2. About RecordPoint
Experts in Information Management on Microsoft
Microsoft Gold Certified in 8 competencies
Developing SharePoint Records Management software and solutions since
2003
Launched RecordPoint product in July 2008
The VERS certified and built to meet requirements of PRA and ISO 15489
30 Customers in Australia and New Zealand
Contributing Member of the Records and Information Management
Professionals Association of Australia
1 of 30 partners worldwide on Global Partner Advisory Council for
SharePoint
4. Why RecordPoint
Forester View
“Navigating the broad array of SharePoint partners can be complex. Microsoft lists six
technology partners that it perceives to be important in supplementing enterprise
records management scenarios with SharePoint 2010. These include:
• FileTrail - Provides physical records tracking and management
• Global 360 - Provides business process management and case management
• KnowledgeLake - Provides document imaging and capture technologies
• Metalogix Software - Provides advanced storage management, archiving, and
migration tools
• Nintex - Provides advanced workflow and analytics tools
• RecordPoint - Provides support for Australian, New Zealand, and European
regulatory requirements”
Forrester Research - Microsoft Makes Records Management Improvements With
SharePoint 2010
5. Why RecordPoint
Microsoft’s View
Adam Harmetz, the Lead Program Manager for the SharePoint Document and
Records Management engineering team at Microsoft said in a recent online interview
about Records in SharePoint 2010.
“We constantly get questions from around the world about how to deal with
local government and industry standards for information management. Let
me throw just a few at you… MOREQ2, VERS, ISO 15489, DOMEA, TNA,
ERKS the list goes on. Some of these standards are loosely based on one
another and some have contradictory elements. Rather than focus our
engineering efforts on addressing each of these standards in turn, we made
the choice to deliver the usability and innovation required to make records
management deployments successful and allow our partner ecosystem to
build out the SharePoint platform to deal with specific requirements for
those customers that are mandated to adhere to a specific standard.”
6. What do we mean by compliance
In Western Australia – Standards come from:
ISO 15489
ISO 16175:2011 – Principles and Functional Requirements for Records in Electronic
Office Environments (ICA Function Requirements)
STATE RECORDS ACT OF WESTERN AUSTRALIA, 2000
FREEDOM OF INFORMATION ACT, 1992
PRIVACY ACT, 1988
CRIMINAL CODE ACT, 1913
FINANCIAL ADMINISTRATION AND AUDIT ACT, 1985
RECORDS OF INDIGENOUS INDIVIDUALS, FAMILIES OR COMMUNITIES
7. Microsoft’s Research
Req - How much
compliance out of the A considerable amount of the
box? requirements of ICA standard is
delivered SharePoint 2010.
• 88% of Records functionality as defined by the ICA standard is now available “out of the
box” using Sharepoint 2010
• Additional configuration and Third party applications are required to provide specific
records compliance functionality
8. SharePoint Gaps
Physical and Hybrid Records Management
Metadata Export and transfer
Email management and automated capture of related
metadata
Complex Classification configuration
Complex disposal and transfer actions
Native Security Classification
9. What Needs to be Managed?
Electronic Files... Physical Objects...
• Office documents • Printed documents
• Email • Letters
• Images • Film
• Website content • Certificates
• Databases • Fax
• Audio / Video files • Forms
• Wiki entries
• Blog posts
10
11. A More Practical Approach
Use rules to map business (information) processes to Records
Management system
Business
Processes
Records
System
12. SharePoint
RecordPoint
Access Control
Rules Engine
Audit
Classification
Version Mgmt
Disposal
Search
Security
Workflow
Compliance
Content Mgmt
13. RecordPoint Features
Summary
In-Place managed and Archived electronic
records
Centralized Paper records management
Automated archiving/ scaling of Records
Archive
VERS/ ISO 15489 Compliance
Advanced Rules engine
Long term preservation functions
File Plan/ Classification scheme
Management in Managed Metadata
Centrally managed Retention and
Disposition
Hybrid Electronic/ Paper Records
Paper File Control (requests)
Active File Migration API
Paper file/ Box Management
Bar-coding extensions
14. What you have in a Legacy System
File Number
File
Folders
Documents
Title + Classification
Owner
Disposal
15. What you have in SharePoint/
RecordPoint
File + Title
Folders
Classification
Document
File Number
Disposal
Owner
17. Differences between a SharePoint 2010 records
archive, in-place records and RecordPoint -
Functional
Factor Records archive In-place records RecordPoint
Upload Retention schedules. No upload tools No upload tools available. Best of all worlds – uses the RecordPoint Rules Engine (souped up
available. content organiser) and allows retention schedules to controlling
different policies for records and active documents based on the
current content type, location or metadata.
