Using The Disposition Workflow To Manage Document Retention

Transcription

1 Using The Disposition Workflow To Manage Document Retention June 21, Webinar Tom Robbins / ASPE Training

2 Tom Robbins ASPE Training MCT, MCSE, MCITP Course Developer and Instructor at ASPE SharePoint SME & Evangelist Enterprise Social Architect Project Server SME Microsoft CIE Facilitator

3 Today s Topics What is Workflow in SharePoint? The Disposition Approval Workflow Information Management Policy Proof of concept using DAP and IMP Creating the Disposition Approval Workflow Creating a Retention policy to use the workflow Building a SP page in a creative way Questions Wrap up!

4 SharePoint Workflow

5 SharePoint Workflow Workflows in SharePoint are used to model structured (typical or frequent) business processes to reduce labor and human error SharePoint provides out-of-the-box workflow for the most common business processes Using SharePoint Designer or other 3 rd party tools, users can build custom workflow

6 SharePoint Workflow Automating business processes helps managers and teams to track and manage the object of a workflow through the entire business process SharePoint provides the tools for creating, editing, and managing the workflow as well as detailed history of each event that occurs during the process. Great for examiners and auditors!

7 OOTB Workflow Templates Approval Workflow Automates the approval of a document. Approvers have the option to Approve or Reject the document, Reassign the approval task, or Request changes to the document. Disposition Approval Manages document expiration and retention by allowing participants to decide whether to retain or delete expired documents.

8 OOTB Workflow Templates Publishing Approval Manages the process of content approval in the same way as the Approval workflow does this except that it s designed for Enterprise Content Management sites with publishing features enabled. Collect Feedback Automates the gathering of feedback on a document. Reviewers can provide feedback. The feedback is returned to the person that initiated the workflow upon completion.

9 OOTB Workflow Templates Collect Digital Signatures Gathers signatures needed to complete an Office document. This workflow can be started only from within an Office client. Three-State Workflow Tracks the status of an issue or item through three states and two transitions between the states, which help track high volume issues. The workflow is designed to work with the Issue Tracking list template but can be used with any list that has a Choice column with three or more values that serve as the state of the workflow.

10 Disposition Approval Workflow The Disposition Approval workflow is designed to support records management needs within an organization. This workflow manages the document expiration and retention process by allowing participants to decide whether to retain or delete expired documents or items.

11 Disposition Approval Workflow When a Disposition Approval workflow starts, it creates Disposition Approval workflow tasks for specific documents and items in the tasks list for the workflow.

12 Disposition Approval Workflow You can configure your Disposition Approval workflow to operate in collaboration with the Expiration policy feature of an information management policy, so that the workflow starts automatically each time a document or item on a site expires.

13 Useful way to implement Create a dashboard page showing all kinds of relevant info about documents: Checked Out Items Documents Pending Deletion (Disposition WF) My Recent Document New Documents When users comes to this page is shows them tasks that may need performing.

14 Information Management Policies IMP s allow us to create policies for information that specify how that information is to be automatically administered at certain points in its lifecycle These policies provide a structured way for records managers to define the proper policies and apply them consistently to all relevant information

15 Information Management Policies By applying these policies, no one has to worry about making sure that these policies extend into new sites and documents they are applied automatically, ensuring that future content adheres to organizational rules Types of policies: Retention, Auditing, Barcode, Labeling

16 Policy Settings - Retention Retention The Retention policy feature lets you define retention stages, with an action that happens at the end of each stage. For example, you could define a two-stage retention policy on all documents in a specific library that deletes all previous versions of the document one year after the document is created, and deletes the document permanently five years after the document is created.

17 Policy Settings - Retention The actions that can be applied at the end of a stage are: Move to Recycle Bin Permanently Delete Transfer to another location Start a workflow Skip to next stage Declare record (requires In Place Records feature) Delete previous drafts Delete all previous versions

18 Policy Settings - Auditing Auditing The Auditing policy feature logs events and operations that are performed on documents and list items

19 Policy Settings - Auditing The events that can be audited Opening or downloading documents, viewing items in lists, or viewing item properties Editing items Checking out or checking in items Moving or copying items to another location in the site Deleting or restoring items

20 Policy Settings - Barcode Barcode The Barcode policy feature enables you to track physical copies of a document by creating a unique identifier value for a document and inserting a bar code image of that value in the document. By default, bar codes are compliant with the common Code 39 standard (ANSI/AIM BC1-1995, Code 39), and you can plug in other bar code providers by using the policies object model. Assigns a barcode to each document or item. Optionally, Office apps can require users to insert these barcodes into documents

21 Policy Settings - Barcode Settings Enable Barcodes Prompt users to insert a barcode before saving or printing

22 Policy Settings - Label Settings Enable Labels Prompt users to insert a label before saving or printing Prevent changes to labels after they are added

23 Information Management Policies Policies can be created at the Site Collection level where they can be used on all content within the site collection To administer: Settings > Site Collection Administration > Content Type Policy Templates

24 Information Management Policies Policies can be also be created on individual content types

25 Information Management Policies Policies can be also be created on libraries (default content types of document or folder By default, a library will enforce the retention schedule on its content types. But you can define schedules on the library and its folders.

26 Example Implementation Demo in SharePoint Online Page with cool web parts Create the Disposition Approval Workflow Create an Information Management Policy Retention policy Based on lifecycle criteria Starts workflow Place web parts on the page

27 Thank You! Stay tuned to the ASPETRAINING.COM website as we announce future Webinars where we dive deep into SharePoint each month. Check out SharePoint Institute at SharePointInstitute.com for industry User Certifications for SharePoint Users! Please follow us