SharePoint Records Management –Office 365

#HoustonSPTF

Tiffany Songvilay

@officeovereasy

1

Who is Tiffany Songvilay?

• Independent SharePoint consultant since 2007

• Records management expert• Documentation advocate• Defender of developers• Social media fan

2

Agenda

• How is a record declared?• Out-of-the-box solutions• Centralized vs. in-place• What’s different in the cloud?

3

How is a record declared?

Create & Classify

Review & Approve

Mark Final & Publish

Declare Record

Store & Reference

Destroy

Department Collaboration Site Record Center

Out-of-the-box SharePoint solutions

2010 and 2013• Holds• Information management policies• Managed metadata• Content type syndication• Content organizer rules• Document sets• Disposition workflow• Document IDs• Hierarchal retention policies

5

Office 365

• Content type hub• Site-based retention• Case Manager sites (eDiscovery

Center) – hold search includes Lync, Exchange, and file shares

• Site Mailbox app - drag and drop (and retain) emails to a project site but manage and read them in Outlook 2013

• XML Export

6

Which option is right for me?

In-Place Records Management• Content types in place across entire organization• No regulation that requires a centralized repository• Accessible by original collaborators• All employees trained to be record custodians

Centralized Record Center

• Managed in one place by existing RM’s

• Minimize impact on existing collaboration sites

• Lifespan of records outlives lifespan of collaboration sites

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On prem: Web App

• Separate Record Center into its own web app and database –simplifies recovery process for records

• Recycle bin off/on - choose recycle bin turned off so items are permanently deleted instead of moved into recycle bins prior to deletion

• Timer job scheduling – separate web app means that timer jobs can be modified without impacting department SharePoint sites

• Search center - create a shared enterprise search center to index/search all site collections – records could be removed from search at the site collection level

• Term store - create a shared term store (managed metadata service) to be used across all site collections - records management terms can be used as managed metadata columns in all sites

• Delete item – remove user permission to delete items “just in case” – will create frustration during pilot and testing

8

Demonstration

MMS - Term Store Management• Add Term Store Administrators

• Limitations – no edit in datasheet, no ‘beginning with’ or ‘contains’ filters, can’t use calculated fields

10

Site Columns• Dept – Managed Metadata

• Business Area – Managed Metadata

• Date Record Became Active –Date and Time

• Retention Start Date – Date and Time

• Retention Event – Choice (because of MMS limitations)

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Content Types• Document as parent

• Add a helpful description

• Change Column order

• Add to Library

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Content type hub

Information Management Policies• Enable Retention

• Add Stages

• Enable auditing

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Collaboration siteDeclare Record

Collaboration site (cont.)

• Content types subscribed to the hub

Declare Record

Record Center

• Content Organizer Rules

Declare Record

Content Organizer Rules• Bind metadata to

content types

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Policy

Record Center 101

SharePoint Definitions

Metadata Represented in SharePoint by site columns (e.g., title, author, event date).

Content Type A reusable collection of metadata definitions that apply to a category of

SharePoint documents (e.g., contracts, engineering drawings, policies).

Information

Management Policy

A set of rules that govern the lifecycle of a document in SharePoint.

Typically used to apply disposition policies but they can also be used to

route documents to another location based on an event date.

Records Library A special version of a Document Library that facilitates the record

declaration process. Libraries can be divided into multiple levels of folders

and subfolders to allow for a more granular or complex solution.

Content

Organizer Rule

Used to route documents out of a Drop off library and into a final location.

Conditions are defined by a combination of content type plus metadata to

ensure that documents are routed into the correct retention or security

container.

Document Set A special version of a content type that allows many documents to be

grouped and therefore retained together based on the same event (e.g.,

project end date).

What is a record?

All materials regardless of physical form or characteristics made or received by an agency of the United States Government under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the Government or because of the informational value of data in them.

Electronic Record: Any information that is recorded in a form that only a computer can process and that satisfies the definition of a record.

What is Records Management?

eDiscoveryBusiness Process

Compliance

How is this different from Document or Content Management?

• Government regulation and compliance

• Destruction defined by a retention schedule – legal justifications

• Covers both paper and electronic• Manages off-site and cloud storage

23

Similar but different

Create & Classify

Review & Approve

Mark Final & Publish

Declare Record

Store & Reference

Destroy

Department Collaboration Site Record Center