Welcome to The SUG LIVE!

Documents and Records in SharePoint, really?Presenter: Liam Cleary | MVP, Solution Architect,

SusQtech

Virtual!

• Liam Cleary• Solution Architect @ SusQtech• Worked with SharePoint since 2002• Worked all kinds of projects• Intranet, Extranet and Internet

• Involved in Architecture, Deployment, Customization and Development of SharePoint

• SharePoint MVP since 2007

Today’s Presenter

• Do we need document management?• What is document management?• What is Records Management?• Best Practices for Compliance and Success• SharePoint 2010 – Document Management

Capabilities• SharePoint 2010 – Records Management Capabilities• Overall• “Wards of Warning”• Questions

Today’s Topic

Documents and Records

Document management controls the life cycle of documents in your organization, from how they are created, reviewed, and published, and how they are ultimately disposed of or retained as records.

• Implementing a document management solution can help you locate documents easily in your organization

• Manage version control easily• Make sure you don’t have one of those

“embarrassing stories about wrong documents getting to customers, users or vendors”

• Compliance with regulatory rules • GARP, DoD 5015.02-STD, ISO 15489

• Classification policy• Taxonomy capturing – Terms

Do we need Document Management?

What is Document Management?

• Core component of Enterprise Content Management (ECM)• Document management, often referred to as Document

Management Systems (DMS)• The use of a computer system and software to:

• Store Electronic or Physical (locations) documents and images • Manage Electronic or Physical (locations) documents and

images • Track Electronic or Physical (locations) documents and images

• Capture paper based information• Handle core document management features:

• Check In / Check Out• Version Control• Roll Back• Audit Trail• Annotation and Stamps• Summarization

What is Records Management?

• Really it is about record creation• Final process within the Document Lifecycle• Process of:• Creation• Receipt• Maintenance• Use • Disposition of…

• Capturing and Maintaining as Evidence• Capturing Transactional Data as Evidence

Best Practices for Compliance and Success

• Map Document Management Requirements to Business Objectives• What level of Compliance do we need?• What about the Infrastructure

• Setup a reliable Document Capture process• Auto tagging on Scan

• Secure access to the sensitive documents• Internal / External users

• Optimize the use of Workflows• Automate classification and tagging

• Maintain Document Life Cycles• Retention Policies• Active, Archived or ready for Disposal

Best Practices for Compliance and Success - Records

• Use guidance from the core Standards• Ensure retention Hold process is followed• Standard Approach to applying and removing

• Communicate and Train the records staff and end users who will be declaring records• What constitutes a records? When should you declare one?

• Monitor the content, ensure compliance is met• Automate the “destruction process”• Ensure a “destruction log” is kept

SharePoint 2010 – Document Management Capabilities

• Check In / Check Out• Versioning

• Comparison• Managed Metadata

• Structured• Folksonomy

• Content Types and Site Columns• Metadata Navigation• Folder Structure and Filtering• Item Permissions• Document ID Service• Social

• Ratings• Tags and Notes

• Rule Based Submission – Content Organizer

SharePoint 2010 – Where to Start• Enable the Features you need• Site Collection

• Site

Demo

SharePoint 2010 - Document Management

• Document Sets• Metadata Navigation• Content Types• Social Tags and Notes

SharePoint 2010 – Records Management Support

• Full Document Management Capabilities• Document ID• Multi-Stage Retention• Per-Item Audit Reports• Hierarchal File Plans• File Plan Report• Taxonomy and Centralized Content Types• Content Organizer• Virtual Folders – Metadata Navigation• In-Place Record Declaration• Support for tens of millions in a single record center

• More in a distributed archive scenario

Demo

SharePoint 2010 - Records Management

• Records Center• In-Place Record Declaration• Content Organizer• Retention Policies

Overall thoughts…

• SharePoint 2010 is “Game Changer for both Document and Records Management”

• Great investments by Microsoft in both Document and Records Management

• Great platform for building “end to end” solutions

• Liam’s Document Management Rating

• Liam’s Record Management Rating

• I can help with this

Overall thoughts..

SharePointOpportunity!!

“Words of Warning”

• SharePoint is not a “dumping ground”• Solution is only as good as it is implemented• Records Compliance such as “DoD 5015.02” will need

either:• Development• 3rd Party Solution

• Autonomy ControlPoint for SharePoint• OpenText Application Governance and Archiving fir

SharePoint• Laserfiche Records Management for SharePoint• GimmalSoft Compliance Suite for SharePoint

• Web Based Solution ONLY, no real client application as such• Office Of course, but no plugins

• Train, Train and then Train your users again

• This presentation and accompanying materials will be uploaded to www.thesug.org

• Questions/Comments – liamc@susqtech.com

• Follow me on Twitter: @helloitsliam• Blog: http://blog.helloitsliam.com

Reminders

Questions?