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Best Practices for SharePoint Records Management (RM)

Mike Alsup Gimmal Group

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Welcome to Houston SharePoint Saturday

Thank you for being a part of the first ever SharePoint Saturday for the greater Houston area!

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AGENDA

· Challenges that SharePoint Records · ·

Mgmt. Must Address Best Practices for Electronic Records Mgmt. Best Practices for SharePoint Content & Records Mgmt. Foundation for a SharePoint Best Practices Framework SharePoint 2010 ECM & RM? Discussion The Problem asdfasdf asdfaf Current State of the Art asdasdfsd adf New Tools and Features adsd SharePoint Frameworks asd !!

·

· ·

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GIMMAL COMPANY FACTS

· Enterprise Content & Records Mgmt. Experts

· · · ·

Content and Records Management Specialists Trusted Advisors on large ECM programs 150 + clients with household names Thought Leadership

· Nationally Recognized

· Founded 2002 ­ Houston, NYC, Washington · Team averages 10+ years of experience · Some of industry's best known experts

· Broad Experience

· Clientele ­ Fortune 200 & government · Experience with all leading vendors · Especially EMC & SharePoint · Especially Enterprise RM deployments

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TOP 10 QUESTIONS IN ECM & RM

· Can we do everything with SharePoint?

· Does SharePoint RM scale to the Enterprise? · Does SharePoint 2010 RM fix everything from MOSS 2007?

· Can we justify consolidating ECM & RM to a single vendor?

· What about our investments in "X"?

· Do we need one File Plan and Retention Schedule for Electronic

and Physical Records?

· What about Paper-based Records Management? · How should we use "Big Buckets" in our File Plan?

· · · ·

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Who should control the Records Management functions? How is SharePoint related to eDiscovery? If we build it, will they come? Bonus Question ­ What about SharePoint 2010?

CLIENT CHALLENGES - #1

· Content Volume is Doubling Every 18 Months

· · · ·

Email has become a killer application & critical to business Share drives are 50% duplicates, trash & outdated information Few organizations have content management for all knowledge workers SharePoint is a disruptive technology for enterprise content and records

100% 90% 80% 70%

Digital Assets

Captured, 10%

ERM / COLD

Inventory Resistant, 28%

Grouped Document Sets, 11%

60%

50%

GIS and 40% Mapping 30%

Web, Intranet, 10% Collaborative 0% Content

20%

Duplicates, 15% Expired Records, 18%

Email, Office Documents

eTrash, 18%

Outdated, Expired, Trash ECM/RM and Imaging

Forms Capture and 50% Automation

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CLIENT CHALLENGES - #2

· Finding Information is Difficult and Time Consuming · 71% say it's easier on the web than on internal systems* · Clean-up, access, and management are needed · No one wants to be the librarian for their own information

Explorer

Office

Outlook

SharePoint

Legacy ECM

Legacy Apps

Information

*AIIM Tracks Business Benefits of Enterprise 2.0 June 30, 2009

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CHALLENGE # 3 ­ KNOWLEDGE WORKER USAGE

User

Explorer

Office 2007

SharePoint 2007

Native ECM/RM

Outlook 2007

Legacy EDM

Legacy App Interfaces

Search / Navigation / Taxonomy Manual & Semi-Auto Rules & Policies

Default Classification ***

Default Classification *** Default Retention

Foundation Content Services Taxonomy Services Classification Services Retention Services

Advanced Content Services Taxonomy Services Classification Services Retention Services Records Management Services

Message Specific Classification Default Classification Default Retention

Basic Classification Basic Retention

Data (Fully Automated Rules)

Removable Media

File Systems

SharePoint

ECM/RM

Exchange Legacy EDM Legacy Apps 2007

Paper Storage

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ENTERPRISE USAGE MODEL

User

Explorer

Office 2007

SharePoint 2007

Native ECM/RM

Outlook 2007

Legacy EDM

Legacy App Interfaces

Search / Navigation / Taxonomy Manual & Semi-Auto Rules & Policies

Default Classification ***

Default Classification *** Default Retention

Foundation Content Services Taxonomy Services Classification Services Retention Services

Advanced Content Services

Contenders: IBM OpenText Oracle EMC Microsoft

Taxonomy Services Classification Services Retention Services Records Management Services

