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John F. Holliday, J.D.
SharePoint Architects, Inc.


BUILDING AND USING
SHAREPOINT-FRIENDLY
FILE PLANS




#1 File Planning Goal:
Retention
    How long MUST we keep this stuff?



    How soon CAN we get rid of it?
#2 File Planning Goal:
Classification
                 What type is it?

                 Where does it belong?

                 What processing is
                  required?
File Planning Tools
Tool                      Pro                         Con
Notepad / MS   Capture information        Easy to deviate from
Word           quickly.                   standardized layout.
Visio /        Graphic representation –   Harder to extract
MindManager    easier to communicate      information for automatic
                                          processing.
MS Excel       Handles large numbers of   Harder to deal with
               document types             hierarchies.


MS InfoPath    Supports tables and        Requires more up-front
               recursive structures.      effort, especially for large
               Easier to automate. More   volumes (need views).
               scalable.
#1 File Planning Challenge:
         Size
   Driven primarily by
    existing retention schedules

   Typical # of document
    types…

    ◦ For small companies: 50-100
    ◦ For most companies: 800-1000
A Typical Example
Functional Category    Description                     Retention                 Contact
/ Sub-Category /
Record Series
Accounting                                                                       J. Doe

     Invoice           Record of purchased goods and   Created + 3
                       services

     Timesheet         Hours worked, overtime and      Project Termination + 1
                       salaries paid

Human Resources                                                                  J. Lang


     Training Manual   Hard-copy training materials    Superseded



     Resume            Candidate resumes               Hiring Date + 3







What is Needed for
File Plan Automation?
    Consistent data structure
     (without hierarchies)

    Disposition Actions

    Assignment of Responsibility
     (optional)
A Better Layout for Automation
                      in SharePoint
Type           Description              Media        Category     Retention   Disposition Contact

Invoice        Record of purchased      Print        Invoices     X years     Destroy     J. Doe
               goods and services

Timesheet      Hours worked, overtime   Electronic   Payroll      X years     Destroy     S. Allen
               and salaries paid                     Records

Training       Hard-copy training       Mixed        Training     X years     Archive     J. Lang
Manual         materials

Resume         Candidate resumes        Print        HR           X years     Archive     J. Doe



            Can Become                                          Can include hierarchy
            Content Types                                       using ‘/’ characters
How to deal with large numbers of
        document types?
   Excel is really good at this, but…
    ◦ We want better control of the data representation


   InfoPath is ok, if…
    ◦ We create the form using repeating tables
    ◦ (optional) Can include one or more detail views
File Plan Collaboration
   They say SharePoint is a great tool for
    this…
    ◦ Form Library to hold the file plan specification
    ◦ Workflows to manage file plan approval status
How to Apply File Plan to
         SharePoint?
   Use it for provisioning…
    ◦ Automatically create web application
    ◦ Automatically create records center site(s)


   Use it for configuration…
    ◦ Automatically configure existing records center
      site(s)
    ◦ Automatically create content types and
      libraries/folders
Records Repository Provisioning
     Look at total number of documents to determine…
      ◦ How to setup content database
      ◦ How to configure quotas, etc.


     Look at documents per category to determine…
      ◦ How to setup document libraries/folders


     Look at documents per person to determine…
      ◦ How to distribute management responsibility
      ◦ How to configure permissions




Leveraging InfoPath 2010

SHAREPOINT-FRIENDLY
FILE PLANS

    ◦


    ◦


    ◦




    ◦
InfoPath File Plan Solution
Architecture Central
                      Administration




                                File Plan
             Upload              Gallery
                                                    New
 File Plan                                         Records
                                       Provision   Center



                          Plan
                       Activation      Configure
                         Page                      Existing
                                                   Records
                                                   Center
InfoPath File Planning Solution
Implementation Steps
   1.   Develop File Plan Schema
   2.   Build Software (.NET) Components
   3.   Create Form Template
   4.   Build File Plan Gallery Feature
<FilePlan>
  <Title>Contoso Records</Title>
  <Description>…</Description>
  <Records>
     <Record>…</Record>
  …
</FilePlan>
InfoPath File Planning Solution
       Implementation Steps
            1.   Develop File Plan Schema
            2.   Build Software (.NET) Components
            3.   Create Form Template
            4.   Build File Plan Gallery Feature


