Make Your Mark.
OFC313
Make Your Mark.
• Provide overview of document management and records
management capabilities in Office SharePoint Server 2007 and
Office 2007 client technology
• Provide an overview of the core integration for storing emails
from Exchange 2007 as records in Office SharePoint Server
2007
• Provide an overview and update on where Office SharePoint
Server 2007 fits with the New Zealand Public Records Act
Make Your Mark.
• Enterprise Content Management Overview
- Where does document and records management fit into the stack
• Document Management
- New SharePoint concepts and the client authoring experience
• Records Management
- Records from inside and outside SharePoint
• New Zealand Public Records Act 2005
- What does PRA and the American approach mean
to us and SharePoint
Make Your Mark.
ECM Business Drivers – Why Care?
1
2
Compliance
Consolidation
• PRA 2005
• ERKSS
• AS ISO 15489
• DIRKS
• File Servers
• Niche Content Systems
• Legacy Systems
Organisations are reviewing their
business processes and how they
manage the information assets that
support these processes
3
4
Operational
Efficiency
Content Explosion
• Central Storage
• Policy Enforcement
• Legal Requirements
Make
Your Mark.
• Lifecycle
• Personal Storage
• Versions
• Cheap Storage
• Digital Explosion
SharePoint 2007 Feature Areas & ECM
Server-based Excel
spreadsheets and data
visualization, Report Center,
BI Web Parts,
KPIs/Dashboards
Docs/tasks/calendars, blogs, wikis,
e-mail integration, project
management “lite”,
Outlook integration,
offline docs/lists
Business
Intelligence
Rich and Web forms
based front-ends, LOB
actions, pluggable
Enterprise single sign-on
Integrated document
management, records
management, and Web
content management with
policies and workflow
Business
Process &
Forms
Collaboration
Platform
Services
People &
Personalization
Workspaces, Mgmt,
Security, Storage,
Topology,
Site Model
Content
Management
Search
Partner
Solutions
Portal
Make Your Mark.
My Sites, social networking,
privacy control, content
targeting and aggregation,
Enterprise Portal template, Site Directory,
content aggregation, LDAP integration, composite applications
Enterprise scalability,
contextual relevance,
rich people and
business data search
ECM in Microsoft Office SharePoint
Server 2007
•OFC227 - Web Content
Management Features of
Microsoft Office SharePoint
Server 2007
User Interface
•OFC409 - Workflow
in Microsoft
SharePoint Products and
Microsoft
Office
Technologies 2007: Deep Dive for Developers
•OFC203 - Workflow in Microsoft SharePoint Products and
Technologies 2007: Out-of-the-Box and Creating Custom
Workflows
ECM Components
•OFC11-HOL - Using, Designing, Developing, and Deploying
Workflows on SharePoint Products and Technologies
Document
Management
Records
Management
Unified Services
•OFC305 - Building a High
Web browsers
Performance .com Site on
Microsoft Office SharePoint
Server 2007
•OFC207 - SharePoint
Governance and
Information Architecture
Guidance
Web Content
Management
•OFC340 - Best Practices for
Developing and Deploying Forms
Solutions with Microsoft Office
InfoPath
2007 and InfoPath
rd
3 party
apps
Forms Services in Microsoft
Office SharePoint Server 2007
Forms
Management
Workflow
Metadata
Policies
Library Svcs.
Search
Security
IRM
Collab
•OFC326 - Search in Microsoft Office SharePoint
Server 2007: Customizing and Extending
Unified Storage Architecture
•OFC328 - Search in Microsoft Office SharePoint
Server 2007: Deploying, Managing, and Configuring
Make Your Mark.
•OFC211 - Extending Microsoft
Office SharePoint Server 2007
with EMC Documentum Content
Management
•SVR320 - Using Windows Rights
Management Services to Protect
Content in a Microsoft Office
SharePoint Server 2007 Farm
ECM in Microsoft Office SharePoint
Yesterday
Server
2007
Tue– 12:10
• VOC201 - Building a collaboration platform for
automation (KiwiBank)
•OFC303 - What is a SharePoint Site?
• VOC204 - Microsoft Office SharePoint 2007 as a
platform in NZ Public service (Ministry of Transport)
Tue – 2:20
User Interface
Microsoft Office
• OFC316 - Branding and Customizing
3rd2007
party apps
Web browsers
Microsoft Office SharePoint Server
Sites
Wed – 3:45
ECM Components
• OFC409 - Workflow in Microsoft
Technologies
DocumentSharePoint Products and
Records
2007: Deep Dive for Developers
Management
Management
Wed – 10:45
Unified Services
Web Content
Management
Workflow
Metadata
Search
Security
•OFC326 - Search in Microsoft Office SharePoint
Server 2007: Customizing and Extending
Unified Storage
Architecture
Yesterday
Make Your Mark.