Message Specific Classification Default Classification Default Retention

· Many Moving Parts · Enterprise is Key · Lifecycle is Key · This is a Journey

Basic Classification Basic Retention

Data (Fully Automated Rules)

Taxonomy, Classification, Retention, & Records Mgmt. Services

Message Specific Classification Default Classification & Retention

Removable Media

File Systems

SharePoint 2007

SP 2010 ECM/RM

Default & Calculated Classification Default Retention

Exchange Legacy EDM Legacy Apps 2007

Default & Calculated Classification Default Retention

Paper Storage

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MICROSOFT VIEW OF SHAREPOINT PRODUCTS

Foundational ECM Limited Support for Products

Document Mgmt. Records Mgmt. Web Content Mgmt. Rich Media Mgmt. Document Output Mgmt. Email Archiving Human Centric Workflow

Supplemental ECM Embrace and extend SharePoint with Product Partners

Physical, DoD Records Mgmt. Business Process Mgmt. Transactional Content Mgmt. Scanning and Capture Archiving & Library Services

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CHALLENGE # 4 - UNGOVERNED "ORGANIC" ENVIRONMENT

Top Site Portal Top Site Portal · One-off design from rest of sites · Look and feel · Navigation · No centralized site directory · Contains documents · Many are copies of documents from other sites but are put here for convenience · Do you really want to have to manage documents at your portal level?

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UNGOVERNED "ORGANIC" ENVIRONMENT

Top Site Portal

Site 1 · One-off navigation · 5 sub-sites · 17 pages · 3 document libraries · 19 content types · No retention mgt · Local search config

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UNGOVERNED "ORGANIC" ENVIRONMENT

Top Site Portal

Site 1 · One-off navigation · 5 sub-sites · 17 pages · 3 document libraries · 19 content types · No retention mgt · Local search config

Site 2 · One-off navigation · 1 sub-site · 3 pages · 1 document library · 4 content types · No retention mgt · Local search config

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UNGOVERNED "ORGANIC" ENVIRONMENT

Top Site Portal

Site 1 · One-off navigation · 5 sub-sites · 17 pages · 3 document libraries · 19 content types · No retention mgt · Local search config

Site 2 · One-off navigation · 1 sub-site · 3 pages · 1 document library · 4 content types · No retention mgt · Local search config

Issues: 1. Sites are not connected 2. Each site has own branding, look and feel 3. Navigation is inconsistent 4. All content is retained forever 5. Different definitions of content · Site 1 has "Invoice ­ Purchasing" · Site 2 has "Invoice" 6. Search experience differs per site

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UNGOVERNED "ORGANIC" ENVIRONMENT

Top Site Portal

Site 1 · One-off navigation · 5 sub-sites · 17 pages · 3 document libraries · 19 content types · No retention mgt · Local search config

Site 2 · One-off navigation · 1 sub-site · 3 pages · 1 document library · 4 content types · No retention mgt · Local search config

Site 3 · One-off navigation · 26 sub-sites · 64 pages · 13 document libraries · 270 content types · No retention mgt · Local search config

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UNGOVERNED "ORGANIC" ENVIRONMENT

Top Site Portal

More Issues: 1. Chaos grows 2. Content volume is increasing rapidly with this new large site ­ still no unified retention policy 3. We've added more "rogue" content types · This site added an "Invoice ­ Vendor" AND "Invoice ­ Contractor" 4. Metadata management is becoming inconsistent 5. No standard security model 6. How are Records managed?

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UNGOVERNED "ORGANIC" ENVIRONMENT

Top Site Portal

Some sites may be connected to Portal, others not

How do you govern this?

How are you going to support this?

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Best Practices for SharePoint Enterprise Content & Records Mgmt. FOR ELECTRONIC RECORDS MGMT. GOVERNANCE AND COMPLIANCE

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STATE OF ELECTRONIC RECORDS MANAGEMENT - 2010

· · · ·

Most content does not have "record" value Once stored, most content is not retrieved Large volumes of unmanaged content Still have "fire drills" when records are needed for FOIA, litigation, investigations, etc. · Enterprise content management solutions can be complicated and expensive

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WHAT'S WORKING ­ OVERALL BEST PRACTICES

1. 2. 3. 4. 5. 6. 7. 8.