            Generate                   Extend



                       Serialization            Provisioning
File Plan                Classes                Components
InfoPath File Planning Solution
Implementation Steps
  1.   Develop File Plan Schema
  2.   Build .NET Components
  3.   Create Form Template
  4.   Build File Plan Gallery
InfoPath File Planning Solution
Implementation Steps
  1.   Develop File Plan Schema Central
                               Administration
  2.   Build .NET Components
  3.   Create Form Template
  4.   Build File Plan Gallery           File Plan
                                              Gallery




                                         Plan
                                      Activation
                                        Page
Building and Using SharePoint-Friendly File Plans
Summary
 Typical file plans describe more than 500
  document types, and configuring a records
  center requires many coordinated steps for each
  distinct document type.
 Automated file plan processing can be used both
  for provisioning records repositories and for
  configuring records center sites.
 InfoPath offers many advantages over other file
  planning formats.
 InfoPath file plans can be based on enterprise-
  or industry-specific data schemas, ensuring
  consistency, scalability and reusability.
Thank You!
For more information:

  Blog:
     www.JohnHolliday.net

  Web:
    www.SharePointArchitects.us

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Building and Using SharePoint-Friendly File Plans

  • 1. John F. Holliday, J.D. SharePoint Architects, Inc. BUILDING AND USING SHAREPOINT-FRIENDLY FILE PLANS
  • 3. #1 File Planning Goal: Retention  How long MUST we keep this stuff?  How soon CAN we get rid of it?
  • 4. #2 File Planning Goal: Classification  What type is it?  Where does it belong?  What processing is required?
  • 5. File Planning Tools Tool Pro Con Notepad / MS Capture information Easy to deviate from Word quickly. standardized layout. Visio / Graphic representation – Harder to extract MindManager easier to communicate information for automatic processing. MS Excel Handles large numbers of Harder to deal with document types hierarchies. MS InfoPath Supports tables and Requires more up-front recursive structures. effort, especially for large Easier to automate. More volumes (need views). scalable.
  • 6. #1 File Planning Challenge: Size  Driven primarily by existing retention schedules  Typical # of document types… ◦ For small companies: 50-100 ◦ For most companies: 800-1000
  • 7. A Typical Example Functional Category Description Retention Contact / Sub-Category / Record Series Accounting J. Doe Invoice Record of purchased goods and Created + 3 services Timesheet Hours worked, overtime and Project Termination + 1 salaries paid Human Resources J. Lang Training Manual Hard-copy training materials Superseded Resume Candidate resumes Hiring Date + 3
  • 9. What is Needed for File Plan Automation?  Consistent data structure (without hierarchies)  Disposition Actions  Assignment of Responsibility (optional)
  • 10. A Better Layout for Automation in SharePoint Type Description Media Category Retention Disposition Contact Invoice Record of purchased Print Invoices X years Destroy J. Doe goods and services Timesheet Hours worked, overtime Electronic Payroll X years Destroy S. Allen and salaries paid Records Training Hard-copy training Mixed Training X years Archive J. Lang Manual materials Resume Candidate resumes Print HR X years Archive J. Doe Can Become Can include hierarchy Content Types using ‘/’ characters
  • 11. How to deal with large numbers of document types?  Excel is really good at this, but… ◦ We want better control of the data representation  InfoPath is ok, if… ◦ We create the form using repeating tables ◦ (optional) Can include one or more detail views
  • 12. File Plan Collaboration  They say SharePoint is a great tool for this… ◦ Form Library to hold the file plan specification ◦ Workflows to manage file plan approval status
  • 13. How to Apply File Plan to SharePoint?  Use it for provisioning… ◦ Automatically create web application ◦ Automatically create records center site(s)  Use it for configuration… ◦ Automatically configure existing records center site(s) ◦ Automatically create content types and libraries/folders
  • 14. Records Repository Provisioning  Look at total number of documents to determine… ◦ How to setup content database ◦ How to configure quotas, etc.  Look at documents per category to determine… ◦ How to setup document libraries/folders  Look at documents per person to determine… ◦ How to distribute management responsibility ◦ How to configure permissions
  • 17. ◦  ◦  ◦  ◦
  • 18. InfoPath File Plan Solution Architecture Central Administration File Plan Upload Gallery New File Plan Records Provision Center Plan Activation Configure Page Existing Records Center
  • 19. InfoPath File Planning Solution Implementation Steps 1. Develop File Plan Schema 2. Build Software (.NET) Components 3. Create Form Template 4. Build File Plan Gallery Feature <FilePlan> <Title>Contoso Records</Title> <Description>…</Description> <Records> <Record>…</Record> … </FilePlan>
  • 20. InfoPath File Planning Solution Implementation Steps 1. Develop File Plan Schema 2. Build Software (.NET) Components 3. Create Form Template 4. Build File Plan Gallery Feature Generate Extend Serialization Provisioning File Plan Classes Components
  • 21. InfoPath File Planning Solution Implementation Steps 1. Develop File Plan Schema 2. Build .NET Components 3. Create Form Template 4. Build File Plan Gallery
  • 22. InfoPath File Planning Solution Implementation Steps 1. Develop File Plan Schema Central Administration 2. Build .NET Components 3. Create Form Template 4. Build File Plan Gallery File Plan Gallery Plan Activation Page
  • 24. Summary  Typical file plans describe more than 500 document types, and configuring a records center requires many coordinated steps for each distinct document type.  Automated file plan processing can be used both for provisioning records repositories and for configuring records center sites.  InfoPath offers many advantages over other file planning formats.  InfoPath file plans can be based on enterprise- or industry-specific data schemas, ensuring consistency, scalability and reusability.
  • 25. Thank You! For more information: Blog: www.JohnHolliday.net Web: www.SharePointArchitects.us

