1. Lessons Learned: Best Practices for SharePoint 2010 Document and Records Management Nick Kellett Chief Technical Officer, StoneShare Inc.

2. 2 Agenda Recap: DM and RM Features in SharePoint 2007 Document Management Features in SharePoint 2010 Record Management Features in SharePoint 2010 Running the Project Governance

3. 3 Recap: DM and RM Features in 2007

4. Recap: DM Features in SharePoint 2007 Recycle Bin Check-in/out Versioning Granular Permissions Content Types and Columns Information Management Policies Workflows Alerts Send To

5. Recap: RM Features in SharePoint 2007 Record Centers Record Routing Barcodes Labels Expiration Policies Auditing

6. 6 Document Management Features in 2010

7. Tag, Discover and Manage in 2010 Tag Cross farm with shared hierarchal taxonomies Automatically with location based metadata defaults Discover With metadata based navigation With location based view definitions The best content with Ratings The latest version with Unique Document IDs Manage With Metadata based content organizer Multiple documents with document sets

8. Managed Metadata 1 Managed Metadata Single or multi-value field Binds to a term set of any term store (Share Application Service) Have metadata column on a list, library, or content type ‟Like a super choice field” 2 Managed Keywords Part of base doc content type One per content type Validates against all terms in all term sets ‟Folksonomies” ‟Like a super text field” Auto-complete Disambiguation Preferred term Tree picker control

9. Document Sets Manage work products made up of multiple documents Key Scenarios Tight collection of related documents Compound documents Document Set Features Shared Metadata Customized welcome page Default documents Version capture Workflows Portability

10. Content Type Publishing New feature of a central location (any site collection) where you manage and publish content types Web applications can subscribe to hub and pull down published content types from hub and receive updates

11. Content Organizer Allows routing decisions to be centrally organized Users guided to enter appropriate metadata rather than being allowed to dump documents wherever they like Used to route documents to the right folder based on content types and any other metadata that you require Allows integration with a new email organizer that can be activated in conjunction with Content Organizer

12. 12 DM Features - DEMO

13. Scaling SharePoint 2007 High scale libraries require careful planning and management SharePoint 2010 End user features for high scale Ex: Metadata pivots, key filters, content organizer Server automatically “does the right thing” for high scale Compound Index support Automatic index management Query throttling w/ fallback SharePoint 2010 Scale Targets 1 million items in a folder 10s of millions of items in a single library 100s of millions of items in large archive scenarios

14. 14 Records ManagementFeatures in 2010

15. Key SP2010 Record Management Features In place records management Metadata-driven, hierarchal file plan Recordization What’s new in 2010 RM Feature Area eDiscovery and Hold eDiscovery searches over any SharePoint content Archive results or leave on an in place hold File Plan Report shows overview of content management policies Per item audit log reports Auditing and Reporting Retention and Disposition In place records management Metadata-driven, hierarchal file plan in the archive

16. In-Place Records Management Document can be declared and handled as record within site it was created in. As a record, a file can have policies and restrictions different from when it was a document Documents can be declared as records either manually or automatically Activated as a Site Collection Feature

17. Holds and eDiscovery Find and lock down content related to litigation Features to track external actions like litigation, investigation or audit Allows discovery of documents by metadata - automatically place them “on hold” and/or copy them to a specific location It is now easy to be able to produce electronic data when requested in a court Activated as a Site Feature

18. Auditing Generate a customized audit report about an individual record, item, column, content type, search or permissions Ability to specify events to audit such as open, edit, check out/in, move, copy, delete & restore Predefined reports in excel format

19. Multi-Level Retention Policies Retention policies can be set by content type, library or folder Multiple stages retention policies allow specification of entire document lifecycle as one policy (e.g. review Contracts every year, and delete after 7 years) Create hierarchal folder structures and manage retention at each folder in the hierarchy (or inherit from parent folders) Can override default retention schedules on folders or libraries, activated as a Site Collection Feature

20. 20 RM Features - DEMO

21. 21 Running The Project

22. Common Pitfalls Big Bang Expectation management Environment problems Choosing the right functionality User Training and support Migrations 22

23. Lessons Learned Workshop Lessons Technical Lessons Training and Support Lessons 23

24. Workshop Lessons Learned Straw man Architecture Rapid Prototyping Consult each business unit Business Unit Onboarding template SharePoint-agnostic Functional Specs

25. Choose DM / RM Functionality Use Managed Metadata Service Term sets, terms, and managed keywords can be global You can have a very open system or a tightly-managed system. You can also start with one and move towards the other Inherit from base content type(s) Content types can be shared across site collections using Content Type Hub Consider In-Place Records Management Content Organizer is great for email and document routing Turn on Metadata navigation settings in your libraries Favour metadata over folders

26. In Place vsDedicated Record Center In Place Dedicated Records are actively used and sit alongside non-records Requires close cooperation between RM team, IT, and content stewards One location for all content whether it is a document or a record Reflects “how people work” Centralized vault receives less content More traditional Easier to implement a hierarchal file plan One centralized view and location for all records across enterprise Works best when records are not frequently referenced

27. Control the Environment SharePoint success relies heavily on proper setup Service accounts, hardening, capacity planning needs to be in place before any installation Use the recommended hardware specifications OR BETTER Ensure administrators are properly trained and disciplined! Development and / or Testing environments are vital

28. Migrations Break down into content and functionality migrations Consider vendor tools If OOTB, use Database Attach Migration Test, Test, Test 28

29. Training and Support Extensive training for project staff Solution training for end users User self help for all common SharePoint tasks Tiered support model 29

30. 30 Governance

31. Best Practices Governance Predates SharePoint Build a Governance Portal Communicate Frequently Identify and Support Champions Evergreen your process

32. Governance Teams Central Governance Team Responsible for overall direction Acts like a Board of Directors Ensures SharePoint evolves with the business Tactical Teams Responsible for specific area(s) Provide technical knowledge and support Carry out Proof of Concepts (POCs) Provide feedback to Central Governance Team

33. Governance Portal Sections Communications Policies and Procedures Training Support Taxonomy

34. Wrap-up Questions? nkellett@stoneshare.com www.stoneshare.com Thank You!