Classification and retention schedule Retention schedules Retention schedules managed Centralised Retention schedules across the SharePoint farm,
exposed as Managed Metadata. managed manually. manually. Classification scheme and Retention schedules exposed as Managed
Metadata.
Manage Physical Records No Can be setup as a flat list of RecordPoint manages all physical Records centrally including the
physical records (but does not ability to generate physical records labels and track physical records
include file tracking), this does thru out their lifecycle.
not scale well.
Ability to carry out complex disposal No, requires custom No, requires custom Built-in to RecordPoint disposal process – no custom development
processes e.g.. Transfer to Archives/ development. development required.
Offsite
Nominate ‘file’ containers at various No. No. Built-in to RecordPoint is the ability to configure the ‘file’ container at
levels of aggregation e.g.. Sites/ an aggregation level e.g.. Site, Document library, Folder etc.
documents sets.
Manage a centralised retention No. No. Built-in and centrally controlled can be updated in one place and will
schedule against in-place controlled and flow thru to all new records based on that Record class.
archived records as described by ISO
15489
Output records in ADRI/ VERS or other No. No. Yes, built-in.
configurable XML formats
Hybrid Records No. No. RecordPoint manages all Hybrid Records centrally.
Metadata Security controls on Records No. No. Yes.
18. Differences between a SharePoint 2010
records archive, in-place records and
Record Point - Technical
Factor Records archive In-place records RecordPoint
Managing record The content organizer There may be different Best of all worlds – uses the RecordPoint Rules Engine (based on
retention automatically puts new policies for records and content organiser) and allows retention schedules to controlling
records in the correct active documents different policies for records and active documents based on the
folder in the archive’s based on the current current content type or location.
file plan, based on content type or
metadata. location.
Restrict which users Yes. The archive No. Permissions do not Configurable. By default permissions stay the same as when added to
can view records specifies the change when a SharePoint. However, you can restrict which users can edit and delete
permissions for the document becomes a records.
record. record.
Ease of locating Easier. All records are Harder. Records are Easiest, as Records are all in one location but also managed in-place.
records (for records in one location. spread across multiple
managers) collaboration sites.
Maintain all document The user must Automatic, assuming Automatic, but includes the ability to ‘archive’ items automatically.
versions as records explicitly send each versioning is turned on.
version of a document
to the archive.
Ease of locating Harder, although a link Easier. Easiest, as the record exists as a record in collaboration site and with
information (for team to the document can a ‘stub’ in the archive.
collaborators) be added to the
collaboration site when
the document
becomes a record.
19. Differences between a SharePoint 2010
records archive, in-place records and
Record Point - Technical
Factor Records archive In-place records RecordPoint
Clutter of Collaboration site Collaboration site Allow collaboration sites to be ‘archived’ so that it only contains
collaboration site contains only active contains active and active documents.
documents. inactive documents
(records), although you
can create views to
display only records.
Ability to audit Yes. Dependent on audit Yes.
records policy of the
collaboration site.
Scope of eDiscovery Active documents and The same eDiscovery The same eDiscovery search includes records and active documents.
records are searched search includes records
separately. and active documents.
Administrative A records manager can Collaboration site Only a Authorised Records Manager can manage Records,
security manage the records administrators have Collaboration site administrators have permission to manage active
archive. permission to manage documents only.
records and active
documents.
20. Resource differences between a records
archive, in-place records and RecordPoint
Factor Records archive In-place records RecordPoint
Number of sites to manage More sites; that is, there is a Fewer sites. Includes a separate archive in addition to
separate archive in addition collaboration sites being in-place managed.
to collaboration sites.
Scalability Relieves database size Maximum site Relieves database size pressure on collaboration
pressure on collaboration collection size reached sites. And Automatically Manages the Archive
sites. sooner. Database size scaling.
Ease of management Separate site or farm for No additional site Separate site/s for records, however all active
records. provisioning work content is known to the records archive and is
beyond what is already auditable and traceable.
needed for the sites
that have active
documents.
Storage Can store records on Active documents and Active documents and records stored together. And
different storage medium. records stored they can be stored on a different medium.
together.
