Document and Record ManagementJames MilneSharePoint MVPMyriad Technologies

APT005

Font infoFont, size, and color for text have been formatted for you in the Slide MasterThis template uses Segoe UI and Segoe UI Light, standard fonts included in Windows 7If you are running Windows 7 or 8, no fonts are needed. If you are running Windows Vista or earlier, you will need to install Segoe UI Light. When connected to CorpNet, you can find Segoe UI here: \\showsrus\images\Corporate_Fonts\PC\Segoe UI\Segoe_UI_Font_family Copy the .ttf fonts into your C:\Windows\Fonts folder

Presentation fonts/typographyWhat are the font choices and sizes?Any font size 28pt or larger should use Segoe UI LightAny type that is less than 28pt should use Segoe UIOn one slide, try to use a maximum of 3 font sizes

Where to startControl focus by using scale versus bulletsUse color to draw focus when necessaryStart with main topic at 40pt and subtopics at 20pt

Title/sentence casing and periodsTitle text should be “sentence case” All supporting slide text should be sentence case except for names and products

Slide palette info

Accent 3Accent 2Accent 1 Accent 6Accent 5Accent 4Text

Light 2

Select the 4th color from the left for subheads and 1st level non-bulleted text color, or wherever “color” text is preferred over the default black/white text

Accent colors 1-6 – (6 Theme Colors to the far right)

The PowerPoint palette for this template has been built for you and is shown below. Avoid using too many colors in your presentation.

Use Accent 1 as the main accent color. Use Accent 2 and Accent 3 when additional colors are needed.

Use Accents 4-6 sparingly – only when more colors are necessary

Preferred text layout (no bullets)Main topic 1: size 40ptSize 20pt for the subtopicsSize 20pt for the subtopics

Main topic 2: size 40ptSize 20pt for the subtopicsSize 20pt for the subtopics

Main topic 3: size 40ptSize 20pt for the subtopicsSize 20pt for the subtopics

Adjusting list levelsMain topic 1: size 40ptSize 20pt for the subtopicsSize 20pt for the subtopics

Main topic 2: size 40ptSize 20pt for the subtopicsSize 20pt for the subtopics

Main topic 3: size 40ptSize 20pt for the subtopicsSize 20pt for the subtopics

Use the “Decrease List Level” and “Increase List Level” tools on the Home Menu to change text levels.

Try this: 1. Place your cursor in any row of

text to the left that says “Size 20pt for subtopics”

2. Next click the Home tab, and then on the “Decrease List level” tool. Notice how the line moves up one level.

3. Now try placing your cursor in one of the “Main topic…” lines of text. Click the “Increase List Level” tool and see how the text is pushed in one level

Use these 2 tools to adjust your text levels as you work

Bullet points layoutSubtitle

• Example of a bulleted slide with a subhead• Set the slide title to “Sentence case”• Set subheads to “Sentence case”• In “bulleted” slide layouts, level 2 text is 20pt• Level 3 text is 20 pt• Level 4 text is 18pt• Level 5 text is 18pt

• Hyperlink style• www.microsoft.com

Character spacingType that is size 54pt and larger should be condensed by 1ptType that is smaller than 54ptshould be normal

Chart Example

Category 1 Category 2 Category 3 Category 40

1

2

3

4

5

Series 2

Series 1

Software code slideThis slide layout uses Consolas, a monotype font which is ideal for showing software code.

