SharePoint 2010 for Records Management

Exploring the options

Sharon RichardsonJoining DotsTwitter: @joiningdots Feb 2011

Why SharePoint?

Source: http://www.landrover.com

Communities

Search

Sites

Composites

ContentInsights

Why SharePoint?Likely to use

Already using or plan to use SharePoint as a platform for information work

Consider using

Have no specialist system for information i.e. still using file shares– Evaluate cost and use(s) of SharePoint

vs dedicated solution vs Windows Server 2008

Unlikely to use

Already use or prefer dedicated solutions– Reasons to change: budget, consolidation

SharePoint History2001/2003

• Document Libraries

• Document versioning

• Metadata

2007

• Content Types• Information

Management Policies

• Records Mgmt Centre

• Apply Holds• Email Routing• Workflow

2010• Managed Metadata• Content type Sync• Multi-stage retention• Record Libraries• Document Sets• Document IDs• Content Organiser• In-place Records

Management• Email and File Routing• Remote Storage

Managed Metadata

Managed Term Set - Move, Merge, Rename

Multi-lingual

Default value

Mapped values

Content Type Syndication

Metadata

Retention

ProcessPublish

Information Management Policy

Multi-stage Retention

• Define retention period based on any date field (metadata)• Each stage can be set to recur until next stage begins• Actions include delete, start a workflow, transfer to another

site, delete previous versions, declare as a record

Workflow for RecordsDeclaring/Reviewing records

Declare Record action in SharePoint Designer

Document IDs

Permanent URLs (Permalink)

Structure defined per site collection:E.g. TPID-22-7

Can be configured

Automatically assigned

Document Sets

File containing multiple documents• Manage the set as a single entity• Manage items individually within the set

Records Management CentreContent Organiser

Centralised organisationof records

Define rules basedon content types

Documents routed todestination based oncontent type

In-place Records Management

Declare as a record within a Document Library- Or -Manage separately in a Records Library and automatically declare

Email Management

Exchange Server 2010

Files Windows Server 2008

File Server Resource Manager• Define properties• Set rules to auto-classify

files• Run organisation tasks

based on property values

Option to bulk migrate to SharePoint• Leaves Permalink on

File Server

How Big?

In-place within working SitesSite Collections supported up to 100GBContent Databases up to 200GB

Database size = (((D x V) x A) + (10KB x (L + (D x V)))= 105GB

Source: Microsoft http://technet.microsoft.com/en-gb/library/cc298801.aspx

Input Value

Number of docs (D) 200,000

Average size of docs (A) 250Kb

Number of list items (L) 600,000

Number of versions (V) 2

Documents or RM Centre

• Single site within a site collection• Not collaborative - upload/read access• Dedicated Content DB supported up to 1TB = potentially 2 million documents per centre compared to collaborative site collections (based on previous slide values)

Source: Microsofthttp://technet.microsoft.com/en-gb/library/cc262787.aspx#SiteCollection

Multiple RM Centres

• Distributed Architecturee.g. Site Collection/Content DB per year

• Centralised Policies managed using Content Types (Hub)

• Routing via workflowe.g. ‘If created in NN send to FYNN’

• Enables farm scale up to 5TBpotentially 10 million+ docs…

FY10 FY11 …

Hub

Remote Storage

• Recommended if planning to manage >5TB documents or records– or very large files

• Requires SQL Server 2008 Enterprise Edition– Remote BLOB storage is a SQL Server feature

• Placed documents on file server, linked through SharePoint user interface

• Enables faster back-up times but increases complexity

On-premise vs Cloud

SharePoint Online

On-Premises Deployments

SharePoint Online Standard

SharePoint Online Dedicated

Self-hosted and managedDirect access to physical machinesCentral admin accessHosted within own data centersAvailable to companies

of any size.

Multi-tenant hostingShared HardwareOutsourced IT managementHosted within MS data centersAvailable for companies with 5+ seats

Dedicated HostingDedicated HardwareOutsourced IT managementHosted within MS data centersAvailable for companies with 5000+ seats

Why have employees?

Decisions

SharePoint Model

• Requires Server: Standard or Enterprise• Centralised vs In-place

To configure:• Sites, libraries and folders• Columns (metadata) and Content Types• Retention policies, Workflows• Content organiser rules

Centralised In-place

• Single file plan to manage• Lower overheads

• Integrate into working sites• Familiar for users

SharePoint +/or …?

• Cross platform connectivity• Hybrid Cloud solutions• Outsourcing on non-MS data centres• Pre-built retention policies, workflow rules• Auto-classification by schema• Analysing current stores/de-duplication• Document imaging• Tighter Office/Outlook integration• Minimal budget and still on file shares?

Consider Windows Server 2008

Preparation Matters

Step Making Movies Managing Records

1. Decide the approach

Short, Animation, Feature Film…

In-place vs Centralised

2. Define the requirements

Write the script Create the file plan

3. Organise layout

Story boarding Governance

4. Create the product

Lights, Camera, Action!

Implement the technology

Final Note

• SharePoint 2010 for Records Management is about traditional EDRMS:– Managing files you are legally required to

keep for a defined period of time– Placing holds to prevent deletion if a file is

involved in a legal matter

• Governance and content management spans the broader definition of records: information– Version history– Classification

– Auditing– Retention

Further Reading• Microsoft Enterprise Content Management Team Blog

– http://blogs.msdn.com/b/ecm/

• About SharePoint 2010 Records Management– http://technet.microsoft.com/en-us/sharepoint/ff598594.aspx

• SharePoint 2010 Records Management Planning– http://technet.microsoft.com/en-us/library/ff363731.aspx

• SharePoint 2010 Performance and Capacity Management– http://technet.microsoft.com/en-us/library/cc262971.aspx

• Thinking Records (James Lappin)– http://thinkingrecords.co.uk/

• SharePoint Sharon (me )– http://sharepointsharon.com

Thanks for listening…

Sharon Richardson Joining Dots

Web: http://www.joiningdots.comSharePoint: http://sharepointsharon.com