Governance Covers All Content Enterprise Information Lifecycle Model Records Retention Schedule Retention Hold Process Automated Destruction Process Destruction Logs Communication and Training Compliance Monitoring

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WHAT'S WORKING ­ BEST PRACTICES

1. Governance Covers All Content Formats and Versions

· Modern Software Tools enable Enterprise Content Governance

· Build on Guidance From Standards

- GARP® http://www.arma.org/garp/ - DoD 5015.02-STD Electronic Records Management

Software Applications Design Criteria Standard http://jitc.fhu.disa.mil/recmgt/p50152stdapr07.pdf

- ISO 15489 Information and Documentation ­ Records

Management http://www.arma.org/

- Dublin Core Metadata http://dublincore.org/

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WHAT'S WORKING ­ BEST PRACTICES

2. Enterprise Information Lifecycle Model User Expectations

· All content has to be managed:

- Compliance with regulations for retention, privacy, and security rqmt's - Content is managed from creation to disposition, usually destruction

- Risk mitigation to protect IP, business continuity and disaster recovery - Production of records in litigation and FOIA /Open Records Act requests

· Standard retention and rules for all content in every ILC state

Minimizes abandoned and orphaned content Accelerates destruction of temporary content Defines rules for transitions between ILC states Tagging early in ILC is important to enterprise retention and retrieval

Predictability, relevance, accuracy, confidence, and trust

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ENTERPRISE INFORMATION LIFECYCLE

Hold

Temporary

Work In Progress

Final

Disposition

Retention XX Days Location(s) Network Shares E-mail Inbox Metadata Name Version As Supported Security Local Rules Corporate Policies Disposition 28 Day Purge Area Retention XX Months Location(s) Document Libraries Metadata Name Content Type Version Major & Minor Security Local Rules Corporate Policies Disposition Recycle Bin Retention Retention Schedule Location(s) In Place, Record Center or 3rd Party Product Metadata Name Content Type Version None Security Read Only Coordinators Delete Disposition Immediate

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WHAT'S WORKING ­ BEST PRACTICES

3. Purpose of retention schedule is record retention

· Applicable to all record media, formats

· Compliant with legal rqmt's across all countries and jurisdictions

· Compatible with how laws and regulations are organized · Simpler the better! · Big Buckets · Integrated Legal Research

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BIG BUCKET APPROACH

· Retention Categories are "buckets" ­ where retention & disposition managed

· Same or similar business processes · Same or similar legal and regulatory requirements · Maintained for the same or similar amount of time

· Fewer/bigger "buckets" are better

· Easier for users & automatic categorization tools · Improve ability to consistently retain records · Lower total cost of ownership

· Best practice to structure retention schedules - based on ISO 15489

· 1st level is derived from functions and activities, not business unit names

(Business Function)

· 2nd level is based on the activities constituting the function; retention periods are

assigned & destruction is managed at this level (Retention Category)

· 3rd level is comprised of record types generated as a result of activities or

transactions within each record series (Record Type)

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RETENTION SCHEDULE STRUCTURE

Business Function Retention Category Record Type SharePoint Content Type

Employee Agreements Master Service Agreements Non Disclosure Agreements

(Big Buckets)

Employee Agreements Vendor Contracts

LEG01: Contracts

Legal (LEG) Bankruptcy Files LEG02: Litigation

Mediation Records

Statements of Work

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LEGAL RESEARCH AND LEGAL CITATIONS

· Failure to comply with laws and regulations creates risks:

fines, sanctions, and penalties, including embarrassment Commercial : >15,000 legal citations at US federal and state levels State Government ­ Must comply with state rules Legal research usually performed by attorneys Legal Citations Mapping Legal Citations to Retention Categories Retention Schedule

· · ·

·

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WHAT'S WORKING ­ BEST PRACTICES

4. A Retention Hold Process must be followed

· Standardized process to apply and remove retention holds

suspends the retention schedule for:

· · · ·

anticipated litigation, governmental proceedings, investigations, or audits

· Holds need to be applied to electronic content in secure manner

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WHAT'S WORKING ­ BEST PRACTICES

