Records
Management
SharePoint 2013
Corey Harrison
Protiviti SharePoint Business Consulting
Agenda
Today’s Objective
Record Management Standards
SharePoint 2013 – New Features
Demonstration – Bringing Records Management into
your organization
• Common Traits of Successful SharePoint Projects
•
•
•
•
Today’s Objectives
Feel that Records Management is attainable
(yes…just one, but it’s important)
Records Management Standards
The path* of a Records Management implementation hasn’t changed, just a
few features. Let’s summarize it.
Perform a
Content
Inventory
Create a
Content
Type/Metad
ata Strategy
Build a File
Plan
Set
Retention
Schedules
* You can find this list on nearly every SP website
Build a
storage
strategy
(Record
Center vs. In
Place)
Determine
how to
declare a
record
What’s New in 2013
SharePoint 2013: Records Management
As part of the entire ECM process, one could say that
every feature leads to RM
Social
Enhancements
Collaboration
Enhancements
Information
Architecture
enhancements
Record
Management
Enhancements
- Administration
- Usability
Site Retention
A Record Center isn’t always necessary and declaring
individual files as records is unsupportable for large files
Retention policies can now be applied to SharePoint Sites
New retention policies for sites
Leverage the content hub
Set entire cite collection as read only
Site Retention
• New Site Retention Policies
• Site Closure: Put into a “Closed” state for
announcing the site is moving on
• Site Deletion: Automated deletion according to a
schedule
• Postponement: Similar to putting a “hold” on
deletion
• E-Mail Notification: Informs about upcoming
deletion
• Read-Only mode: Can put an entire site collection
in a protected format
Site Mailboxes
Finally the Exchange/SharePoint integration we’ve been
waiting for:
Emails are stored in Exchange
Site Mailboxes have their own email addresses
Documents & Emails both SharePoint and Outlook
Drag emails from Outlook into SharePoint
Manage emails as records (including Site Retention)
Mobile Access
Site Mailboxes
Benefits to Records
Management
• Project based retention
• eDiscovery
How do we get this?
• Site Mailbox App
• Exchange 2013
• Outlook Professional
Plus 2013
A Records
Management Demo
It’s not too late, or too difficult, to implement Records
Management Policies
Bringing Records Management into your
organization
Our demo is based on Protiviti’s experience with a common challenge facing
organizations.
How can we implement Records Management when:
•
We have so much unstructured data
•
We can’t get our team to use metadata
The solution is in it’s simplicity.
Protoso Legal – Office of the General Counsel
Common Traits of
Successful SharePoint
Projects
I’m not a fan of “Best Practices”
What Brings Success?
Remember this slide and how we didn’t spend time on it?
Let’s revisit a few steps…
Perform a
Content
Inventory
Create a
Content
Type/Metad
ata Strategy
Build a File
Plan
Set
Retention
Schedules
Build a
storage
strategy
(Record
Center vs. In
Place)
Determine
how to
declare a
record
What Brings Success?
What you read:
Create a
Content
Type/Metadata
Strategy
Build a File
Plan
• Create a comprehensive file plan
that has categorized every potential
document type
• Use the plan to build the Content
Type Strategy
What I’ve learned:
• Not everything is a record and
retention policies aren’t are complex
as we anticipate
What Brings Success?
What you read:
Build a storage
strategy (Record
Center vs. In Place)
• Create large Record Centers to hold
all content for simplicity of
organization
What I’ve learned:
• Multiple record centers are easier to
build, maintain, create a strategy for,
and administer
Questions?