The SharePoint Technology Conference BUILDING A RECORDS MANAGEMENT PRACTICE

Transcription

1 The SharePoint Technology Conference BUILDING A RECORDS MANAGEMENT PRACTICE

2 Amanda Perran 6 Time MVP Microsoft SharePoint Server Practice Lead, SharePoint - Plato vts Microsoft Co-Author of Beginning SharePoint 2007 & Beginning SharePoint 2010 Key Practice Areas: Governance, Information Architecture and Solution Architecture aperran@platoconsulting.com

3 This Session is Intended For Business Managers Technical Managers IT Professionals Information Managers Interested in adopting a more formalized approach to Records Management with SharePoint.

4 Agenda Review some key considerations for your organization s records management strategy Discuss an approach to defining some of the elements of a successful Records Management strategy. Demonstrate how those items map to SharePoint features by walking through a fictional scenario

5 What Organizations Need Protection of Information Ease of Management Reduce Redundant Activities Control Over Access Ease of Discovery Accountability Compliance

6 What Business Users Need

7 Developing an Electronic Records Management Strategy KEY CONSIDERATIONS

8 What is a Record? What type of files? When does a file become a record? As soon as it is created Everything is a record Once it has become Final

9 What are the Rules? Often Records Declaration Rules are dependant on Regulatory Requirements or Legislation Ensure they are applicable to YOUR organization.

10 What is the Format of a Record? Electronic Documents Paper Files Communications Messages Collaboration Content (Task History, Calendar Appointments, etc )

11 Where Does the Record Go? Once a file has been declared as a record, what happens to it? Will users still have access to the file for reference?

12 Observation From the Field: WHAT ABOUT NON RECORDS?

13 Achieving Compliance Observation: Many employees have no idea what Records Administrators do or share their concerns around managing information effectively.

14 Achieving Compliance (Cont d) Suggestion: Build compliance into the system in a manner that is completely integrated and seamless for end users. Content Types Information Management Policies Workflows

15 Building a Records Practice KEY ACTIVITIES

16 Records Practice Development Identify Document Types Create Classification Plan Define Policies Determine File Plan

17 Identify Your Document Types Sales Proposal Sales Quote Project Charter Project Schedule Technical Documentation Specification Document Training Manual Training Presentation

18 Information Classification

19 Define Processes and Policies

20 File Hierarchy Planning Home Departments Projects Committees Resources Regions Marketing 2012 Social Forms North Sales 2011 Go Green Team! Templates South HR 2010 Workplace Safety Policies East

21 File Plan Hierarchy Planning

22 Information Architecture Hints Plan in a series of steps and iterations. Define only to point where value can be attained. Leverage existing experience. Don t skip or rush this stage!

23 Management Works best when combined with your server solution for archiving. Contextual Archiving Exchange Managed Folders 3 rd Party Add-Ons Enabled Libraries

24 Building a Records Management Practice SHAREPOINT FEATURES

25 Content Types

26 Structured Rules Inheritance Corporate Document Policy Document Define: Template / Metadata Expiration Rules Auditing Information Technology Policy Human Resources Policy Define: Human Resources Specific Metadata Approval Processes Budget Policy

27 Content Classification Structured Managed Metadata Service: Highly Structured Taxonomies Site Columns: Centrally Managed & Reusable Metadata Folder Hierarchies: File Plans Unstructured Keywords: User Specified Tags that may be promoted to managed metadata over time.

28 Manage Content Lifecycle

29 Audit Log Reporting

30 Records Declaration Once you know when a file becomes a record, you can determine how best to configure SharePoint to host that record. In Place Approach Archive Approach

31 SharePoint Records Management

32 Best Practices for Success! Plan Well Upfront! (True for any Records Technology) Implement in Phases and Stages Approach with Integrated Governance Develop a solid communications plan.

33 Find a Balance Comfort Control

34 Thank you!