Forms
Management
• OFC301 - Capacity and Performance Planning for
Policies
Library
.
Microsoft
SharePoint Products
and Svcs
Technologies
2007
Tue– 10:45
IRM
Collab
•OFC418 - Microsoft SharePoint Products and
Technologies 2007: Deployment and Advanced
Administration Topics
Tue– 3:45
ECM Functional Architecture
Office client
Browser
Custom Apps
SharePoint Designer
Visual Studio 2005
XML Web Services
Office SharePoint Server
Workflow templates
Office Policies
Records Management
Web Content Management
Workflow integration with Office client
Audit Policies and Reporting
Windows SharePoint Services v3
Content Types
Document libraries & Lists
Rights Trimmed UI
Single Item Permissions
Check-in/Check-out
Major/Minor versioning
Revision History
Event handlers
SQL Server
Storage
Make Your Mark.
Document +
Records + Web
Content
Management +
Forms
Document
Management
Authoring Experience
• Document management client
•
•
Customisable InfoPath property panel
Business bar to expose enterprise policies and processes
• Documents in Outlook
•
•
Offline documents in Outlook
Document previews (Word & PowerPoint; extensibility)
• Tools to Create “Final” Versions
•
•
Extensible document inspector
Make final
• Collaboration
•
•
Improved document comparisons (Microsoft Word)
Document signature experience
Make Your Mark.
Document Information Panel
Make Your Mark.
Document Information Panel
Make Your Mark.
Prepare Documents
Make Your Mark.
Document Comparison
Make Your Mark.
ECM with Microsoft Office
Office Professional Plus 2007
Make Your Mark.
Office Professional Plus 2007 +
Windows SharePoint Services v3
Office Professional Plus 2007 +
Office SharePoint Server 2007
Available Features For Document
Approvals & Content Management
Windows SharePoint Services V3
Content types
Document Labels & Barcodes
Information Rights Management
Information Management Policies for
retention, expiration, legal holds
Windows Workflow Foundation
Out-of-the box workflow templates
Team Sites for storing documents
Managed, large-scale Document
Repositories
Audit policies, audit history and reporting
Use Document Information Panel to
collect advanced Metadata from Office
Professional Plus or Enterprise 2007
Make Your Mark.
Office SharePoint Server 2007
Authoring Apps
Outlook
Browser UI
Microsoft Office
SharePoint Server
Out of the box
Microsoft Visual Studio
SharePoint Designer
Make Your Mark.
• Configure Out-of-box Workflows
• Develop Custom Workflows
• SharePoint Designer
•
•
Workflows apply to a list
Rules Driven
• Visual Studio
•
•
Developer task
ECM starter Kit
•
•
•
ECM feature extension code samples
supplemental developer white papers
Visual Studio project templates for workflow in Office
SharePoint Server
Make Your Mark.
• Better control of content updates
•
Granular security with inheritance
•
•
•
•
•
Library, Folder, Item
Enforce checkout
Major/Minor versions
Version history management
Enforce approval before publishing
• Specialised sites and libraries
•
•
Document repository sites
Slide library
• Rich content organisation
•
•
•
Content Types
Metadata shared with document contents
Tracking of copies and alternate renditions
Make Your Mark.
Make Your Mark.
• Core infrastructure improvements
•
•
•
•
Heterogeneous metadata
Reusable types across places
Management via hierarchy
Applicable across items, documents and folders
• Built-in behaviors around content types
•
•
•
•
Schema/metadata requirements
Document template
Available workflows
Policy settings
• Extensible behaviors
•
•
•
Customizable edit/display forms
Events anchored by type
XML storage to define custom behaviors
Make Your Mark.
Parent Type
• Client Code
• Business Unit
• Security
Clearance
Contract
SLA
Presentation
Specification
• Effective Date
• Response Time
• Date Presented
• Architect
• Lawyer
• Application
• Audience
• Lead Dev
• Application
Make Your Mark.
Make Your Mark.
Account Manager
Account Manager
Account Manager
Client A
Client B
Client C
• Contracts
• Contracts
• Contracts
• SLAs
• SLAs
• SLAs
• Presentations
• Presentations
• Presentations
• Specifications
• Specifications
• Specifications
Client A
Client B
Client C
• Contracts
• Contracts
• Contracts
• SLAs
• SLAs
• SLAs
Marketing
• Presentations
• Presentations
• Presentations
Quality
Assurance
• Specifications
• Specifications
• Specifications
Legal Team
Make Your Mark.
