SharePoint records management in depth

SharePoint records management in depth

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  SharePoint Records management Alfredde Weerd
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  Alfred de Weerd PrincipalIT Architect Certified Information System Security Professional (CISSP) SharePoint consultant & architect since 2006 Author of SharePoint Records Management and Metadata Website & blog
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  Business drivers Accountability Cultural Heritage Guaranteeingoperational continuity Comply with legislation Record: information created, received and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business
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  Many different lifecycles
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  Records continuum No sharpdistincion between document and record phases Multipe angles to view records world Created in the 1990s by Frank Upward. Very recent considering records management is a science that exists at least 6000 years Blends very well with SharePoint capabilities
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  Records continuum Aspect Recordslifecycle Records continuum Origin Paper environment Digital environment Starting points Focus on (physical) records Product-driven Focus on targets Process and customer-driven Status movements of records Time-based: records have sequential terms, which they go through in succession until they are permanently destroyed or transferred to an archive Simultaneity: record processes can occur at any point (place/time) in the existence of the record and even before that Records management process There are distinct stages with sharp distinctions between document management, records management and archive Document management, records management and archive are integrated Role of the records management professional Passive and reactive Proactive
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  SharePoint application functions Document management Records management Collaboration
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  Vision Policy  Business objectives Proactively offering access  Fair and equal access  Positioning of RM relative to DM  RM Governance & BCM  Vision  Management responsibilities  Relation to DM and security policies  (References to) Retention schedule  (References to) processes  (References to) rules
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  Retention schedule Prepare & Plan  How complexdo you need to be?  How complex do you WANT to be?  Options:  Other platform  Tools  Custom solution  Simplify B SP
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  Implementation Requirements & Design  Metadata  Procedures& Standards  Requirementsstrategiesdesign  Working demo  Learning curve of organization  Leave behind paper thinking B SP
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  Check & Correct Training  Auditing: designfor fault proof  Compliancy & evidence  Internal & external  SharePoint auditingmonitoring  Why what how  Crucial for success  Motivation of users
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  13 SharePoint Records Management Design A-Works Team site Knowledge library Records Center Casefrom the book
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  Content Type Hub RecordsCenterKnowledge libraryTeamsite ACTH Manual ACTH Manual ACTH Manual ACTH Manual ACTH Manual ACTH Manual ACTH Manual ACTH Manual Subscribe Publish Send To
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  Records Center Knowledge libraryTeamsite Document Library Document Library DropOff Library Document Library Document Library Engineers Legal affairsExperts Business Site Collection Records Center
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  Overview of configurationsteps
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  Demo • Create CTin CTH and add retention policy • Only three events Actions • Publish content type from CTH • Create records center • Configure drop off library • Configuring send to locations
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  19 Keeping your documents together Document set Folder Metadata Noin place RM Can be routed by rules No rule based folders
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  20 See at Amazon
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  The Last One 21