Notas del editor

  1. A good file plan should:Describe documents considered to be “official records” and specify how they should be classified, group and categorized.Specify how long each document type must be retained.Describe any additional actions that should be performed when document retention periods expire.Assign responsibility to roles and/or individuals for managing the record lifecycle.
  2. Talk about the legal requirements for retaining information.Talk about the legal risks associated with keeping information.
  3. Talk about some of the challenges people have when classifying documents. Mention that even after the file plan has been created, there is still the task of properly identifying which documents belong to which class.Talk about content types and the bucket theory – “big buckets” vs. “small buckets”.Talk about workflow and disposition options.
  4. Talk about various approaches for reducing the number of distinct document types (grouping by role or functional category).
  5. In the field, file plans are driven primarily by existing retention schedules. They tend to include some hierarchical organization (broad categories) in an attempt to deal with the large numbers of different document types. They also tend to not include disposition information – assume only one disposition action =&gt; destruction
  6. In order to support file plan automation, the categorization hierarchy should be flattened, and the retention formulas should include disposition actions.
  7. Look for ways to “flatten” hierarchical categories into a single column. This is important to simplify processing because it eliminates recursion. It is also important to include the disposition field as well as the contact field so that SharePoint information management policies can be created and permissions can be assigned.
  8. Describe the schema in more detail. Talk about the different parts of the schema. Flip over to the actual schema definition and then back to the slide.
  9. Introduce the InfoPath form. Show how the schema is locked in the form. Introduce the fact that the form uses views to handle large numbers of document types – so that it’s as easy to use as Excel.
  10. Visual Studio solution creates the file plan gallery. The form is included as the document template for the form library. The gallery is defined and created with custom actions that surface the gallery in 2 places: site settings page, and from the general application settings page.
  11. Open an actual file plan form with many record types (50-60). Talk about scalability to hundreds of types. Talk about issues encountered. Walk through the process of uploading the plan to the gallery. Use the ECB custom action to open the activation page. Select the activation options. Activate the plan to create the repository. Open the repository to show the configuration.