5. Automated Destruction Process

· · ·

Automated when possible and sustainable When content meets its retention period usually destroyed immediately When destruction of electronically stored content cannot be automated, manual processes are used so content is deleted at the end of its lifecycle Destruction logs provide evidence to verify of electronic record destruction Destruction logs prove content was destroyed for an investigation Keep information on the destruction log to a minimum · Unique identification of piece of content · Significant dates of piece of content's lifecycle · System-generated information and properties

6. Destruction Logs

· · ·

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WHAT'S WORKING ­ BEST PRACTICES

7. Communication and Training

· Communicate a consistent message retention management is important · People will embrace the change process if clear information is available · Regular compliance training for new hires and information workers

8. Compliance Monitoring

· Monitor information workers compliance in non-disruptively and transparently · When non-compliance is discovered, take action to bring into compliance

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Best Practices for SharePoint Enterprise Content & Records Mgmt.

FOR SHAREPOINT GOVERNANCE AND COMPLIANCE

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SHAREPOINT GOVERNANCE AND COMPLIANCE

· Standardized Site Templates

· Publishing · Collaboration · My Sites

· · · · ·

Applying a Framework Auto-Provisioning of Sites Metadata Inheritance Drag and Drop Support Functional Scoping

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STANDARDIZED SITE TEMPLATE TYPES

· Site templates for:

· Publishing · Collaboration · Personal (MySite)

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STANDARDIZED SITE TEMPLATES - PUBLISHING

· Publishing

· ·

Purpose ­ Presentation of approved content to a broad audience No document storage in these sites

Global Navigation & Site Directory

Masthead

Local Navigation

· Features

· · · · ·

Standardized page layouts Standardized navigation Standardized search Standardized site and sub-site structure Custom web parts

Standard Zones

Sample Publishing Site Home Page

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STANDARDIZED SITE TEMPLATES - COLLABORATION

·

Collaboration

· ·

Purpose ­ Content creation and sharing within a team 3 Templates Supported · Organization · Project · Community of Practice Limited access based on membership

·

·

Features

· · · · · ·

Standardized page layouts Standardized navigation Standardized search Standardized site and sub-site structure Standardized library structure Custom web parts

· · ·

Enhanced content query Library content types summary Dashboard items

Sample Collaboration Site Page

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STANDARDIZED SITE TEMPLATES - PERSONAL

·

MySites

· · ·

Personalized pages Personal content management space Personnel directory

·

Features

· ·

Standardized page layouts Standardized navigation, tied directly with all Framework sites Standardized search Standardized site and sub-site structure Standardized library structure

· · ·

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BASE SITE STRUCTURE AND PAGE CONTENT

Best Practices ­ Framework:

· Support any baseline design for

sites and sub-sites, pages and web parts, styles and branding

· Establish consistency of site

structure through provisioning

· Manage sites through SharePoint

Features and Content Types inherited into sites (applied programmatically), not as oneoffs, like traditional site templates

· Support standardization of

security model and configurable levels of security inheritance throughout the tree 37

APPLYING A FRAMEWORK

Top Site Portal

Some sites may be connected to Portal, others not

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FRAMEWORK SITE MODEL

Enterprise Intranet Site Collection(s)

· All TeamSites start out the same Organization, Project, Workgroup & Community TeamSites

= User Navigation

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FRAMEWORK SITE MODEL

Enterprise Intranet Site Collection(s)

Organization, Project, Workgroup & Community TeamSites

· All TeamSites start out the same · Sites will be configured to meet individual team needs · But standards for usability and governance will always apply

= User Navigation

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FRAMEWORK SITE MODEL ­ ADDING MYSITES

Enterprise Intranet Site Collection(s)

Organization, Project, Workgroup & Community TeamSites

· All TeamSites start out the same · Sites will be configured to meet individual team needs · But standards for usability and governance will always apply

MySites

= User Navigation

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AUTO-PROVISIONING

Standardized Site Templates

· ·

Leverage request and approval workflow process with InfoPath forms Produces standardized environments

· · · · · · · · ·

Security groups and membership Roles Pages and navigation Web Parts Lists Document Libraries Content Types Site and library columns and auto-population rules Custom functions