Document Library
Document Library
Document Library
Client A
Client B
Client C
Content Type
• Contracts
• Contracts
• Contracts
Content Type
• SLAs
• SLAs
• SLAs
Content Type
• Presentations
• Presentations
• Presentations
Content Type
• Specifications
• Specifications
• Specifications
Make Your Mark.
• Better long term control of content
•
consistently and uniformly enforce
• Labelling
• Auditing
• Expiration
• Specialised sites and libraries
•
•
•
Records repository site
Record Routing
Secure user access
• Rich content organisation
•
•
Record repository specific metadata
Maintains audit, version history and metadata context
Make Your Mark.
Make Your Mark.
• Consistent definition and enforcement of content behavior
• Differentiated along
• Type of content
• Location of content
• Examples of policies
• Expiration
• Content format
• Content identifiers
Make Your Mark.
• Out-of-the-box features and extensibility
•
•
•
Expiration: Allows custom time periods and actions.
An expiration action can kick off a workflow.
Auditing: Our audit log is designed to be extended. Our reporting features
treat “add-on audits” as first-class citizens.
Labels/Barcodes: You can create your own schema, numbers, text, or
pictures to be attached to any item in our repository. These are typical
SharePoint fields and are indexed for search.
• You can build your own or replace any of these
• Examples of new policy features you can build:
•
•
•
•
De-duplication
Digital signature-based document integrity
Document “Hygiene”
Convert to Fixed Format
Make Your Mark.
Records Manager
Organize,
Maintain, &
Dispose
Search,
Hold, &
Triage
Collect
Lawyers &
Paralegals
Knowledge Worker /
Records Custodian
Records Warehouse
Make Your Mark.
Records Manager
Organize,
Maintain, &
Dispose
Records
Repository
Policy
“Vault”
Enforcement Behaviors
Windows SharePoint
Services
Make Your Mark.
Hold
Knowledge Worker /
Records Custodian
SMTP & SOAP OFI
Collect
Search,
Hold, &
Triage
Lawyers &
Paralegals
“Ship” To
Records
Custodian
Nondigital
records
Records Manager
3rd-party
imaging
Desktop
Items
Send To
Documents
Exchange
Official File
Records
Repository
Policy
“Vault”
Enforcement Behaviors
Windows SharePoint
Services
Mail
Make Your Mark.
Hold
SharePoint
SMTP & SOAP OFI
Knowledge
Worker
Organize,
Maintain, &
Dispose
Search,
Hold, &
Triage
Lawyers &
Paralegals
• UNC309 – Regulatory
Compliance in Microsoft
Exchange Server 2007
Tue – 3:45
NZ Room 2
Make Your Mark.
Better Control of E-mail Traffic & Content
New Exchange 2007
features …
Create ethical walls that
isolate an individual or groups
Filter emails based on content
Initiate journaling to send a
copy of specified email types to a
secondary location
Enable Business Solutions
Comply with regulations that restrict
communication between brokers and analysts
(Fin) or Conflict of Interest (Legal)
Scan for Identity Numbers (credit card#,
medicare#) to ensure that they are not
accidentally sent outside the organization
Many government regulations require that
organizations journal e-mail for some, or all,
users, and store in a Records Repository
Add specific policies to emails
Require encrypted delivery of any message
containing specific confidential information
Flag messages for special
handling
Easily add headers such as “company
confidential” and “attorney/client privileged”
Make Your Mark.
Messaging Records Management
Building Blocks
• Exchange Server ‘Hub Transport’ Role
•
•
New role for Exchange Server 2007
All traffic – internal, incoming and outgoing –
goes through the Hub Transport.
• Managed Folders
•
•
•
Special folders setup by Exchange Adminstrators
Exposed to Selected Users – available via Outlook
E-mail handling policies for Records Management
and Classifications
Make Your Mark.
Messaging Records Management
User Mailbox
Automated via
Exchange
Transport Server
Rules
Automated via
Outlook Client
Rules
Manual via
User Drag/Drop
Managed Folders
Basic Records Management –
Simple Retention/Disposal
Advanced Records Mgt
(DOD 5015.2 in CY07)
Automated Archiving to Records Repository (any SMTP address)
Make Your Mark. via Exchange Transport Server Rules
Hub Transport Server - Conditions
Make Your Mark.
Hub Transport Server - Actions
Log an Event with Message
Prepend the Subject with string
Apply message Classification
Append disclaimer text
Set the Spam-Confidence-Level
Remove Header
Add a Recipient in the To field
BCC the message to {addresses}
Redirect the message to {addresses}
Send Bounce-message to the sender
Silently drop the message
Make Your Mark.
Records Management for Email
Folder Policy
Statement
Emails placed in
Managed Folders
are automatically copied to a
SharePoint Records Repository
based on configured policies
Make Your Mark.
