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TRANSCRIPT
BUILDING A RECORDS
MANAGEMENT PRACTICE
The SharePoint Technology Conference
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]
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.
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
What Organizations Need…
• Protection of Information
• Ease of Management
• Reduce Redundant Activities
• Control Over Access
• Ease of Discovery
• Accountability
• Compliance
What Business Users Need
KEY CONSIDERATIONS
Developing an Electronic Records Management Strategy
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”
What are the Rules?
• Often Records Declaration
Rules are dependant on
Regulatory Requirements or
Legislation
• Ensure they are applicable
to YOUR organization.
What is the Format of a Record?
• Electronic Documents
• Paper Files
• Communications
• Email Messages
• Collaboration Content (Task History,
Calendar Appointments, etc…)
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?
WHAT ABOUT NON RECORDS?
Observation From the Field:
Achieving Compliance
Observation:
• Many employees have no idea what
Records Administrators do or share their
concerns around managing information
effectively.
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
KEY ACTIVITIES
Building a Records Practice
Records Practice Development
Identify Document
Types
Create Classification
Plan
Define Policies
Determine File Plan
Identify Your Document Types
• Sales Proposal
• Sales Quote
• Project Charter
• Project Schedule
• Technical Documentation
• Specification Document
• Training Manual
• Training Presentation
Information Classification
Define Processes and Policies
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
File Plan Hierarchy Planning
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!
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
SHAREPOINT FEATURES
Building a Records Management Practice
Content Types
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
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
Manage Content Lifecycle
Audit Log Reporting
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
SharePoint Records Management
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.
Find a Balance
Comfort Control