· Supports all Site Templates

· Publishing · Collaboration · Organization · Project · Community of Practice · Personal (MySites)

· · · ·

Implement Features that are easily managed Ensures governance settings Minimizes "Administration" training Limits manual configuration to local business specifications

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Information Lifecycle

File Plan / Retention Schedule

· File Plan · Retention Schedule · Legal Citations · Legal Holds · Content Types · Information Policy · Retention Definition · Document Templates

Records Center

Microsoft External Blob Storage (EBS) ( RBS)

Master Site

Top Level Portal

Automated Site Provisioning

· Lifecycle · Taxonomy · Navigation · Features · Search · Security · XML Config.

Optional:

BlueThread Documentum Source One HP Tower

Team Sites

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SHAREPOINT FRAMEWORK

MySites

METADATA INHERITANCE

Standardized Site Templates

· · · ·

For auto-population of metadata based on rules Minimizes need for user input, improves user adoption Captures necessary information to support compliance or other rules Fully configurable at multiple levels

· Site collection, site, library, folder and content type

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DRAG AND DROP SUPPORT

Standardized Site Templates

· Allows for drag and drop of files

from non-SharePoint sources into Document Libraries · Configurable · Can support auto-classification

and auto-population of metadata · Supports zero, one, or multiclick use cases

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ADMINISTRATION ­ FUNCTIONAL SCOPING

Standardized Site Templates

· Automatic pruning of administrative functions not appropriate for

local administrators · Configurable by type of site · Prevents local administrators from circumventing global rules and violating compliance · Still gives administrators the local autonomy they need to configure and customize sites for their business needs

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Best Practices for SharePoint Enterprise Content & Records Mgmt.

FOR SHAREPOINT RECORDS MANAGEMENT

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SHAREPOINT 2010 RM CAPABILITIES

· · · · · · ·

Managed Metadata Service Content Types Content Organizer Information Management Policies and Metadata Folders Document Sets Record Management

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MANAGED METADATA SERVICE

· Ensures a common vocabulary and a

central source for metadata terms · In MOSS 2007, this was best achieved using site columns · In SharePoint 2010 there is centralized management of a metadata hierarchy · Can push the management of the the metadata terms to the business units

· Also, a Unique ID for all content in

SharePoint!

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CONTENT TYPES

· MOSS 2007 Content Types were scoped to a site collection

· Custom Master Site with Solution/Feature deployment

· SharePoint 2010 Content Types Establish Consistent Schemas across

the Enterprise

· Incorporates Managed Metadata · Incorporates Information Policies · Supports Document Sets

· Enables scalability through Content Type publishing, centralized

libraries, and page consistency

· Changes to Content Types are inherited in Sites where they are used

· Content Type Hub Service

· 1 per Managed Metadata Service

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CONTENT ORGANIZER

· In MOSS 2007, routing was based on the content type or a

custom router · SharePoint 2010 router can route upon any attributes and build a structure based upon attribute values

· Based on 2007 Router · Multiple rules can be created to route the document when it is loaded

into the library

· Content Organizer available in all sites, not just Records Center · Significantly assists in the usability of the Records Center

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INFORMATION MGMT. POLICIES AND METADATA

· Information Management Policies (IMPs)

· · · ·

Applied through Content Type OR Container (library/folder) Non-Record & Record expiration in same policy Ensure Compliance Functional Scoping Applied through Site Provisioning

· Location-based policies

· In MOSS 2007, information management policies applied to Content Types · In SharePoint 2010, IMPs can be applied at the container level.

· Location-based metadata

· In SharePoint 2010, document can inherit attribute values from it's location · Default attribute values can be set at the library or folder level

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FOLDERS

· Apply Retention at the Folder · Apply Default Metadata values at Folder · Children folders items that reside at lower levels within the folder

can either inherit the policies at the folder level, or can have their own policies defined.

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DOCUMENT SETS

· · · ·

A Content Type that serves as a container for other content types Customizable Landing Page Apply updates in bulk Automate repetitive content creation

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SHAREPOINT 2010 RECORDS MGMT.

· SharePoint 2010 Records Center

· Metadata-Driven · Massively Scalable · Hierarchical Archive

· Supports Multi-Stage Disposition · Supports Holds · Supports In-Place Records Mgmt.

