SharePoint 2013 as a Records Management Platform - SharePoint Fest NYC 2014

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Platform changes in SharePoint 2010 provided true records management capabilities to companies that rely on SharePoint for their document management and collaboration needs. SharePoint 2013 Online and Server builds upon this success with additional capabilities and features. Among other improvements we’ll be looking at in this session, the eDiscovery and hold capabilities have been greatly improved utilizing a new search engine and many platform features are simpler to use. Come learn about the record management capabilities in SharePoint 2013, see how to utilize them properly, and hear real success stories.

Tecnologia Negócios

SharePoint 2013 as a Records
Management Platform
Ryan McIntyre, MCPD, MCITP
National Architect
@ryanmcintyre

© Copyright 2014, Neudesic. All rights reserved.
Problem Space
• Record collections grow,
never shrink
• Difficult to find the right
record
• Do I have the CCR
Green River album?

© Copyright 2014, Neudesic. All rights reserved.
Why Manage Records???
• Compliance
• 5015.2
• Manageable content
• Findability
• Business requirements
• Legal requirements

© Copyright 2014, Neudesic. All rights reserved.
Problem Space
• Records Management
is Scary!
• Reactive Procedures
• Cumbersome & Painful
• Legally Required

© Copyright 2014, Neudesic. All rights reserved.

© Copyright 2014, Neudesic. All rights reserved.
Life in SharePoint 2007
• Sites & Libraries
• Versioning &
Auditing
• Content Types
• Information
Management
Policies
• Content Organizer
Records Center

© Copyright 2014, Neudesic. All rights reserved.
2010 Horsepower
• In Place vs. Records Center
• Managed Metadata
• Content Type Hub
• Document Sets
• Document ID
• Multi-Stage Retention
• Scale (Tens of millions per Record Center)
• Remote Blob Storage
• eDiscovery and Holds

© Copyright 2014, Neudesic. All rights reserved.
2010 Gaps
• Email
• Lync
• eDiscovery & Holds
• Site Management

© Copyright 2014, Neudesic. All rights reserved.
2013 to the Rescue – Email & Lync
• Link a mailbox between SharePoint and Exchange
• Stored in Exchange
• Discovered and held by SharePoint
• Consistent management across Outlook and
SharePoint
• Lync content stored in Exchange and discoverable by
SharePoint

© Copyright 2014, Neudesic. All rights reserved.
2013 to the Rescue – eDiscovery
• Enterprise Search capabilities
• Discovery Center
• New Site Collection template
• Manage cases
• Discovery Case
• Set up Sources and Queries: SharePoint, Exchange
and/or File Share
• Discovery Sets
• Exports

© Copyright 2014, Neudesic. All rights reserved.
2013 to the Rescue – Discovery Download Manager
• Documents
• Lists (entire list as .csv)
• Pages (.mht)
• Exchange (.pst)
• Includes manifest in Electronic Discovery Reference Model
(EDRM) specification XML doc

© Copyright 2014, Neudesic. All rights reserved.
2013 to the Rescue – Sites
• Site based compliance
• Site Mailboxes
• Documents in SharePoint
• Email and Lync in Exchange
• Single compliance policy

© Copyright 2014, Neudesic. All rights reserved.
What Else?
• Physical
• Track physical records
• Digitize physical records
• eDiscovery needs some help…maybe
• IRM

Ryan McIntyre
ryan.mcintyre@neudesic.com
http://blog.randomdust.com
@ryanmcintyre
303-520-6337

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SharePoint 2013 as a Records Management Platform - SharePoint Fest NYC 2014

1. SharePoint 2013 as a Records Management Platform Ryan McIntyre, MCPD, MCITP National Architect @ryanmcintyre

6. © Copyright 2014, Neudesic. All rights reserved. Life in SharePoint 2007 • Sites & Libraries • Versioning & Auditing • Content Types • Information Management Policies • Content Organizer Records Center

8. © Copyright 2014, Neudesic. All rights reserved. 2010 Horsepower • In Place vs. Records Center • Managed Metadata • Content Type Hub • Document Sets • Document ID • Multi-Stage Retention • Scale (Tens of millions per Record Center) • Remote Blob Storage • eDiscovery and Holds

11. © Copyright 2014, Neudesic. All rights reserved. 2013 to the Rescue – Email & Lync • Link a mailbox between SharePoint and Exchange • Stored in Exchange • Discovered and held by SharePoint • Consistent management across Outlook and SharePoint • Lync content stored in Exchange and discoverable by SharePoint

15. © Copyright 2014, Neudesic. All rights reserved. 2013 to the Rescue – eDiscovery • Enterprise Search capabilities • Discovery Center • New Site Collection template • Manage cases • Discovery Case • Set up Sources and Queries: SharePoint, Exchange and/or File Share • Discovery Sets • Exports

19. © Copyright 2014, Neudesic. All rights reserved. 2013 to the Rescue – Discovery Download Manager • Documents • Lists (entire list as .csv) • Pages (.mht) • Exchange (.pst) • Includes manifest in Electronic Discovery Reference Model (EDRM) specification XML doc

22. © Copyright 2014, Neudesic. All rights reserved. 2013 to the Rescue – Sites • Site based compliance • Site Mailboxes • Documents in SharePoint • Email and Lync in Exchange • Single compliance policy

26. Ryan McIntyre ryan.mcintyre@neudesic.com http://blog.randomdust.com @ryanmcintyre 303-520-6337

Notas do Editor

All of these help answer “What is a record?”
And lastly…Often not addressed early enough, search and findability is very important to a solid records management process. We need to be able to find our records when we need them, otherwise they’re of no use to us.
Falls a bit short…can get you from point a to point b, but doesn’t have all of what you need / want for records management.
Content Type hub and Multi-stage retention are the two big features that drive the train and enable a true RM solution in SharePoint
Now we’re talking! Can get where we need to get with enough horsepower to enact a true records management process and automate the majority of what we need using out of the box features in SharePoint.
800 HP twin turbo Grand Cherokee SRT, 0-60 in 3.1s, 1/4mi at 10.9s 130mph
A few shortcomings which need to be addressed through 3rd party or otherwise to have a complete RM solution.

SharePoint 2013 as a Records Management Platform - SharePoint Fest NYC 2014

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