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Tutorial: Best Practices for Building a Records-Management Deployment in SharePoint Server 2010 by...
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Transcript of Tutorial: Best Practices for Building a Records-Management Deployment in SharePoint Server 2010 by...
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Building a Records Management System in SharePoint 2010
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Agenda
• Understand Your Business• ECM Assessment Project• What is a Record?• Records Architecture• Build RM in SharePoint• Decision Points
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About the Speaker
• Bill English, MVP– 11 years as a SharePoint Server MVP– Author on 14 books (whew!)– Co-Owner of Mindsharp and the Best Practices Conference – Blog: sharepoint.mindsharpblogs.com/bill– Twitter: @minnesotabill– LinkedIn: Bill English– Email: [email protected]– Current Position: CEO of Mindsharp– Hometown: Maple Grove, MN
• Latitude: 45.129793; Longitude: -93.47391
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Who is Mindsharp?
Best Practices
Training
ConferencesIndustry
Leadership
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The Only Peer-Sharing SharePoint Conference for Business Leaders & Stakeholders
May 15-17, 2013
Minneapolis
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What is Minnesota Known For?
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Snow!
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Cold!
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Vikings!
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Not the Packers!
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Summer: 6 Best Days/Year!
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UNDERSTAND BUSINESSSection I
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ECM ASSESSMENTSection II
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ECM Architecture Assessment
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WHAT IS A RECORD?
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National Institutes of Health
Records management means the planning, controlling, directing, organizing, training, promoting, and other managerial activities involved with respect to records creation, maintenance, use, and disposition in order to achieve adequate and proper documentation of the policies and transactions of the Federal Government and effective and economical management of agency operations.
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ARMA
A record is recorded information that supports the activity of the business or organization that created it. It can take the form of:• paper documents such as a hand-written memo
or a hardcopy report• electronic records such as databases or e-mail• graphic images such as drawings or maps;
these may be in photographic, electronic, or hard-copy formats
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International Standards Organization
• ISO 15489: “information created, received, and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business”.
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BUILD YOUR RECORDS ARCHITECTURE
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• Information Architecture & Design Overview
Information Design per “group”
Governance & Maintenance
MMS Hub DesignContent Types Development
Findability & Putability ToolsDevelopment
Information Architecture
Ledger $£€
Software
GAAPSEC
Tagging
InformationDatabases
Files Docs
Web 2.0
Compatible
Use of ToolsFind it!
Better ROI on InformationBetter ROI on Microsoft Investments
Global Taxonomy(Global MMS Hub)
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Architecture vs. Design
Architecture• Based on Information-
Type Taxonomy• Articulation of the
software platforms• Platforms tied to one or
more information types– All types articulated– No orphans
• Transparent to end-user
Design• Global & Federated
taxonomies• Input forms and tools• Governance • Content Lifecycles• Indexing topology and
Search tools
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Pragmatic Decisions
• Documents a Decision• Documents a change in corporate
governance• Documents a process• Documents compliance to
– Process– Government law or regulation
• Documents illegal or legal behavior
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Pragmatic Decisions
• Documents an action that relates to an investigation or review
• Documents a change in policy• Documents HR enforcement action• Documents a contract or agreement• Documents thought history to a decision• Documents a corporate board action
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Pragmatic Decisions
• Documents a critical event• Documents risk management efforts• Who declares the record?
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File Plan
<Record Code>
Content Owner
Security Level
Repository
Recoverability
Tool(s)
Education
Policies
Metadata (Descriptors)
Workflow
ConsumingAudience
Content Type
Creation
Consumption
Record
Disposition
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What is a Record?
• Document• Email• Video• Audio• Database (i.e. key card access)• Server logs• Past, Present and/or Future
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KM According to Dilbert
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Putability: Key to Records Management
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What is Putability?
• Definition:– The quality of putting content in the correct
location with the correct metadata– The degree to which we put quality information
into our information management system
• Truths:– What goes in, must come out: garbage in,
garbage out– Our users will resist taking the time to put quality
information into the system (tag the content)– Findability is directly impacted by our Putability
practices
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Who is responsible for tagging?
• Authors: 40%• Records Managers: 29%• SME’s: 25%• Anyone: 23%• Don’t know: 12%• No one: 16%• This means that many don’t know who is
responsible for tagging information to make it more findable.
• Result of not having information governance• Can’t have SharePoint governance without IG
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Putability Pushback
• No time to enter metadata• Don’t want to worry about where a
document is• I wasn’t hired to manage information• This is IT’s job• I don’t want to be responsible if I enter the
wrong metadata• I don’t see the need, so why do it?
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Personal vs. Business Devices
• How do people manage electronic records?
• How do people access records?
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Roles & Responsibilities
• Who• When• Where• How• What• Why
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Putability is the Key to Records Management
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SharePoint Elements
1. MMS
2. Content Types
3. Administration
4. Records Center
5. Routing web part
6. In Place Records
7. Information Policies
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BUILDING RECORDS MANAGEMENT IN SHAREPOINT
Demo
DEMO
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Decision Points
• Define roles & responsibilities• Define business & personal platform use• Define what a record is• Define how a record is declared• Define when a record is declared• Define lifecycle once a record is declared
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RM Stakeholders
• Legal• Process• Managers• Users• Executives• *Everyone*