SharePoint Fest Denver - Documents and Records Management in SharePoint
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SharePoint Fest Denver - Documents and Records Management in SharePoint
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SharePoint Fest Denver - Documents and Records Management in SharePoint
- 1. Documents and Records in SharePoint, Really? Liam Cleary
- 2. About Me • Solution Architect @ SusQtech/Protiviti • Six Time SharePoint MVP • SharePoint Idera ACE • Working with SharePoint since 2001 • Developer and Techie at heart • Advocate of the user experience – not UI • All aspects of SharePoint, even dream about it
- 3. Agenda Documents Records in Documents Records Remember in SharePoint SharePoint
- 4. The Theory Why talk about Documents and Records?
- 5. Why Documents and Records? • Definition • Document management controls the life cycle of documents in your organization, from how they are created, reviewed, and published, and how they are ultimately disposed of or retained as records. • Why • Implementing a document and records management solution can help you locate documents easily in your organization • Manage version control easily • Make sure you don’t have one of those “embarrassing stories about wrong documents getting to customers, users or vendors” • Compliance with regulatory rules • Classification policy • Taxonomy capturing – Terms • SharePoint 2013 is here, and it is fantastic!!!
- 6. The Theory Documents and Records
- 7. Documents • Core component of Enterprise Content Management (ECM) • Document management, often referred to as Document Management Systems (DMS) • The use of a computer system and software to: • Store Electronic or Physical (locations) documents and images • Manage Electronic or Physical (locations) documents and images Documents • Track Electronic or Physical (locations) documents and images • Capture paper based information • Handle core document management features: • Check In / Check Out • Version Control • Roll Back • Audit Trail • Annotation and Stamps • Summarization
- 8. Records • Really it is about record creation • Final process within the Document Lifecycle • Process of: • Creation Records • Receipt • Maintenance • Use • Disposition of… • Capturing and Maintaining as Evidence • Capturing Transactional Data as Evidence
- 10. Documents in SharePoint • Check In / Check Out • Folder Structure and Filtering • Versioning • Item Permissions • Comparison • Document ID Service • Managed Metadata • Social Documents • Structured • Ratings in SharePoint • Folksonomy - Use wisely • Tagging • Content Types and Site Columns • Commenting • Following • Metadata Navigation • Document Preview • Rule Based Submission – Content Organizer
- 12. The Theory Records in SharePoint
- 13. Records in SharePoint • Full Document Management • File Plan Report • Document ID • Taxonomy and Centralized Content Types • Multi-Stage Retention • Content Organizer Records in • Per-Item Audit Reports • Virtual Folders – Metadata Navigation SharePoint • Hierarchal File Plans • In-Place Record Declaration • Site Based Retention • Support for tens of millions in a single record center • eDiscovery Center • More in a distributed archive scenario • Site Mailbox • Office 365 Mean larger scale
- 15. Remember Documents and Records Management
- 16. Remember • Map Document Management Requirements to Business Objectives • What level of Compliance do we need? • What about the Infrastructure • Setup a reliable Document Capture process • Auto tagging on Scan Remember • Secure access to the sensitive documents • Internal / External users • Optimize the use of Workflows • Automate classification and tagging • Maintain Document Life Cycles • Retention Policies • Active, Archived or ready for Disposal
- 17. Remember • SharePoint is not a “dumping ground” • Solution is only as good as it is implemented • Records Compliance such as “DoD 5015.02” will need either: • Development • 3rd Party Solution Remember • Autonomy ControlPoint for SharePoint • OpenText Application Governance and Archiving fir SharePoint • Laserfiche Records Management for SharePoint • GimmalSoft Compliance Suite for SharePoint • Web Based Solution ONLY, no real client application as such • Office Of course, but no plugins • Office Web Apps • Train, Train and then Train your users again
- 18. Contact & Thank You Web http://www.protiviti.com Personal Blog http://blog.helloitsliam.com Personal Twitter Contact @helloitsliam Email Work: liam.cleary@protiviti.com Personal: liamcleary@msn.com LinkedIn liamcleary