Records Management in SharePoint
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Bruce Smith, an expert in SharePoint and records management, emphasizes the importance of effective records management (RM) in organizations. He discusses challenges like poor RM leading to inefficient decision-making and the need for automated classification methods. The document also outlines strategic implementation advice for electronic document and records management systems (EDRMS) and the significance of integrating RM capabilities into SharePoint to enhance organizational efficiency.
Records Management in SharePoint
- 1. SharePoint & Records Management “Are you crazy?!?”
- 2. Bruce Smith Bruce Smith first met SharePoint in 2009 at Environment Canada, and in 2010 became responsible for IM and SharePoint at Medical Council of Canada in 2010. He is currently the President for the Vancouver Island Chapter of ARMA International. He is passionate about finding information easily, and working towards automated classification and disposition of information.http://ca.linkedin.com/in/bruce normansmith
- 3. SharePoint & RM Do you have records in it? Are you managing records in it?
- 4. The Impact of Poor RM • low value information consumes system storage • high value information is harder to find & business decisions are less informed • “clean up” is a long manual process & can’t be automated • deletion is subjective & is harder to justify and defend
- 5. Want better RM? Get ARMA News, Research Publications, Buyers Guides, Standards, Certification, Training & more
- 6. ARMA Chapters – What do they give me? Local Networking & Training Events
- 7. RIMtech – What is it & What do I get? • Bruce Miller founder of RIMtech consulting • Many offerings, including a packed 2-day workshop! • 12-Step EDRMS Methodology • EDRMS Project Modeling Tool • Review of 3rd Party Solutions: Collabware, Gimmal, RecordLion http://vancouver.arma.org/events/2012/11/14/rimtech---september-18-19-2014---managing-electronic-records-with-sharepoint---bruce-is-back!
- 8. Sites Content Applications BI Communities Search -Forms -Workflow -Excel -Access -Visio -Apps -Blogs -Yammer -Wikis -Dashboards -Excel Services -Power Pivot -& more! -Branding -Security -Intranet -Teams -Projects -Extranet -Public -Documents -Lists -External Data -Records -Result Sources -Refinement Panels -Document Previews -Query Rules & Relevance -Promoted Results -Result Blocks Servers, networking, SQL, AD accounts, group policies, firewalls, backups, Office suite, workstations, browsers… RIMtech EDRMS Advice: SharePoint is 90% an IT project & 10% an RM project
- 10. RIMtech EDRMS Advice • Good Project Management is vital • Both setting up SharePoint & integrating RM take Time & Money • Bruce Miller outlines 20 Strategic Implementation Decisions you need to make before you start the 12 step EDRMS project methodology • Metrics are important to track and monitor success • Qualification Rate (# documents that should be declared as official Records) • Declaration Rate (# documents that are declared) • Classification Accuracy Rate (# records that are classified correctly)
- 11. RIMtech EDRMS Advice • Good Change Management is vital • An EDRMS changes the way people work! • Automation requires that people give up individual procedures and follow a shared collective process • Both staff and managers will resist the change unless a plan is agreed upon and the business culture changes • Technical integration with Email is key! • Like it or not most of your decisions and liabilities are in an email.
- 12. Behind the scenes The following technical details that make the magic happen – Business users should not see this
- 13. SharePoint & RM Records go in it. It’s much better than a file share! But life could still be better… http://www.rimtech.ca/f1000-requirements.html
- 14. RIMtech EDRMS Advice • SharePoint delivers 72 of 105 key RM capabilities (69%) • But the Developers who created them were probably thinking of them as individual technical requirements, and not a unified set of capabilities that meet international RM best practices & the practical needs of business users in day-to-day office life • But business users can still ignore and misuse these capabilities in isolated sites if governance isn’t in place
- 15. RIMtech EDRMS Advice • The missing 31% help medium to large size businesses achieve batch processing & automation! • Classification Scheme & Retention Schedule management • Case File management (an Event Date for the entire “folder”) • Disposition processes • You can hire a Developer to build a custom in-house app, or you can purchase a 3rd party product with support…
- 16. Your mission, should you choose to accept it: • Have a classification scheme, in SharePoint, so content can be classified against the categories • Have a disposition schedule, in SharePoint, so retention rules can be connected to content via classes/categories • Create a technical way for business users to easily push/link content stored in Email, File Servers and other Line of Business Applications to SharePoint to use it to Declare it a record (classify it, lock it, track it, destroy it)…
- 17. Your mission, should you choose to accept it: • Have a way to identify Status: Documents that are works in progress and Records that are complete • Have a way to identify a Class: Items & Documents in SharePoint as belonging to a record category • Address different security needs for Documents in progress vs. Records • Have a way to review content that has been classified as a Record • Have a way to batch process Records during disposition events
- 19. Collabware Main Pros Main Cons Files Plan No special provisioning process to push RM to sites Case Files No deep non-recoverable disposition Disposition Not DoD 5015.2 certified (working on it) Disposition Approval Process No ICA Module 2 requirements Holds - Basic No integrated email solution – normally Colligo Vital Records Cutoff Retention Physical Records In-Place Declaration Content Rules Engine to help classify content A custom set of RM capabilities deployed as SharePoint solutions Please contact the vendor to see if they have developed new functionality, workarounds or partnerships
- 20. Gimmal Main Pros Main Cons Files Plan 72 MS SharePoint RM capabilities, plus other capabilities Case Files No in-place declaration Disposition No engine to build rules that automatically match new content to records categories Disposition Approval Process No physical records capabilities Holds No ICA Module 2 requirements Vital Records Cutoff Retention In-Built Email Integration Provisioning process to ensure new sites are created with appropriate RM capabilities DoD 5015.2 certified Please contact the vendor to see if they have developed new functionality, workarounds or partnerships
- 21. RecordLion (spin off of KnowledgeLake) Main Pros Main Cons Files Plan No special provisioning process to push RM to sites Case Files No deep non-recoverable disposition Disposition Not DoD 5015.2 certified Disposition Approval Process No ICA Module 2 requirements Holds - Basic Vital Records Cutoff Retention Physical Records In-Place Declaration Content Rules Engine to help classify content Custom RM capabilities deployed as SP solution In-built Email Integration API Please contact the vendor to see if they have developed new functionality, workarounds or partnerships
- 23. Thank you!
- 24. ARMA – What is it? • ARMA International • ARMA Canada Region • ARMA Vancouver Chapter • ARMA Vancouver Island Chapter