SHAREPOINT CONFERENCES 2014 James Milne SharePoint MVP Myriad Technologies bit.ly/ STP1400.
Record Management 2013 James Milne SharePoint MVP AIT007.
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Transcript of Record Management 2013 James Milne SharePoint MVP AIT007.
Record Management 2013
James MilneSharePoint MVP
AIT007
Session Overview
Introduction to Access Services 2013Demo: Build an App in 60 Seconds
What is available in SharePoint 2010?
In-Place Record ManagementCentralised Record ManagementGenerate File PlansDocument IDsDocument SetsContent OrganiserMulti-Stage RetentionMetaData NavigationTerm Sets & Keywords
What is available in SharePoint 2010?
In-Place Record ManagementCentralised Record ManagementGenerate File PlansDocument IDsDocument Sets Improved!Content OrganiserMulti-Stage RetentionMetaData Navigation Improved!Term Sets & KeywordseDiscovery &
Document ID
Site Collection Level FeatureGenerate a Unique Document ID SearchablePerma-Link
In-place vs. Records Centre
In-Place
Documents declared as a recordKept in-placeRecord kept in contextCreators can access their own contentFits existing site structure
Records Centre
Records “submitted” to Record CentreCentralised ManagementDedicated Role Tighter governanceBetter Scalability
Choosing between Record Center & In- Place
Requirement Records Centre In-Place Record
Managing Record Retention
Content Organizer automatically places new records in the correct folder in the archive’s file plan, based on metadata
Different policies for records and active
documents based on the current content
type or location
Restrict which users can view records Yes No
Ease of locating records (for Record Managers) Easier Harder
Maintain all document versions as records
Each version must be sent
Automatic, assuming versioning is turned on
Ease of locating information (for team
collaborators)Harder Easier
In-Place Records Management
Library Settings
In-Place
Declare an In-Place Record
File Plan
Sample File Plan
Record Type Financial Statements
Invoices E-Mail Correspondence
Document ID Finance-Doc-01 PO-Invoice_01 Email-Msg-01
Required Fields Statement Date (Date Field)
Delivery Date (Date Field)
Subject (String property, single line of text
Expiration Retain for 7 years after Statement Date
Retain for 5 years after Delivery Date
Retain for 3 years from date created
Disposal Archive and delete on expiration
Archive and delete on expiration
Delete on Expiration
Audit Audit View Events Only
None None
The Record Centre
Centralised RM
Record Centre Management
Record Declaration Settings
Send to the Record Centre
Web ApplicationDisplay NameOfficialFile.asmxSend To Action:
CopyMoveMove and Link
Send to Record Centre
Move and leave a link
Sent to..
Send Document to Record Center
Information Management Policies
Policy Statement
Enable Retention
Enable Auditing
Enable Barcoding
Enable Labels
Retention Policy
Multi-Stage Retention Retention policies can have multiple stagesSingle Policy can manage the entire document lifecycle Example:
Delete Drafts 1 year after Last ModifiedDelete Record after 7 years afterDeclared
Audit Policy
Enable AuditingOpening/Viewing/DownloadingEditingChecking out/inMoving or CopyingDeleting or Restoring
SharePoint 2013 ECM - Big Bets
eDiscovery
• In place preservation in SP & Exchange
• Integrated, enterprise wide case management
Team Folders
• Work on mail and documents together• SharePoint,
Outlook, OWA• Retention/
compliance across stores
Unified Discovery across Exchange, SharePoint and Lync
Find it all in one place (unified console)Find more (in-place discovery returns the richest data)Find it without impacting the user (Give legal team discovery, leave IWs alone)
Discovery Center in SharePoint Unified Preserve, Search and Export
Exchange Web Services Connect to Exchange to get mailbox data
Lync Archiving to Exchange Exchange is the compliance store for Lync
Search Infrastructure Exchange and SharePoint use the same search platform
Discovery Center
Central Place to view all Cases
ActivitiesDiscovery SetsQueriesSourcesExports
Discovery Sets
Add, manage and export discovery sets
Discovery Sets
Create a Discovery Set
Site Based Compliance
Records Team create policies, which define:The retention policy for the entire site and the team mailbox, if one is associated with the site.What causes a project to be closed.When a project should expireCan set also site collection as read only
Policy also available optionally from self site creationPolicies can be replicated from content type hub cross enterprises
New Site Policy
Site ClosureSite Deletion
Site Closure and Deletion
Apply a Site PolicyManual Closure
Site Compliance
Create a Site Policy
The Team Folders – Exchange and SP together
Documents are stored in SharePointEmails are stored in ExchangeTeam Folders can receive emails and have their own email addressEasy access to both from Outlook and SharePointUnified compliance policy applies to both
Document Set ImprovementsSupport for OneNote notebooksDocument set icon in search resultsFolders supported
Also for default documents set for document setSupport for easier aggregation
CBS & CBQ web parts understands document setsClient side and Server side API improvementsVersioning improvements*Capture full document set as versionSearch directly in document set
Next Steps…
Take Office 2013 for a spin!Try Office 365 Preview
http://www.microsoft.com/office/preview/
Twitter: @JamesMilneBlog: http://www.myriadtech.com.au/blogs/james/
© 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to
be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS
PRESENTATION.