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Introduction to Records Management in SharePoint 2013

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This session will focus on enterprise content management and records management features in SharePoint 2013. It will tie together various capabilities built into SharePoint 2013 such as record declaration, managed metadata, document IDs, content organizer, content hub, policies and e-discovery in order to support your enterprise records management initiatives. It will also talk to many of the changes in ECM and records management from SharePoint 2010 within SharePoint 2013

Publié dans : Technologie, Business

Introduction to Records Management in SharePoint 2013

  1. 1. Noorez Khamis @nkhamis http://www.khamis.net
  2. 2. Speaker Bio twitter: @nkhamis blog: Rez’s SharePoint Blog Spot http://www.khamis.net
  3. 3. So what’s this session about anyways?
  4. 4. First Off….
  5. 5. SharePoint Administrator Perspective Litigation, Audit or Mandate Hire Records & Compliance Managers File Plan/Retention Schedule Go do it SharePoint Admins!
  6. 6. File Plan & Retention Schedule Record Record Type Code FIN01 Accounts Payable May contain: Employee Expense Reports Invoices Purchase Orders Receipts Requisitions Vendor and Supplier Invoices Vendor Setup Vouchers for Payments Event Retention Period Responsible Department FINANCE AND Declared Date + 3 ACCOUNTING (Delete Versions) Declared Date + 5 (Delete Permanently) Official Version
  7. 7. Assemble Metadata, Taxonomy & Security
  8. 8. SharePoint’s interpretation of the File Plan Content Type Parent Content Type physical record Columns item Workflows Information Management Security Policies add new record expiration destroy record auditing barcode legal record physical record date signed signed NDA legal record second party NDA type model physical record project model stage creator creation date Legal only
  9. 9. Microsoft’s Strategy for Records Management
  10. 10. In SharePoint 2007….
  11. 11. In SharePoint 2010….
  12. 12. SharePoint 2010 Introduced…. More Info: http://www.khamis.net/Blog/Post/233/RecordsManagement-features-in-SharePoint-2010--Part-1---Introduction
  13. 13. In SharePoint 2013 … More Info: http://www.khamis.net/Blog/Post/273/SharePoint2013-Server-–-What’s-new-and-different-–Part-1
  14. 14. SharePoint 2013 Records Management
  15. 15. So where do we start as a SharePoint Admin? Bottom Line: Invest time in planning the SharePoint Logical Architecture for your Records Center Why?  Flexibility, Boundaries & Limitations
  16. 16. Boundaries and Limitations More Info: http://www.khamis.net/Blog/Post/260/ SharePoint-2010-vs--SharePoint2013-Boundaries-and-LimitsComparison
  17. 17. How SharePoint 2013 can help with scaling
  18. 18. In Place Records versus Records Centers Organizing Records Records Center Automatically routes to site or library via new content organizer In Place Loosely and flexibly organized Securing Records Full control on who can view, edit & delete Locating Records Versioning Records All in one location Each version must be explicitly sent Permissions can’t change but can restrict editing and deleting Spread across your farm Automatically assumes all versions Finding Records without leaving your collaboration site Not automatic, as requires a query but there is the new option of leaving a short-cut to the record Automatic Untidiness with Records vs. non Records Auditing eDiscovery Admin Security Number of Sites Not a problem, only records here Mix of both here but can create views Enabled Records only Records Manager Extra Records Center sites to manage Depends on parent site Records and non-Records Site Admins Fewer Sites to manage Scalability Greater database and site collection size Management Storage and Backup Reduces size of team sites and can expand Records Center site collections into separate databases Separate site or farm needed Can be stored and backed up in separate databases Document Sets Allowed Not supported No additional site needed Same database as other documents source: http://technet.microsoft.com/en-us/library/ee424394.aspx
  19. 19. The biggest drawbacks of In Place RM
  20. 20. But wait…. (Shameless Plug) source: http://sp2010inplacerecords.codeplex.com/
  21. 21. Managed Metadata Service
  22. 22. How SharePoint 2010 can help with Taxonomy
  23. 23. Deploy the Content Organizer
  24. 24. Turn on Auditing on Site, List or Content Type
  25. 25. Implement Multi-Level Retention Policies
  26. 26. Turn on Document ID’s
  27. 27. Implement Send To… on other SharePoint Sites
  28. 28. DEMO
  29. 29. Site Mailboxes
  30. 30. Turn on unified eDiscovery and holds
  31. 31. Site Policies
  32. 32. Document Set Improvements
  33. 33. DEMO
  34. 34. In Closing…
  35. 35. www.khamis.net