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

Transcription

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

2 James Milne MYRIAD Technologies SharePoint MVP (6 Years) MCT, MCSE, MCTS, MCITP Ba. Comp Sci James.Milne@MyriadTech.com.au

3 Problems & Challenges When is a document a record? Record Management in the Field? Disconnected Networks Remote Locations Finding content

4 Solutions Business Processes Document Types / Metadata Document Management Replication Search & Findability

5 Session Overview Introduction Document Management Record Management ediscovery

6 SharePoint 2013 DOCUMENT MANAGEMENT

7 Document Management 101 Document URL Document ID Version History Document Templates Content Types MetaData Concurrent Editing

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

9 Version History Just the changes Major and Minor versions Draft item security

10 What is Meta Data? Data that describes other Information Selected information about data that summarises important aspects of the data. Helps you Organise and Categorise Items. Library Cards are a great example.

11 Metadata Example Colour Red Price $10.00 Type Cabernet Year 2000 Region Stanthorpe Wine Name Rusty Red Size 750ml Country of Origin Australia Maker Milne Vineyards

12 Document Metadata File Name Purchasing Pens Doc Number Type Policy Category Purchasing Created By James Milne Review Date 01/10/2005 Business Unit Procurement Division Finance

13 How we used to do it.. + Finance + Policies + Purchasing Purchasing Pens.doc

14 Benefits Workflow can leverage Meta Data. To make decisions. To store status, eg. Phase, Stage or Status. Information Management Policies. Searchability. Advanced Search. Faceted Search. 17

15 DEMO DOCUMENT MANAGEMENT

16 SharePoint 2013 RECORD MANAGEMENT

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

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

19 Site Settings

20 Library Settings In-Place Records Management

21 DEMO IN-PLACE RECORD MANAGEMENT

22 Centralised RM The Record Centre

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

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

25 Send to Record Centre

26 Move and leave a link

27 DEMO CENTRALISED RECORDS MGMT

28 Information Management Policies Policy Statement Enable Retention Enable Auditing Enable Barcoding Enable Labels

29 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

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

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

32 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 Lync Archiving to Exchange Search Infrastructure Connect to Exchange to get mailbox data Exchange is the compliance store for Lync Exchange and SharePoint use the same search platform

33 SharePoint 2013 DISCOVERY CENTER

34 Discovery Center Central Place to view all Cases Activities Discovery Sets Queries Sources Exports

35 Discovery Sets

36 Add, manage and export discovery sets

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

38 SharePoint 2013 SITE POLICIES

39 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 Site Based Compliance

40 New Site Policy Site Closure Site Deletion

41 Site Closure and Deletion Apply a Site Policy Manual Closure

42 SharePoint 2013 TEAM FOLDERS

43 The Team Folders Exchange and SP together Documents are stored in SharePoint s are stored in Exchange Team Folders can receive s and have their own address Easy access to both from Outlook and SharePoint Unified compliance policy applies to both

44 New Horizons Training Office 2013 SharePoint 2013: Site Members: December 9 th Site Owners: December 10 th & 11 th InfoPath Nintex Workflow

45 Questions? Question Time

46 Question Time