SharePoint provides a solid document and record management platform and with the release of SharePoint 2013, we now have the capability to provide power users with the ability to perform and manage their own eDiscovery searches.

1. The Next Generation of Document and Record
Management in SharePoint 2013
Presented by
James Milne
SharePoint MVP

2. James Milne
CTO @ MYRIAD Technologies
• SharePoint MVP (5 Years)
• MCT, MCSE, MCTS, MCITP
• Ba. Comp Sci
• Email: James.Milne@MyriadTech.com.au
• Twitter: @JamesMilne

3. Overview
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Introduction
Document Management
Record Management
eDiscovery

4. SharePoint 2013
DOCUMENT MANAGEMENT

5. Document Management
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Document IDs
Version Management
Document Sets
Content Types
Managed Metadata Service
Term Sets & Keywords
Content Type Hub
Content Organiser
MetaData Navigation

6. Document ID
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Site Collection Level Feature
Generate a Unique Document ID
Searchable
Perma-Link

7. Version History
• Just the changes
• Major and Minor versions
• Draft item security

8. DEMO
DOCUMENT MANAGEMENT

9. SharePoint 2013
RECORD MANAGEMENT

10. Record Management
• In-Place Record
Management
• Content Type Hub
• Content Organiser
• Centralised Record
Management
• Multi-Stage Retention
• Generate File Plans
• eDiscovery & Team Folders
• Information Management
Policies
• Site Policies

11. In-place vs. Records Centre
In-Place
Records Centre
• Documents
declared as a record
• Records “submitted”
to Record Centre
• Kept in-place
• Centralised Management
• Record kept in context
• Dedicated Role
• Creators can access their own
content
• Tighter governance
• Fits existing site structure
• Better Scalability

12. Choosing between Record Center & In- Place
Requirement
Records Centre
In-Place Record
Managing Record Retention
Content Organizer
automatically places new
records in the correct folder in
the archive’s file plan, based
on metadata
Different policies for records
and active documents based
on the current content type or
location
Restrict which users can view
records
Yes
No
Ease of locating records (for
Record Managers)
Easier
Harder
Maintain all document
versions as records
Each version must be sent
Automatic, assuming
versioning is turned on
Ease of locating information
(for team collaborators)
Harder
Easier

13. In-Place Records Management
• Library Settings

14. DEMO
IN-PLACE RECORD MANAGEMENT

15. File Plan
Sample File Plan
Record Type
Financial
Statements
Invoices
E-Mail
Correspondence
Document ID
Finance-Doc-01
PO-Invoice_01
Email-Msg-01
Required Fields
Statement Date
(Date Field)
Delivery Date (Date
Field)
Subject (String
property, single line
of text
Expiration
Retain for 7 years
Retain for 5 years
after Statement Date after Delivery Date
Retain for 3 years
from date created
Disposal
Archive and delete
on expiration
Archive and delete
on expiration
Delete on Expiration
Audit
Audit View Events
Only
None
None

16. The Record Centre
Centralised RM

17. Record Declaration Settings
• Control Actions
• Block Delete
• Block Edit and Delete
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Control Who
Contributors (aka. Members)
Administrators
Only policy Actions

18. Configure send to the Record Centre
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Web Application
Display Name
OfficialFile.asmx
Send To Action:
– Copy
– Move
– Move and Link

19. Send to Record Centre

20. Move and leave a link

21. DEMO
CENTRALISED RECORDS MGMT

22. Information Management Policies
• Policy Statement
• Enable Retention
• Enable Auditing
• Enable Barcoding
• Enable Labels

23. Retention Policy
• Multi-Stage Retention
• Retention policies can have multiple stages
• Single Policy can manage the entire document
lifecycle
• Example:
– Delete Drafts 1 year after
Last Modified
– Delete Record after 7 years after
Declared

24. Audit Policy
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Enable Auditing
Opening/Viewing/Downloading
Editing
Checking out/in
Moving or Copying
Deleting or Restoring

25. SharePoint 2013 ECM Enhancements
eDiscovery
Team Folders
• In place preservation in
SP & Exchange
• Integrated, enterprise
wide case
management
• Work on mail and
documents together
• SharePoint, Outlook,
OWA
• Retention/compliance
across stores

26. Unified Discovery across Exchange, SharePoint and Lync
• Find it all in one place (unified console)
• Find more (in-place discovery returns the richest data)
• Find it without impacting the user (Give legal team discovery, leave IWs
alone)
Discovery Center in SharePoint
Unified Preserve, Search and Export
Exchange Web Services
Connect to Exchange to get mailbox data
Lync Archiving to Exchange
Exchange is the compliance store for Lync
Search Infrastructure
Exchange and SharePoint use the same search platform

27. SharePoint 2013
DISCOVERY CENTER

28. Discovery Center
• Central Place to view all Cases
• Activities
– Discovery
Sets
– Queries
– Sources
– Exports

29. Discovery Sets

30. Add, manage and export discovery sets

31. Create a case in the discovery center
DEMO
EXPLORING THE DISCOVERY CENTER

32. SharePoint 2013
SITE POLICIES

33. Site Based Compliance
• Records Team create policies,
which define:
– The retention policy for the
entire site and
the team mailbox.
– What causes a project to be closed.
– When a project should expire
– Can set also site collection as
read only
• Policy also available optionally from
self site creation
• Policies can be replicated from
content type hub cross enterprises

34. New Site Policy
• Site Closure
• Site Deletion

35. Site Closure and Deletion
• Apply a Site Policy
• Manual Closure

36. SharePoint 2013
TEAM FOLDERS

37. The Team Folders – Exchange and SP together
• Documents are stored in SharePoint
• Emails are stored in Exchange
• Team Folders can receive emails
and have their own email address
• Easy access to both from Outlook
and SharePoint
• Unified compliance policy
applies to both

38. New Horizons Training
• Office 2013
• SharePoint 2013:
– Site Members: December 9th
– Site Owners: December 10th & 11th
• InfoPath
• Nintex Workflow
• Contact your NH Account Manager

39. Question Time
Questions?

40. Question Time
Twitter: @JamesMilne
Email: James.Milne@Myriadtech.com.au