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SHAREPOINT 2010 RECORDS MGMT.

· Multi-Stage Disposition

· MOSS 2007 policies supported a

single stage disposition of destruction · SharePoint 2010 disposition policies support multiple disposition steps

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SHAREPOINT 2010 RECORDS MGMT.

· Holds in any SharePoint

Document Library

· MOSS 2007 supported holds in

the Records Center · SharePoint 2010 now supports in-place holds in all Document Libraries

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SHAREPOINT 2010 RECORDS MGMT.

· In-Place Records Mgmt.

· In MOSS 2007, a document had to

be copied to the Records Center · In SharePoint 2010, can still copy a record to the Records Center but can optionally leave behind a link in a document library · SharePoint 2010 also supports records management in place with a retention period

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INFORMATION LIFECYCLE ENFORCEMENT IS THE GLUE

Hold

Temporary

Work In Progress

Final

Disposition

Retention XX Days Location(s) Network Shares E-mail Inbox Metadata Name Version As Supported Security Local Rules Corporate Policies Disposition 28 Day Purge Area Retention XX Months Location(s) Document Libraries Metadata Name Content Type Version Major & Minor Security Local Rules Corporate Policies Disposition Recycle Bin Retention Retention Schedule Location(s) In Place, Record Center or 3rd Party Product Metadata Name Content Type Version None Security Read Only Coordinators Delete Disposition Immediate

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Information Lifecycle

SharePoint 2010

· File Plan · Retention Schedule · Legal Citations · Legal Holds

Managed Master Metadata/ Site Content Hub

File Plan / Retention Schedule

· Content Types · Information Policy · Retention Definition · Document Templates

Records Center

Microsoft External Blob Storage (EBS) ( RBS)

Top Level Portal

Automated Site Provisioning

· Lifecycle · Taxonomy · Navigation · Features · Search · Security · XML Config.

Optional:

BlueThread Documentum Source One HP Tower

Team Sites

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SHAREPOINT FRAMEWORK

MySites

PLANNING THE SHAREPOINT 2010 MIGRATION

· First Steps · Review of Current Requirements and Business Case · Define SharePoint Framework Based on Gap Assessment & Best Practices

· SharePoint Solution Architecture · Information Lifecycle · Standards for Governance & Taxonomy · SharePoint Infrastructure · Identify Proofs of Concept to Build Built · Define Roadmap & Priorities · Define Costs

· Next Steps Vary · SharePoint Governance Initiated · Standards for Provisioned Sites Taxonomy, Navigation, Search · Analyze Current Content Migrate · Pilots Built

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BEST PRACTICES FOR A SHAREPOINT FRAMEWORK

· Enables SharePoint Governance and Policy

· Not just Infrastructure Content and Records · Supports a Records Management Program(s) · Supports a Legal and eDiscovery Program(s)

· Defines SharePoint Solutions for the Enterprise

· Provides a Foundation for Consistent Dept. Team Sites and MySites · Defines the SharePoint partner / product ecosystem · Separate from business process · Enforced across multiple repositories · Achievable with a practical minimum of user involvement

· Defines an Enterprise Information Lifecycle

· Prioritizes the Path to Enterprise Deployment of SharePoint · The best time to establish a best practices approach is with a

new version of SharePoint (e.g. 2010!)

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TOP 10 QUESTIONS IN ECM & RM

· Can we do everything with SharePoint?

· Does SharePoint RM scale to the Enterprise? · Does SharePoint 2010 RM fix everything from MOSS 2007?

· Can we justify consolidating ECM & RM to a single vendor?

· What about our investments in "X"?

· Do we need one File Plan and Retention Schedule for Electronic

and Physical Records?

· What about Paper-based Records Management? · How should we use "Big Buckets" in our File Plan?

· · · ·

63

Who should control the Records Management functions? How is SharePoint related to eDiscovery? If we build it, will they come? Bonus Question ­ What about SharePoint 2010?

Session Evaluation

· Please complete and turn in your Session Evaluation Form so we can improve future events. · Presenter:

­ Mike Alsup

· Session Name:

­ Best Practices for SharePoint RM

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