policy
- 25. Distributed/In-Place Records Declare Records Where They Reside • Define and build Content Types if desired – Required if using Content Type Information Policy • Configure In-Place Records – Per Collaboration Site – Per Library – Block Delete, or Delete and Edit – Routing not required
- 26. Distributed/In-Place Records Declare Records Where They Reside • Define and build Content Types if desired – Required if using Content Type Information Policy • Configure In-Place Records – Per Collaboration Site – Per Library – Block Delete, or Delete and Edit – Routing not required • Configure Information Policy – Per Content Type; or – Per Library and/or Folder
- 27. Distributed/In-Place Records Declare Records Where They Reside Considerations • Define and build Content Types if desired • In-Place Records can provide a – Required if using Content Type Information Policy great user experience – at the expense of scalability and manageability • Configure In-Place Records • Pay careful attention to security – – Per Collaboration Site you records will be living side-by- side with other draft, collaboration – Per Library content – Block Delete, or Delete and Edit – Routing not required • Configure Information Policy – Per Content Type; or – Per Library and/or Folder
- 28. GAPS AND CHALLENGES What gaps exist and what challenges will you face?
- 29. Capability Gaps SharePoint Provides the Basics – Lacks Enterprise Capabilities • File Plan Management – SharePoint doesn’t understand a File Plan – You have to represent it with Sites and Libraries
- 30. Capability Gaps SharePoint Provides the Basics – Lacks Enterprise Capabilities • File Plan Management – SharePoint doesn’t understand a File Plan – You have to represent it with Sites and Libraries • Advanced Retention – Does not provide support for Calendar or Fiscal year calculations – Does not provide support for event-based retention
- 31. Capability Gaps SharePoint Provides the Basics – Lacks Enterprise Capabilities • File Plan Management – SharePoint doesn’t understand a File Plan – You have to represent it with Sites and Libraries • Advanced Retention – Does not provide support for Calendar or Fiscal year calculations – Does not provide support for event-based retention • Bulk Disposition – Only supports item-by-item disposition
- 32. Capability Gaps - Continued SharePoint Provides the Basics – Lacks Enterprise Capabilities • Physical Records Management – Does not provide support for physical items
- 33. Capability Gaps - Continued SharePoint Provides the Basics – Lacks Enterprise Capabilities • Physical Records Management – Does not provide support for physical items • Consolidated Auditing – Audit logs have to be configured individually for each Site
- 34. Implementation Challenges Prepare Yourself for the Challenges Ahead • Customization *will* be required – start interviewing those SharePoint experts! – Deep knowledge required to build for scalability
- 35. Implementation Challenges Prepare Yourself for the Challenges Ahead • Customization *will* be required – start interviewing those SharePoint experts! – Deep knowledge required to build for scalability • Long Term Manageability: – Lots of configuration to deal with – No integrated capabilities for global changes – Requires heavy IT intervention
- 36. Implementation Challenges Prepare Yourself for the Challenges Ahead • Customization *will* be required – start interviewing those SharePoint experts! – Deep knowledge required to build for scalability • Long Term Manageability: – Lots of configuration to deal with – No integrated capabilities for global changes – Requires heavy IT intervention • User Experience: – Anything beyond a single Records Center can become confusing
- 37. ADVANCED RECORDS MANAGEMENT How do you address the gaps and challenges?
- 38. SharePoint + Collabware CLM Advanced Content Lifecycle Management and Records Management Why do you need it? • Collabware CLM – Software runs as a native SharePoint Service • Put control in the hands of the – Complete lifecycle management Records Managers • Automatically enforce proper • Capabilities: retention and disposition schedule – Rules-based auto-categorization (even before • Gain insight into what content you declaration) have and what state is it in – Rules-based auto-declaration • Automatically, and properly, – Centralized File Plan management with auto- configure SharePoint configuration of SharePoint (no need for IT intervention) • Decrease reliance on IT services – Support for In-Place/Record Center hybrid and support implementations based on content lifecycle – Bulk disposition approval workflow process – Rich security controls and audit information
- 40. Next Webinar Advanced Records Management with SharePoint + Collabware CLM • Advanced Records Management Scenarios • Collabware CLM Demonstration • Tuesday, June 26th at 11:00 AM PST
- 41. For More Information Graham Sibley: gsibley@collabware.com Website: http://www.collabware.com Blog: http://blog.collabware.com QUESTIONS? Twitter: http://twitter.com/#!/collabware Thank You! LinkedIn: http://www.linkedin.com/company/collabware
Editor's Notes
- #4: Customers across North AmericaGovernment, Utilities, Energy, Pharma
- #40: This vision can be a reality, with SharePoint and Collabware CLM.SharePoint provides:Unified system for content creation, collaboration, and managementSeamless user experience with Microsoft OfficeCollabware CLM provides:Records Management policy control and transparent enforcementStructured, secure content storageContextual content surfacing