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SharePoint Saturday Richmond - Documents and Records in SharePoint, Really

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Liam Cleary [MVP]
Liam Cleary [MVP]
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Documents and Records in SharePoint, really? Liam Cleary
About Me • Solution Architect @ SusQtech (Winchester, VA) • SharePoint MVP since 2007 • Working with SharePoint since 2002 • Worked on all kinds of projects • Internet • Intranet • Extranet • Anything SharePoint Really • Involved in Architecture, Deployment, Customization and Development of SharePoint
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.
Agenda • Do we need Document Management? • What is Document Management? • What is Records Management? • Best Practices for Compliance and Success • SharePoint 2010 – Document Management Capabilities • SharePoint 2010 – Records Management Capabilities • Overall • “Words of Warning”
Do we need Document or Records Management? • Implementing a document 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
WHAT IS DOCUMENT MANAGEMENT?
What is Document Management? • 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 • 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
WHAT IS RECORDS MANAGEMENT?
What is Records Management? • Really it is about record creation • Final process within the Document Lifecycle • Process of: • Creation • Receipt • Maintenance • Use • Disposition of… • Capturing and Maintaining as Evidence • Capturing Transactional Data as Evidence
Best Practices for Compliance and Success • 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 • 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
SharePoint 2010 – Document Management Capabilities • Check In / Check Out • Versioning • Comparison • Managed Metadata • Structured • Folksonomy • Content Types and Site Columns • Metadata Navigation • Folder Structure and Filtering • Item Permissions • Document ID Service • Social • Ratings • Tags and Notes • Rule Based Submission – Content Organizer
SharePoint 2010 - Where to Start • Enable the Features you need • Site Collection • Site
DOCUMENT MANAGEMENT WITH SHAREPOINT 2010 Document Sets Metadata Navigation Content Types Social Tags and Notes
SharePoint 2010 – Records Management Support • Full Document Management Capabilities • Document ID • Multi-Stage Retention • Per-Item Audit Reports • Hierarchal File Plans • File Plan Report • Taxonomy and Centralized Content Types • Content Organizer • Virtual Folders – Metadata Navigation • In-Place Record Declaration • Support for tens of millions in a single record center • More in a distributed archive scenario
RECORDS MANAGEMENT WITH SHAREPOINT 2010 Records Center In-Place Record Declaration Content Organizer Retention Policies
Overall Thoughts… • SharePoint 2010 is “Game Changer for both Document and Records Management” • Great investments by Microsoft in both Document and Records Management • Great platform for building “end to end” solutions • Liam’s Document Management Rating • Liam’s Record Management Rating • I can help with this 
Overall… SharePoint
Gotchas… • 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 • 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 • Train, Train and then Train your users again
Special Thanks to Our Sponsors
SharePint Everyone is invited to SharePint Immediately following SharePoint Saturday Richmond (or around 6:20 PM) Meet at Aloft Richmond West 3939 Duckling Drive Glen Allen, VA 23060 (down the street from Dave & Buster’s) Then we will hop to the next location and the next within walking distance! SharePint: a gathering of SharePoint enthusiasts for fun, food, and drink.
Thank you & Questions Email: liamc@susqtech.com Work: http://www.susqtech.com Twitter: @helloitsliam Blog: http://blog.helloitsliam.com

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SharePoint Saturday Richmond - Documents and Records in SharePoint, Really

  • 1. Documents and Records in SharePoint, really? Liam Cleary
  • 2. About Me • Solution Architect @ SusQtech (Winchester, VA) • SharePoint MVP since 2007 • Working with SharePoint since 2002 • Worked on all kinds of projects • Internet • Intranet • Extranet • Anything SharePoint Really • Involved in Architecture, Deployment, Customization and Development of SharePoint
  • 3. 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.
  • 4. Agenda • Do we need Document Management? • What is Document Management? • What is Records Management? • Best Practices for Compliance and Success • SharePoint 2010 – Document Management Capabilities • SharePoint 2010 – Records Management Capabilities • Overall • “Words of Warning”
  • 5. Do we need Document or Records Management? • Implementing a document 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
  • 6. WHAT IS DOCUMENT MANAGEMENT?
  • 7. What is Document Management? • 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 • 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. WHAT IS RECORDS MANAGEMENT?
  • 9. What is Records Management? • Really it is about record creation • Final process within the Document Lifecycle • Process of: • Creation • Receipt • Maintenance • Use • Disposition of… • Capturing and Maintaining as Evidence • Capturing Transactional Data as Evidence
  • 10. Best Practices for Compliance and Success • 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 • 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
  • 11. SharePoint 2010 – Document Management Capabilities • Check In / Check Out • Versioning • Comparison • Managed Metadata • Structured • Folksonomy • Content Types and Site Columns • Metadata Navigation • Folder Structure and Filtering • Item Permissions • Document ID Service • Social • Ratings • Tags and Notes • Rule Based Submission – Content Organizer
  • 12. SharePoint 2010 - Where to Start • Enable the Features you need • Site Collection • Site
  • 13. DOCUMENT MANAGEMENT WITH SHAREPOINT 2010 Document Sets Metadata Navigation Content Types Social Tags and Notes
  • 14. SharePoint 2010 – Records Management Support • Full Document Management Capabilities • Document ID • Multi-Stage Retention • Per-Item Audit Reports • Hierarchal File Plans • File Plan Report • Taxonomy and Centralized Content Types • Content Organizer • Virtual Folders – Metadata Navigation • In-Place Record Declaration • Support for tens of millions in a single record center • More in a distributed archive scenario
  • 15. RECORDS MANAGEMENT WITH SHAREPOINT 2010 Records Center In-Place Record Declaration Content Organizer Retention Policies
  • 16. Overall Thoughts… • SharePoint 2010 is “Game Changer for both Document and Records Management” • Great investments by Microsoft in both Document and Records Management • Great platform for building “end to end” solutions • Liam’s Document Management Rating • Liam’s Record Management Rating • I can help with this 
  • 17. Overall… SharePoint
  • 18. Gotchas… • 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 • 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 • Train, Train and then Train your users again
  • 19. Special Thanks to Our Sponsors
  • 20. SharePint Everyone is invited to SharePint Immediately following SharePoint Saturday Richmond (or around 6:20 PM) Meet at Aloft Richmond West 3939 Duckling Drive Glen Allen, VA 23060 (down the street from Dave & Buster’s) Then we will hop to the next location and the next within walking distance! SharePint: a gathering of SharePoint enthusiasts for fun, food, and drink.
  • 21. Thank you & Questions Email: liamc@susqtech.com Work: http://www.susqtech.com Twitter: @helloitsliam Blog: http://blog.helloitsliam.com