SharePoint 2010 Records Management

New SharePoint 2010 records management capabilities and improvements from 2007. Appropriate for a both technical and non-technical audience. Includes records routing, retention, discovery and holds. Includes content about both in place records management and the records center.

Transcript

1. Records Management Cory Peters, Chief SharePoint Architect Eastridge Technology, Inc. MCTS, MCPD corypeters.net ∙ cpeters@eastridge.net ∙ @cory_peters
2. Agenda • What’s New? • Declaring Records • Record Center • How Retention is Defined • Multi-Stage Retention • Holds and Discovery
3. WHAT’S NEW OR IMPROVED Learning
4. New and Improved • In Place Management • Document Sets • Document IDs • Compliance Details • File Plan Reporting • Record Center • Document Routing • Retention • Information Policies
5. Document Sets • Quickly create packets of documents • Can perform bulk actions on set • Send to record center • Permissions • Workflow
6. Document IDs • Set at site collection level • Unique within entire site collection • 4-12 alphanumeric prefix • Ex: PREFIX-1-1 • Can write custom provider • Search by document ID will immediately launch application
7. Compliance Details
8. DECLARING RECORDS New options for
9. Declaring Records – Lots of Options • In place declaration • Multiple item selection • Send to Record Center • Copy • Move • Move and Leave Link • Records Library • Automatically using retention
10. Benefits • Versions • Security • Existing Favorites / Links • Existing Workflow Declaring Records In Place Records Management
11. Declaring Records Send to Record Center Benefits • Move or Copy • Can leave stub • Reduces load • Database • Search • Different retention by • Content type • Metadata Move Copy or Move w/ Shortcut Record Center
12. RECORD CENTER What’s new with the
13. Large, friendly upload button List of records waiting for metadata requirements List of record libraries Shared drop off library for pending submissions Find documents immediately by Document ID
14. HOW RETENTION IS DEFINED Understanding
15. Two Options • Content Type • Can mimic physical file plan • Flexible but can be complex • Library and Folders • Can be tightly bound to security requirements • Trumps Content Type selection
16. MULTI-STAGE RETENTION Flexibility with the new
17. Retention Stages 1 Year After Created •Delete all previous versions 2 Years After Modified •Declare record 3 Years After Declared a Record •Permanently Delete Event Action Repeat every month Recurrence
18. Retention Events • What causes the action to fire • N (Days, Months, Years) after • Date Created • Date Modified • Date Declared a Record • Custom Formula
19. Retention Actions • Move to Recycle Bin • Permanently Delete • Transfer to another location • Start a workflow • Skip to next stage • Declare record • Delete previous drafts • Delete all previous versions
20. Retention Recurrence • Keep repeating the current stages action until the next stage is triggered • Repeats every N (Days, Months, Years)
21. Real World Example • Medical Procedure Document • Needs to be approved every year • After 10 years the procedure is no longer valid • Kept for 5 years after expiration
22. Medical Procedure document 1 Year After Created •Run an Approval Workflow 10 Years After Created •Delete all previous versions •Declare record 5 Years After Declared a Record •Permanently Delete Repeat every year
24. Retention Exemption • Set at the item level • Exempt from any policy that may apply to the item • When on hold, retention stops
25. HOLDS Discovering and adding documents to
26. Discover and Hold Content • Managed at the site level • Add items to hold • Keyword search – all search results added to hold • Manually – navigate to document, add to hold • In place or copy/move to remote hold location • Items can be placed on multiple holds
27. DEMO
28. Questions? http://www.eastridge.net http://facebook.com/#!/EastridgeTechnology http://twitter.com/eastridgetech Stay Connected Software Services for Customer Success