The SharePoint Technology Conference BUILDING A RECORDS ...€¦ · to Records Management with...
Transcript of The SharePoint Technology Conference BUILDING A RECORDS ...€¦ · to Records Management with...
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BUILDING A RECORDS
MANAGEMENT PRACTICE
The SharePoint Technology Conference
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Amanda Perran
– 6 Time MVP Microsoft SharePoint Server
– Practice Lead, SharePoint - Plato
– vTS – Microsoft
– Co-Author of Beginning SharePoint 2007 & Beginning
SharePoint 2010
– Key Practice Areas: Governance, Information
Architecture and Solution Architecture
Twitter: @amandaperran Email: [email protected]
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This Session is Intended For
• Business Managers
• Technical Managers
• IT Professionals
• Information Managers
Interested in adopting a more formalized approach to Records Management
with SharePoint.
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Agenda
Review some key considerations for your organization’s records management
strategy
Discuss an approach to defining some of the elements of a successful Records
Management strategy.
Demonstrate how those items map to SharePoint features by walking through a
fictional scenario
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What Organizations Need…
• Protection of Information
• Ease of Management
• Reduce Redundant Activities
• Control Over Access
• Ease of Discovery
• Accountability
• Compliance
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What Business Users Need
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KEY CONSIDERATIONS
Developing an Electronic Records Management Strategy
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What is a Record?
• What type of files?
• When does a file become
a record?
– “As soon as it is created”
– “Everything is a record”
– “Once it has become Final”
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What are the Rules?
• Often Records Declaration
Rules are dependant on
Regulatory Requirements or
Legislation
• Ensure they are applicable
to YOUR organization.
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What is the Format of a Record?
• Electronic Documents
• Paper Files
• Communications
• Email Messages
• Collaboration Content (Task History,
Calendar Appointments, etc…)
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Where Does the Record Go?
• Once a file has been declared as a
record, what happens to it?
Will users still have access to the file for reference?
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WHAT ABOUT NON RECORDS?
Observation From the Field:
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Achieving Compliance
Observation:
• Many employees have no idea what
Records Administrators do or share their
concerns around managing information
effectively.
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Achieving Compliance (Cont’d)
Suggestion:
• Build compliance into the system in a
manner that is completely integrated and
seamless for end users.
– Content Types
– Information Management Policies
– Workflows
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KEY ACTIVITIES
Building a Records Practice
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Records Practice Development
Identify Document
Types
Create Classification
Plan
Define Policies
Determine File Plan
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Identify Your Document Types
• Sales Proposal
• Sales Quote
• Project Charter
• Project Schedule
• Technical Documentation
• Specification Document
• Training Manual
• Training Presentation
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Information Classification
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Define Processes and Policies
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File Hierarchy Planning
Home
Departments
Marketing
Sales
HR
Projects
2012
2011
2010
Committees
Social
Go Green Team!
Workplace Safety
Resources
Forms
Templates
Policies
Regions
North
South
East
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File Plan Hierarchy Planning
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Information Architecture Hints
Plan in a series of steps and iterations.
Define only to point where value can be attained.
Leverage existing experience.
Don’t skip or rush this stage!
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Email Management
• Works best when combined with your
email server solution for archiving.
• Contextual Archiving
– Exchange Managed Folders
– 3rd Party Add-Ons
– Email Enabled Libraries
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SHAREPOINT FEATURES
Building a Records Management Practice
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Content Types
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Structured Rules Inheritance
Corporate Document
Policy Document
Information Technology Policy
Human Resources Policy
Budget Policy
Define: Template / Metadata Expiration Rules Auditing
Define: Human Resources Specific
Metadata Approval Processes
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Content Classification
• Managed Metadata Service: Highly Structured Taxonomies
• Site Columns: Centrally Managed & Reusable Metadata
• Folder Hierarchies: File Plans
Structured
• Keywords: User Specified Tags that may be promoted to managed metadata over time.
Unstructured
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Manage Content Lifecycle
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Audit Log Reporting
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Records Declaration
Once you know when a file becomes a
record, you can determine how best to
configure SharePoint to host that record.
• In Place Approach
• Archive Approach
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SharePoint Records Management
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Best Practices for Success!
• Plan Well Upfront! (True for any Records
Technology)
• Implement in Phases and Stages
• Approach with Integrated Governance
• Develop a solid communications plan.
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Find a Balance
Comfort Control