Building Enterprise Records Management Solutions for SharePoint 2010 by Robert Bogue - SPTechCon

Building Enterprise Records Management Solutions for 3/3/2013
SharePoint 2010

Who is Rob Bogue?
• The SharePoint Shepherd
Building Enterprise Records • 10 Time MVP
Management Solutions for • Patterns and Practices Champion
• Author of 22 books and hundreds
SharePoint 2010 of articles
Robert Bogue • Blog @
http://www.thorprojects.com/blog
The SharePoint Shepherd • Email me at
Rob.Bogue@ThorProjects.com Rob.Bogue@ThorProjects.com

WHAT IS RECORDS
Agenda MANAGEMENT?
• What is Records Management?
• Records Management Options in SharePoint
• Holds and Discovery
• Managed Metadata

Copyright 2012 AvailTek LLC / All Rights Reserved
Visit: http://www.SharePointShepherd.com 1

SharePoint 2010

Records Fact or Fiction
Definition Records Are..
Records serve as evidence
of an activity or Immutable
transaction performed by
an organization.
Tightly controlled

Audited

Records Management Records Management needs…
• Determines • Content analysis
– What information • File plans
should be classified as a
record
• Compliance
– How records should be
requirements
created • Audit
– When records should be • Disposition schedules
archived or destroyed
• E-Discovery and E-Hold
– Who should be able to
access records


SharePoint 2010

RECORDS
Challenges for RM Projects MANAGEMENT
• What information OPTIONS IN
should be classed as a SHAREPOINT
record?
• When does a document
become a record? You want me to put
• Where should I keep my it where?
records?

In-place Records Archive store
• Documents marked as • Suits organizations with
dedicated records
records remain in their management functions
original location • Benefits:
• Benefits: – Additional metadata,
policy, or workflow might
– Supporting information be required for records.
maintained in-context – Centralized management.
– Easier for collaborators – Ease of access.
– Control over archive
to find their content structure.
– No additional site – Tighter governance
provisioning required enabled.
– Better scalability.


SharePoint 2010

Hybrid approaches Record Center
• Record type dependent: • Central archive for
• Multiphase disposition: holding records
– “in place” • Found in the Enterprise
– At end of life, site template group
workflow(s) move all • Should be created in a
records into an archive.
separate site collection

Structuring Your Record Center The Document ID Service
• Base it on your file plan. • Provides a unique ID
• Concentrate on policy: and URL for a
– Ignore internal company document.
structures • Enabled via the
• Common drivers for Document ID feature
structure: [site collection scoped].
– Security policy
– Storage
• Document IDs are
– Retention policy assigned via a Event
– Audit settings Receiver and via a
– Content types Timer Job.


SharePoint 2010

Content Organizer
• Converts metadata into
structure
• Drop-Off Library:
– Temporary upload location
– Content held until
required metadata is
Create records center, setup document ID, and declare a record provided

CREATING A RECORDS CENTER • Rules Engine:
– Provides rules for the
system to decide where to
place a record.

Creating Rules
• Rules stored in the
Content Organizer Rules
list
• Options:
– Rule Name
Word promotes Author property, a rule routes content on the Author
– Rule Status and Priority property
– Submission Content
Type CONTENT ORGANIZER
– Conditions
– Target Location


SharePoint 2010

Manual Record Declarations Defining Information Policy
• Submit directly into the • Site Settings > Site
Record Center: Collection
– Useful for external data Administration > Site
stores Collection Policy
• Mark a record in-place • Retention policies allow
in a document library. for record declaration
• Send a document to a (in-place and archive) at
Record Center. key
dates in the content’s
lifecycle.

HOLDS AND
DISCOVERY What Is a Hold?
• Record management
term
• Preservation of content
for legal or audit
purposes
• Preserves the state of
Found Him! the content at the time
of the hold
• Commonly the result of
pending legal litigation
• Hand in hand with
eDiscovery


SharePoint 2010

What Is eDiscovery? Discovering Content
• Discovery of electronic • Discovery content using Search and Add to Hold page
content for legal or available from site settings for top-level site.
audit purposes
• Select the site to search (Optional).
• Locating through
culling the corpus for • Create search criteria.
content matching a set • Optionally preview the results.
criteria
• This can include any
electronic document or
item.

Associating Content with Holds
Releasing Items and Holds
(Manual)
• Individual items may be added using the Compliance • The eDiscovery process can include results:
Details dialog. – That are not relevant to the hold
– That are not discoverable
• The Compliance dialog can be used to release an
item from a hold.
• Holds have a lifecycle and can be released when no
longer required.
• Holds can be released by viewing the hold list item
and selecting Release hold... link.


SharePoint 2010

Viewing Items in a Hold Creating Retention Policies
• Use hold reports to view:
– Status of holds
– Items associated with holds

MANAGED
Assigning to a Content Type METADATA
• Policies are associated with a content type.
• Association happens at one of two scopes:
– Site Content Type
– List Content Type
• Where a policy is created and where it is
associated determines scope and reuse. Whatcha talking
‘bout Willis?


SharePoint 2010

Term Stores Groups and Term Sets
Term Store Term Store
• Database that contains • Groups
information relating to – Contain one or more term
taxonomies. Group
sets
Group
• Each Managed Metadata – Provide a security
Service Application is a boundary for term set
administration (managers,
single instance of a term Term Set contributors) Term Set
store. • Term Sets
• Includes groups, term – Containers used to
sets, terms, and Terms organize terms Terms
keywords. – May assign stakeholders
• Web applications can – Configurable submission
have associations to policy and tagging options
multiple term stores.

Terms Publishing and Updates
Term Store
• Predefined values that • Identify which site
represent taxonomy
objects. collections will serve as Hub
• Can be nested up to seven Group content type hubs and
levels deep. which will act as
• Terms can be associated subscribers. Term
with other terms as Term Set Store
synonyms. • Identify stakeholders
• Ability to define custom sort and create a taxonomy
order. Terms maintenance plan. Subscriber
• Organizational terms can be • Set schedules for a
included that are not used
in data selection. content type hub and
subscriber updates.


SharePoint 2010

Syndication
Managed Metadata
Service Application

Web Application A Web Application B

Content Type Hub Content Type Subscriber

CONTENT TYPE SYNDICATION

Please fill out your evaluations.

Robert Bogue
Rob.Bogue@ThorProjects.com
(317) 844-5310

THANK YOU


Building Enterprise Records Management Solutions for SharePoint 2010 by Robert Bogue - SPTechCon

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Building Enterprise Records Management Solutions for SharePoint 2010 by Robert Bogue - SPTechCon