This document provides an overview and agenda for a presentation on implementing records management in SharePoint 2010. The presentation covers an introduction to records management, planning for record retention, designing governance and taxonomy for records, linking physical and digital records, best practices, avoiding common pitfalls, and resources. The agenda includes discussions of the different types of records in SharePoint 2010, information management policies, e-discovery capabilities, governance considerations, designing a site taxonomy, approaches to linking physical and digital records including document imaging, and best practices for a successful implementation.

1. Implementing Records Management in SharePoint 2010

2. Speakers Chris Riley – Twitter: @rileybeebs Imaging and ECM Author Sr. ECM & Image Capture Architect ECMp, IOAp Paul Papanek Stork – Twitter: @pstork SharePoint MVP & Author Chief Architect & Practice Lead MBA, MCT, MCSE, MCSD, MCDBA, MCTS, MCITP, MCPD…

3. Agenda An Introduction to Records Management Planning for Record Retention Designing Governance & Taxonomy around Records Linking physical and digital records Best Practices/Avoiding Common Pitfalls Resources and Q & A

4. Audience Survey What is your primary role in implementing Records Management in SharePoint 2010? Decision Maker, Influencer or Sponsor Records Manager or ECM Professional Admin, Architect or Developer Analyst or End User Consultant

5. Intro to Records Management What is Records Management? What is a Record? Document, List Item, or “Hard Copy” Evidence of an Activity or Transaction Retention required Who are the players? Clerks, or Records Manager Office Legal IT Why is it important? Compliance Data Integrity

6. Records Retention in SP2010 Two types of Records In-place Records Records Center Site Content Types Content Type Publishing for Enterprise Information Management Policies E-Discovery consists of two parts Finding documents or items Suspending processing of selected records

7. In-place Records Management

8. Audience Survey Where are you on the SharePoint 2010 adoption curve? Already using SharePoint 2010 Will implement/upgrade in 0-3 Months Will implement/upgrade in 4-12 Months No near-term plans to upgrade Unsure – need more information

9. Governance Platform Governance Who can access eDiscovery Who can perform Audits End-User Adoption Super Users Start now Training Governance through technology Document IDs Managed Metadata Audit Trails

10. Taxonomy – Managed Metadata Created before documents are uploaded Requires discovery Design and maintain in Excel Do not duplicate folder structure Avoid “other” buckets Avoid adding or changing terms Use Synonyms or Keywords for flexibility

11. Designing a Site Taxonomy

12. Linking Physical with Digital Two approaches Converting physical to digital i.e. document imaging Digital tracking of physical records Driving forces Better control of physical records Eliminate physical records Unify business processes for both physical and digital records

13. Document Imaging Document imaging: As much about the setup of SharePoint as the imaging software you choose Reach for the stars, but don’t expect magic Key SharePoint 2010 features Document ID Service Document Sets Content Organizer & Rules Remote Blob Storage (RBS)

14. Physical Records Management Physical Records Management Scale is a large consideration Manually with a tracking list SharePoint list with workflows Semi-Automated with barcodes and labels Barcoding Information management policy Fully-Automated with RFID technology Third-Party market

15. Linking Physical & Digital Records

16. Audience Survey What do you see as next steps? Learn more about Records Management & ECM in SharePoint 2010 Plan& Design an implementation (policies, taxonomy, governance, imaging, etc.) Implement a Records Management Solution in SharePoint 2010 Get some help!

17. Avoiding Pitfalls Don’t audit everything, it will ruinyour performance Don’t computerize poor business processes Don’t go straight to customization; learn the “Out of the Box” features first Get some training or expert assistance if needed

18. Best Practices Remember SharePoint is a Platform Start with “Out of the Box” features, then customize Build a Governance committee with “broad” membership Start with a simple taxonomy and grow it over time Move linked “hard copy” material to inexpensive warehouse space

19. ECM GamePLAN Jumpstart your ECM & Records Management Deployment Conducted by a Sr. Architect, MVP, or MCM Methodology Education on SharePoint 2010 Brainstorming & Requirements Development Assessment – hardware, AD, skills, etc. Planning & Implementation Roadmap $8,500 + travel for a 4-day engagement Email Sales@ShareSquared.com or call 800-445-1279 x402 us (Chris).

20. Downloadable Brochures Several handouts are available for download from LiveMeeting: SharePoint 2010 GamePLAN Enterprise Content Management GamePLAN SharePoint Composer/Maestro

21. Resources and Q & A Assessment & Planning Schedule an ECM GamePLAN engagement Learn more about SharePoint 2010 Next Webinar: “Best Practices for SharePoint 2010 Public Facing Sites” on 04/5/2011 Online resources Chris’s AIIM Blog: http://tinyurl.com/ChrisAiimBlog ECM Webinar Recording:http://tinyurl.com/ECMRecording ECM Webinar Q & A: http://tinyurl.com/ECMQandA TechNet (Records Mgmt): http://tinyurl.com/RecordsMgt Contact Us Sales@ShareSquared.com 800-445-1279 - x402 (Chris)