SharePoint Fest Denver - Documents and Records Management in SharePoint

1. Documents and
Records in SharePoint,
Really?
Liam Cleary

2. About Me
• Solution Architect @ SusQtech/Protiviti
• Six Time SharePoint MVP
• SharePoint Idera ACE
• Working with SharePoint since 2001
• Developer and Techie at heart
• Advocate of the user experience – not UI 
• All aspects of SharePoint, even dream about it 

3. Agenda
Documents Records in
Documents Records Remember
in SharePoint SharePoint

4. The Theory
Why talk about Documents and Records?

5. Why Documents and Records?
• Definition
• 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.
• Why
• Implementing a document and records 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
• Classification policy
• Taxonomy capturing – Terms
• SharePoint 2013 is here, and it is fantastic!!!

6. The Theory
Documents and Records

7. Documents
• 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
Documents • 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

8. Records
• Really it is about record creation
• Final process within the Document Lifecycle
• Process of:
• Creation
Records • Receipt
• Maintenance
• Use
• Disposition of…
• Capturing and Maintaining as Evidence
• Capturing Transactional Data as Evidence

9. The Theory
Documents SharePoint

10. Documents in SharePoint
• Check In / Check Out • Folder Structure and Filtering
• Versioning • Item Permissions
• Comparison
• Document ID Service
• Managed Metadata
• Social
Documents • Structured
• Ratings
in SharePoint • Folksonomy - Use wisely
• Tagging
• Content Types and Site Columns • Commenting
• Following
• Metadata Navigation
• Document Preview
• Rule Based Submission – Content
Organizer

11. Demonstration
Documents in SharePoint

12. The Theory
Records in SharePoint

13. Records in SharePoint
• Full Document Management • File Plan Report
• Document ID • Taxonomy and Centralized Content Types
• Multi-Stage Retention • Content Organizer
Records in • Per-Item Audit Reports • Virtual Folders – Metadata Navigation
SharePoint • Hierarchal File Plans • In-Place Record Declaration
• Site Based Retention • Support for tens of millions in a single
record center
• eDiscovery Center
• More in a distributed archive scenario
• Site Mailbox • Office 365 Mean larger scale

14. Demonstration
Records in SharePoint

15. Remember
Documents and Records Management

16. Remember
• 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
Remember
• 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

17. Remember
• 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
Remember • 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
• Office Web Apps
• Train, Train and then Train your users again

18. Contact & Thank You
Web
http://www.protiviti.com
Personal Blog
http://blog.helloitsliam.com
Personal Twitter
Contact @helloitsliam
Email
Work: liam.cleary@protiviti.com
Personal: liamcleary@msn.com
LinkedIn
liamcleary