Presented at SharePoint TechFest Houston 2015. All rights reserved.

1. SharePoint Records
Management –
Office 365
#HoustonSPTF
Tiffany Songvilay
@officeovereasy
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2. Who is Tiffany Songvilay?
• Independent SharePoint
consultant since 2007
• Records management expert
• Documentation advocate
• Defender of developers
• Social media fan
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3. Agenda
• How is a record declared?
• Out-of-the-box solutions
• Centralized vs. in-place
• What’s different in the cloud?
3

4. How is a record declared?


Create &
Classify
Review &
Approve
Mark Final
& Publish
Declare
Record
Store &
Reference
Destroy
Department Collaboration Site Record Center

5. Out-of-the-box SharePoint solutions
2010 and 2013• Holds
• Information management policies
• Managed metadata
• Content type syndication
• Content organizer rules
• Document sets
• Disposition workflow
• Document IDs
• Hierarchal retention policies
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6. Office 365
• Content type hub
• Site-based retention
• Case Manager sites (eDiscovery
Center) – hold search includes
Lync, Exchange, and file shares
• Site Mailbox app - drag and drop
(and retain) emails to a project site
but manage and read them in
Outlook 2013
• XML Export
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7. Which option is right for me?
In-Place Records Management
• Content types in place across entire organization
• No regulation that requires a centralized repository
• Accessible by original collaborators
• All employees trained to be record custodians
Centralized Record Center
• Managed in one place by existing RM’s
• Minimize impact on existing
collaboration sites
• Lifespan of records outlives lifespan of
collaboration sites
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8. On prem: Web App
• Separate Record Center into its own web app and database –
simplifies recovery process for records
• Recycle bin off/on - choose recycle bin turned off so items are
permanently deleted instead of moved into recycle bins prior to
deletion
• Timer job scheduling – separate web app means that timer jobs
can be modified without impacting department SharePoint sites
• Search center - create a shared enterprise search center to
index/search all site collections – records could be removed from
search at the site collection level
• Term store - create a shared term store (managed metadata
service) to be used across all site collections - records
management terms can be used as managed metadata columns
in all sites
• Delete item – remove user permission to delete items “just in
case” – will create frustration during pilot and testing
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9. Demonstration

10. MMS - Term Store Management
• Add Term Store Administrators
• Limitations – no edit in
datasheet, no ‘beginning with’ or
‘contains’ filters, can’t use
calculated fields
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11. Site Columns
• Dept – Managed Metadata
• Business Area – Managed
Metadata
• Date Record Became Active –
Date and Time
• Retention Start Date – Date
and Time
• Retention Event – Choice
(because of MMS limitations)
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12. Content Types
• Document as parent
• Add a helpful
description
• Change Column order
• Add to Library
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13. Content type hub

14. Information Management Policies
• Enable Retention
• Add Stages
• Enable auditing
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15. Collaboration site Declare
Record

16. Collaboration site (cont.)
• Content types subscribed to the hub
Declare
Record

17. Record Center
• Content Organizer Rules
Declare
Record

18. Content Organizer Rules
• Bind metadata to
content types
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19. Policy

20. Record Center 101

21. SharePoint Definitions
Metadata Represented in SharePoint by site columns (e.g., title, author, event date).
Content Type A reusable collection of metadata definitions that apply to a category of
SharePoint documents (e.g., contracts, engineering drawings, policies).
Information
Management Policy
A set of rules that govern the lifecycle of a document in SharePoint.
Typically used to apply disposition policies but they can also be used to
route documents to another location based on an event date.
Records Library A special version of a Document Library that facilitates the record
declaration process. Libraries can be divided into multiple levels of folders
and subfolders to allow for a more granular or complex solution.
Content
Organizer Rule
Used to route documents out of a Drop off library and into a final location.
Conditions are defined by a combination of content type plus metadata to
ensure that documents are routed into the correct retention or security
container.
Document Set A special version of a content type that allows many documents to be
grouped and therefore retained together based on the same event (e.g.,
project end date).

22. What is a record?
All materials regardless of physical form or characteristics made
or received by an agency of the United States Government under
Federal law or in connection with the transaction of public
business and preserved or appropriate for preservation by that
agency or its legitimate successor as evidence of the
organization, functions, policies, decisions, procedures,
operations, or other activities of the Government or because of
the informational value of data in them.
Electronic Record: Any information that is recorded in a form that
only a computer can process and that satisfies the definition of
a record.

23. What is Records Management?
eDiscovery
Business Process
Compliance
How is this different from Document
or Content Management?
• Government regulation and
compliance
• Destruction defined by a retention
schedule – legal justifications
• Covers both paper and electronic
• Manages off-site and cloud storage
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24. Similar but different
Create &
Classify
Review &
Approve
Mark Final
& Publish
Declare
Record
Store &
Reference
Destroy
Department Collaboration Site Record Center