Demo

Name

Video

Section title

Session Overview

• Introduction • Record Management Features SharePoint

2010• SharePoint 2013 Improvements

Document Management

Document ManagementDocument IDsVersion ManagementDocument SetsContent TypesManaged Metadata ServiceContent Type HubContent OrganiserTerm Sets & KeywordsMetaData Navigation

Document ID• Site Collection Level Feature• Generate a Unique Document ID • Searchable• Perma-Link

Version History• Just the changes• Major and Minor versions• Draft item security

DemoDocument Management

Record Management

Record ManagementIn-Place Record ManagementCentralised Record ManagementGenerate File PlansInformation Management Policies

Content Type HubContent OrganiserMulti-Stage RetentioneDiscovery & Team FoldersSite Policies

In-place vs. Records CentreIn-Place

• Documents declared as a record

• Kept in-place• Record kept in context• Creators can access their own

content• Fits existing site structure

Records Centre

• Records “submitted” to Record Centre

• Centralised Management• Dedicated Role • Tighter governance• Better Scalability

Choosing between Record Center & In- Place

Requirement Records Centre In-Place Record

Managing Record Retention

Content Organizer automatically places new records in the correct folder in the archive’s file plan, based on metadata

Different policies for records and active

documents based on the current content type or

location

Restrict which users can view records Yes No

Ease of locating records (for Record Managers) Easier Harder

Maintain all document versions as records

Each version must be sent

Automatic, assuming versioning is turned on

Ease of locating information (for team

collaborators)Harder Easier

In-Place Records Management• Library Settings

DemoIn-Place Record Management

The Record Centre

Centralised RM

Record Declaration Settings

Control Actions• Block Delete• Block Edit and Delete

Control Who• Contributors (aka. Members)• Administrators• Only policy Actions

Send to the Record Centre• Web Application• Display Name• OfficialFile.asmx• Send To Action:• Copy• Move• Move and Link

Send to Record Centre

Move and leave a link

DemoCentralised Records Mgmt

Information Management Policies• Policy Statement

• Enable Retention

• Enable Auditing

• Enable Barcoding

• Enable Labels

Retention PolicyMulti-Stage Retention • Retention policies can have multiple stages• Single Policy can manage the entire

document lifecycle • Example: • Delete Drafts 1 year after

Last Modified• Delete Record after 7 years after

Declared

Audit Policy• Enable Auditing• Opening/Viewing/Downloading• Editing• Checking out/in• Moving or Copying• Deleting or Restoring

SharePoint 2013 ECM Enhancements

eDiscovery

•In place preservation in SP & Exchange•Integrated, enterprise wide case management

Team Folders

•Work on mail and documents together•SharePoint, Outlook, OWA

•Retention/compliance across stores

Discovery Center

Discovery CenterCentral Place to view all Cases

ActivitiesDiscovery SetsQueriesSourcesExports

Discovery Sets

Add, manage and export discovery sets

Demo

Create a case in the discovery center

Site Policies

Site Based ComplianceRecords Team create policies, which define:The retention policy for the entire site and the team mailbox.What causes a project to be closed.When a project should expireCan set also site collection as read only

Policy also available optionally from self site creationPolicies can be replicated from content type hub cross enterprises

New Site PolicySite ClosureSite Deletion

Site Closure and DeletionApply a Site PolicyManual Closure

Team Folders

The Team Folders – Exchange and SP togetherDocuments are stored in SharePointEmails are stored in ExchangeTeam Folders can receive emails and have their own email addressEasy access to both from Outlook and SharePointUnified compliance policy applies to both

Document Set ImprovementsSupport for OneNote notebooksDocument set icon in search resultsFolders supportedSupport for easier aggregation

CBS & CBQ web parts understands document sets

Client side and Server side API improvementsVersioning improvements*Capture full document set as versionSearch directly in document set

Related contentBreakout Sessions

APT009 – Creating a Search Driven SharePoint SiteHands-on Labs HOLEXL309 – Using Archiving and eDiscovery in ExchProduct Demo StationsOffice Productivity Showcase

Find Me Later At the Hands on Labs

Developer Network

Resources for Developers

http://msdn.microsoft.com/en-au/

Learning

Virtual Academy

http://www.microsoftvirtualacademy.com/

TechNet

Resources

Sessions on Demand

http://channel9.msdn.com/Events/TechEd/Australia/2013

Resources for IT Professionals

http://technet.microsoft.com/en-au/

© 2013 Microsoft Corporation. All rights reserved. Microsoft, Windows 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.