Records Management Features SharePoint 2010

Introduction / Who is this guy? • Vitals • • •

Jeremy Williams [email protected] 312-462-9871

• Background • •

Experience in SharePoint 2003/2007/2010, Office, TFS, SQL, Servers, OS’s, Adobe Verticals: Finance, Law, Energy, Healthcare, Retail, Manufacturing,

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Agenda • Records Management – a Microsoft Definition • Feature Walkthrough • •

Something Old Something New

• Record Considerations •

File Plans – Electronic and Physical Records

• Migration Consideration for Records Management • •

Existing Systems New Implementations

• Demonstration 11.01.2011 Records Management and SharePoint 2010 page3

Ground Rules • Let’s make this as interactive as possible • Feel free to interrupt, ask questions/poke holes as we’re going • The demo is a live-system, so I can walk through some scenarios and quick proof of concepts if there is interest in doing so.

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Records Management a simplified definition from Microsoft

11.01.2011 Records Management and SharePoint 2010 http://technet.microsoft.com/en-us/library/cc261982.aspx

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Old Features (Don’t worry, they’re still here) • • • • •

Monolithic record center Policy-based declarations and management Integration to IRM systems Hold Management eDiscovery

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New Features • • • • • • • •

In-place records management Unique document ID Enhanced Policy Engine Enhanced Workflow Engine Enhanced Records Center Site Template Improved Hold Engine & Content Organizer Taxonomic Improvement Across the Platform Improved Multi-Farm Records Management Model

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Records in SharePoint • Agile • •

Allow users to self-declare items as records Ideal for loose/less-governed taxonomies

• Hybrid •

Allows for self-declaration and automated declaration of records

• Governed • •

Record declaration is handled through automated means only Well established taxonomy

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Records in SharePoint List items Documents (Messages)

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Exchange 2010 and SharePoint 2010 Co-existence Consideration

Exchange Server 2010

SharePoint Server 2010

Content management needs

Message records do not require It is important that users in your SharePoint Server 2010 functionality organization be able to use in your organization. SharePoint Server 2010 features such as content types, multistage retention policies, and workflows with content that originates as messages.

Purpose for managing messages as records

You want or have to manage message records separately from other content in your organization.

You want or have to manage message records together with other kinds of content in your organization, especially when message context is related to other content that is maintained as records.

Scope of retention policy

Retention policies in your organization apply widely across message types.

You have sophisticated retention policies that are driven by advanced metadata models defined in SharePoint Server and cannot be replicated in Exchange Server 2010.

Isolation

Messages do not have to be managed Messages can be managed together with other content by information with other content by information workers. workers in SharePoint Server.

Scope of holds

Legal holds for messages can be Legal holds apply to all content types managed separately from other kinds in the same manner. of content.

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Methods to Declare a Record • In-Place •

Manual intervention by end-user

• Send-to Records Center •

Manual intervention by end-user

• By Policy •

Automatic based on content type

• By Process •

During/After execution of a workflow

• Custom •

The sky’s the limit with code

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Records Center vs. In-Place Records Factor Managing record retention

Restrict which users can view records

Records archive In-place records The content organizer automatically There may be different policies for puts new records in the correct folder in records and active documents based on the archive’s file plan, based on the current content type or location. metadata. Yes. The archive specifies the No. Permissions do not change when a permissions for the record. document becomes a record. However, you can restrict which users can edit and delete records.

Ease of locating records (for records managers)

Easier. All records are in one location.

Harder. Records are spread across multiple collaboration sites.

Maintain all document versions as records

The user must explicitly send each version of a document to the archive.

Automatic, assuming versioning is turned on.

Ease of locating information (for team collaborators)

Harder, although a link to the document Easier. can be added to the collaboration site when the document becomes a record.

Clutter of collaboration site

Collaboration site contains only active documents.

Collaboration site contains active and inactive documents (records), although you can create views to display only records.

Ability to audit records

Yes.

Scope of eDiscovery

Active documents and records are searched separately.

Dependent on audit policy of the collaboration site. The same eDiscovery search includes records and active documents.

Administrative security

A records manager can manage the records archive.

Collaboration site administrators have permission to manage records and active documents.

11.01.2011 Records Management and SharePoint 2010 http://technet.microsoft.com/en-us/library/ee424394.aspx

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Records Center vs. In-Place Records Factor

Records archive

In-place records

Number of sites to manage More sites; that is, there is Fewer sites. a separate archive in addition to collaboration sites. Scalability

Relieves database size pressure on collaboration sites.

Maximum site collection size reached sooner.

Ease of management

Separate site or farm for records.

No additional site provisioning work beyond what is already needed for the sites that have active documents.

Storage

Can store records on different storage medium.

Active documents and records stored together.

11.01.2011 Records Management and SharePoint 2010 http://technet.microsoft.com/en-us/library/ee424394.aspx

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Physical Records??? But this is SharePoint • Allows you to track physical record attributes just like your electronic records • Support for Barcodes • Can classify in separate library area (traditional) OR same library area (more-collaborative)

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Migration Considerations • Not using Records Center in 2007? • •

No problem, with a pending migration now is the time to set up Records Management Identify records (file plan), and determine In-Place vs. Records Center (or perhaps a hybrid!)

• Using Records Center in 2007? • •

Great! Template will migrate over Consider in-place records management capabilities

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Demonstration!

Please don’t be shy, questions will make this more interesting for everyone!

Resources All about Records Center http://technet.microsoft.com/enus/library/ff363731.aspx

Specific Questions? Jeremy Williams – [email protected] 312-462-9871