SharePoint records management in depth
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SharePoint Records management Alfred de Weerd
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Transcript of 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
The Last One
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