Message Classifications
Special handling of certain 'classes' of e-mail
Exchange Server:
Administrator configures
Transport Hub Rules
Make Your Mark.
Client:
User manually sets
Classification with Outlook or
Outlook Web Access
Setting a Message Classification manually
Found on the
Office / Permission
menu
Make Your Mark.
Message Classification – Info Banner
Help your regulated users
stay compliant
Make Your Mark.
Make Your Mark.
The American Approach…
Declare
Make Your Mark.
The Australasian Approach…
Declare
Make Your Mark.
The Australasian Approach…
Individual and Team
document collaboration
Make Your Mark.
PRA - Public Records Act
• A record is "evidence of a transaction" created or
received by an organisation or its agents in the course of
business
• Guilty until proven innocent
•
Until proven otherwise a document is a considered and treated as a
record
• All documents are records, but not all records are
documents
• Emails
• Image files (CAD engineering drawings)
• Paper files
• Text Messages
• Instant messaging
Make •Your
Mark.
Voice
Mail
PRA – more than just technology
Make Your Mark.
PRA and MOSS
• WSSv3 has rich document management features but is
not a targeted platform for providing a technology solution
to support PRA compliance
• Due to the focus on the American approach there are
gaps with MOSS out of the box as a technology solution
to support PRA compliance
• Most documentation and resources on the web are based
on the default Records Centre within MOSS which targets
the American approach
Make Your Mark.
American Department of Defense 5015.2
Standard Certification
• Applies to Microsoft Office SharePoint Server 2007
• Scheduled for later in 2007
• Additional Software and Whitepapers
•
provides the additional functionality to meet the DoD 5015.2
criteria
File Plan Builder
• Functionality:
Metadata Propagation
Cutoff
Supplemental Markings
http://www.microsoft.com/presspass/press/2007/may07/05-29SharePointDoDPR.mspx
Unique ID
Vital Review
Disposition
Multiple Locations
Email
Folder holds
Expunge
Close Folders
Referencing & Linking
Make Your Mark.
PRA and MOSS
Organisational Maturity:
• IA/RM owner
• Experienced with process rigour
• Has: Classification, Retention and
Disposal Schedules, File Plans
• Existing systems
Compliance
Organisational Maturity:
• No IA/RM function
• Little or no process rigour
• Poor user adoption
• No classification or fileplan
Make Your Mark.
Simple
Intermediate
Sophisticated
PRA and MOSS
MOSS +
Office 2007 +
3rd Party advanced solutions
MOSS +
Office 2007 +
DoD & PRA Features
Compliance
MOSS +
Office 2007
WSS v3 +
Office 2000/03
Make Your Mark.
Simple
Intermediate
Sophisticated
Final thoughts
MOSS Can’t:
Define for you your fileplan
and taxonomy
But it can:
Provide the features to
realise them
Define for you your
business process
Provide the features to
facilitate them
Define for you your
retention and disposal
policies
Provide the features to
enforce them
Manage the inevitable
cultural change
Encourage user adoption
Revolutionise you from a
basic to sophisticated level
overnight
Provide you a platform for
strategic evolution
Make Your Mark.
Evaluation Forms
SharePoint and PRA Resources
Microsoft ECM and RM Team Blogs
ECM Team Blog - http://blogs.msdn.com/ecm
Office and SharePoint Technologies
Community Portal - http://sharepoint.microsoft.com/sharepoint
Office Online - http://office.microsoft.com/en-us/sharepointserver
New Zealand standards
PRA Site - http://www.archives.govt.nz/publicrecordsact.php
Continuum Site - http://www.archives.govt.nz/continuum
Digital Records - http://www.archives.govt.nz/continuum/digitalrecordkeeping.php
International standards
Australia - http://www.naa.gov.au/recordkeeping/dirks/summary.html
ISO 15489 - http://www.datacapture.co.uk/information/ISO-15489.htm
Sarbanes Oxley - http://www.soxlaw.com
DoD 5015.2 - http://jitc.fhu.disa.mil/recmgt/standards.html
Make Your Mark.
General Resources
Technical Communities, Webcasts, Blogs, Chats & User Groups
http://www.microsoft.com/communities/default.mspx
Microsoft Learning and Certification
http://www.microsoft.com/learning/default.mspx
Microsoft Developer Network (MSDN) & TechNet
http://microsoft.com/msdn
http://microsoft.com/technet
Trial Software and Virtual Labs
http://www.microsoft.com/technet/downloads/trials/default.mspx
Make Your Mark.
© 2007 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are
or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for
informational purposes only and represents the current view of Microsoft Corporation as of the date of this
presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a
commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after
the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS
TO THE INFORMATION IN THIS PRESENTATION.