SharePoint Records Management 101 Tiffany Songvilay, Volition Services February 2015
Agenda
Case Studies Intro to Record Center 20 minutes
20 minutes
Demo 20 minutes
Case Studies
Case Study – FHLB Pittsburgh
Compliance Requirements: • Identify changes to records over time (audit trail) • Retrieve previous versions of records • Automate the destruction of expired records • Adhere to legal hold procedure requirements • Item-level security
Out-of-the-Box
Case Study – Capital Metro
• Automate the routing of records from • •
• •
collaboration/project sites to repository Automate the destruction of expired records eDiscovery and Holds Secure records with sensitive data Migrate files from Hummingbird (eDocs)
Migration
Out-of-the-Box
Similar but different
Create & Classify
Review & Approve
Mark Final & Publish
Department Collaboration Site
Declare Record
Record Center
Store & Reference
Destroy
Introduction to Record Center
What is a record? All materials regardless of physical form or characteristics made or received by an agency of the United States Government under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the Government or because of the informational value of data in them. Electronic Record: Any information that is recorded in a form that only a computer can process and that satisfies the definition of a record.
Records Management Definitions Active
Indicate that a record is the current and prevailing version that is regularly referenced or required for current use. Also referred to as ‘in effect.’ An Active Record is no longer being modified and is immutable.
Inactive
This is an event that moves the record into a retention period indicating that the record still needs to be preserved but is not used for current operations.
Immutable
The content or text of the record cannot be modified nor can another file with the same name replace the record in storage. Once a record has been declared, it can no longer be edited and must go through a retention period before being destroyed.
Permanent
A record classification also referred to as ‘Vital’ or ‘Historical.’ Permanent records are the information essential to the continued functioning or reconstitution of an organization during and after an emergency and also those records essential to protecting the legal and financial rights of that organization and of the individuals directly affected by its activities.
Convenience Copy
Duplicate versions of records that are not kept in immutable storage areas and are solely created for ease of access and reference due to a business need. Convenience copies are outside the retention schedule but there are department procedures to find and destroy all duplicates when the record is destroyed.
SharePoint Definitions Metadata
Represented in SharePoint by Site Columns associated with Content Types.
Content Type
A reusable collection of metadata definitions that apply to a specific set of SharePoint content (e.g., contracts, engineering drawings).
Information Management Policy
A set of rules that govern the lifecycle of a document in SharePoint. Typically used to apply disposition policies but they can also be used to route documents to another location based on an event date.
Records Library
A special version of a Document Library that facilitates the record declaration process. Libraries can be divided into multiple levels of folders and subfolders to allow for a more granular or complex solution.
Content Organizer Rule
Used to route documents out of a Drop off library and into a final location. Conditions are defined for a combination of content type plus some other metadata to ensure that documents are routed into the correct retention or security container.
Document Set
A special version of a content type that allows many documents to be grouped and therefore retained together based on the same event (i.e., transfer of asset, project end date).
How is a record declared?
Create & Classify
Review & Approve
Mark Final & Publish
Department Collaboration Site
Declare Record
Record Center
Store & Reference
Destroy
How to declare a record in SharePoint Business User Department Site
