Records Managment Made Possible with SharePoint

©2013 RecordPoint Software. All rights reserved.

Making Records Management Possible with SharePointPresenter: Joshua Haebets

Position: Sales & Partner Director


The Balance of Power for Records has Changed …


Users are in control


In the new world it’s all about

Me...


Technology and standards for compliance is rapidly evolving at a rate your systems no longer support


You already have the basic tools to solve this problem …


SHAREPOINT

SharePoint

WCM

BusinessIntelligence

Search

Social

Collaboration

Mobile

Development & Customization

SecurityOFFICE 2013

ECM


MANAGING MILLIONS OF RECORDS

Our Customers


The Solution How RecordPoint works in your platform today


The Solution

Project Server

RECORDS ECOSYSTEM

USER SERVER SYSTEM RECORDS SYSTEM


SINGLE INSTANCE

RECORDS DASHBOARD

REPORTING SERVICES

DISCOVERABILITY

CONTROL

CONTEXT

COMPLIANCE

DISPOSAL WIZARD

PHYSICAL RECORDSRULES MANAGER

SOCIAL RECORDS

EMAIL RECORDS

The Solution


We don’t mess with your world

RECORDS MANAGER

BUSINESS USER

YOUR END USER WORLD AS ISNo Records Knowledge requiredNo Complex Classifications Automate Records Submission

RECORDS SYSTEM CONTROLManage Rules Manage Records Processes Manage Reporting

RULES ENGINE


The Rules Engine

RESENTENCE

ON HOLD

TRANSFER

DISPOSE

ARCHIVE


Benefits of RecordPoint

MS PLATFORM

LOCAL COMPLIANCE SCALABILITYON-PREM, HYBRID or CLOUD

USER CENTRICANY DEVICE PARTNERSHIPS

BUILT ON OPEN STANDARDS TCO


TCO

WorkstationWorkstationTCO


12%

88% RECORDS FUNCTIONALITY (ICA STANDARDS) AVAILABLE IN SHAREPOINT

ISO 16175IS4021 CFR Part 11

Sarbanes-OxleyNAA

ISO 15489ANSI

RECORDPOINT PLATFORM ISO 16175 COMPLIANT

VERS CERTIFIED PUBLIC RECORDS OFFICE VICTORIA

AU & NZ RECORDS STANDARD COMPLIANTNATIONAL ARCHIVES ACTPUBLIC RECORDS ACT 2005

Local Standards Compliant

MOREQVERS


Useable Records

BUSINESS PROCESSES

RECORDS SYSTEM

RULES

BUSINESS USER VIEW RECORDS MANAGEMENT VIEW


Any Device


Cloud & Other Deployment Options

CLOUD HYBRID ON PREMISE

Data

Data

WINDOWS AZURERECORDPOINT ONLINE

Data

Data

SHAREPOINT

WINDOWS AZURERECORDPOINT ONLINE

OFFICE 365SHAREPOINTONLINE

OFFICE 365SHAREPOINTONLINE


Scalability

In Place or Hybrid RecordPoint

RecordPoint Managed Content

SITE

IN PLACE DISPOSED

ARCHIVED ARCHIVED

PERMALINKS

PHYSICAL RECORDS

RULES/CLASSIFICATIONS


Managing your records at scale

SHAREPOINT FARM

RECORDPOINT CONFIGURATION(SITE COLLECTION)

SEARCH

/CO

NTE

NT/

SITE

1

/CO

NTE

NT/

SITE

2

/CO

NTE

NT/

SITE

3

/CO

NTE

NT/

SITE

4

/CO

NTE

NT/

SITE

5


Partnerships

SUPPORT OPTIONS

RECORDPOINTTRAINED

PARTNERS

RECORDPOINT DELIVERY EXPERTS

LOCAL EXPERTISE


RecordPoint Features

EMAIL RECORDS

PHYSICAL RECORDS DISCOVERABILITY

CONFIGURABILITYSOCIAL RECORDS

RECORDS DASHBOARD REPORTING SERVICES

RULES MANAGER

DISPOSAL WIZARD


Demo Working with SharePoint/ Office 365/ Twitter and BYOD


Why me?

• Last decade building documents and records technology and wanting to make it disappear...

• Enterprise Collaborator

• Technology Alchemist (wannabe)


The Balance of Power for Records has Changed …


Users are in control


Welcome to the New World of the Information “feed”!


It’s all about Me...


And it has already changed Records Management forever. The “feed” is already here!


Users like it! And you will too!


But the“feed” sounds scary!


What is this?


What if I did it this way?


Maybe this helps?


Is this a semi structured – “potential” record

Unique Record Number

Title

Description and References

Publication Date


Flow of the feed

https://plus.google.com/u/0/


But those are customer tools but I don’t work that way


What is this?


What if I did it this way?


Yes, it’s SharePoint


Flow of the feed inside your organisation


DemoPosting to the Yammer feed – creates records!


Using the feed does not challenge RecordKeeping

12%

88% RECORDS FUNCTIONALITY (ICA STANDARDS) AVAILABLE IN SHAREPOINT

VERS CERTIFIED PUBLIC RECORDS OFFICE VICTORIA

ISO 16175IS4021 CFR Part 11

Sarbanes-OxleyNAA

ISO 15489 ANSI

RECORDPOINT PLATFORM ISO 16175 COMPLIANT

AU & NZ RECORDS STANDARD COMPLIANTNATIONAL ARCHIVES ACTPUBLIC RECORDS ACT 2005

MOREQVERS

Even with the “feed” paradigm Record Keeping remains as is!


Records Management tools must be part of the “feed”

BUSINESS PROCESSES

RECORDS SYSTEM

RULES

BUSINESS USER VIEW RECORDS MANAGEMENT VIEW


Summary


Closing Thoughts• Make technology invisible - Remember, it’s nothing special

• Your existing systems and process need to be still occur – and they can!

• Embrace the new mediums but remember the existing principles still apply (i.e. we are not throwing out the learnings so far)

• email is just another feed with flow

• Avoid evolving legislation paralysing progress

• Get your heads “in the cloud”

• Your software needs to understand and be part of the ‘feed’ Above all, remember this is about the

journey, not the destination...


And Finally …

Source: xkcd, http://xkcd.com/386/

http://xkcd.com/386/

http://xkcd.com/386/


Q&A and Discussion


REQUEST A DEMO PRESENTATION FEEDBACK CONTACT US

Do you have a question or feedback you’d like to share? We’d love to hear from you.

Please select from one of our links.

Joshua Haebets

email: [email protected]

Web: http://www.recordpoint.com.au

Records Managment Made Possible with SharePoint

Technology

Transcript of Records Managment Made Possible with SharePoint