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C D H SharePoint for Records Management

C D H Quick Facts

About Us• 22nd Year• Grand Rapids &

Royal Oak• 30 Staff

Approach• Vendor

Independent• Non-reseller• Professional

Services Only

Partnerships• Microsoft Gold• VMware Enterprise• Citrix Silver• Novell Gold• Cisco Premier

C D H Expertise

C D H Talks TechC D H

C D H Your Presenter

David TappanConsultantIOAp, MCITP, MTCS: SharePointdavidt@cdh.com

C D H Agenda

Approach– What’s different about SharePoint RMTools– What’s in the SharePoint RM Feature SetGovernable and Usable Taxonomy• Content type syndication• Applying metadata• Managing enterprise metadataRecords Management• Declaring Records• eDiscovery and Holds• Auditing and Reporting

C D HSharePoint 2010 RM: How is it

different?

Key tenets of RM in SharePoint

Integrated Governance Familiar and Easy to Use Flexible

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C D H Governable and Usable Taxonomy

C D H Applying Metadata: ‟Tagging”

• Web Browser– List items can be tagged by using the ‟Edit Properties” UI

• Automated– By a workflow– By virtue of the location in which we choose to store the item

(location based metadata)– Values from the parent Doc Set

• Office Clients– Document Information Panel allows for tagging in the authoring

surface of the Office client– Backstage in the Office clients will allow full fidelity of the

managed metadata controls

– InfoPath forms • Custom Apps

– 3rd party or custom applications using SharePoint Metadata OM

C D H Metadata field & features

Closed Term Set

Closed Term Set

Open Term SetOpen Term Set

Flexible & open

Controlled & managed

Keywords SetKeywords Set

C D H Taxonomy User Experience

Demo

C D H Definition of Terms

• Content Type Syndication - Publishing, sharing, pushing one or more content types across site collection, Web App, and farm boundaries

• Hub - A site collection designated as a ‟source” from which we share content types throughout the enterprise

• Taxonomy - Hierarchy, synonyms, descriptions, and translations

• Folksonomy - Informal flat list of adhoc values• Term Store - DB that contains one or more taxonomies

available as a ‟Shared Service”• Term - Node in the taxonomy with a unique ID and many text

labels• Tagging - Applying metadata to an item (authoritative or social)• Keywords - ‟Not just a text string”

C D HMetadata Governance in SharePoint

through Content Type Syndication

What’s the benefit?• Up-to-date and consistent schemas across the Enterprise• Syndicated content types can have a single policy i.e., from

now on blogs postings must expire after 18 monthsWhat are the features?• Publishing Content Types

– Ease of use: Content Types are ‟published” from a ‟normal” Site Content Type Gallery

– Granular delegation: Only one hub per Managed Metadata service application—but many MM service apps per consuming web application.

• What gets published?– Content Type with all the corresponding columns– Including Document Set Content Type– Policies– And workflow associations (not the workflows)

C D H‟Content Type Syndication … How it

Works”

C D HTaxonomy Governance through the Managed Metadata Service

• Managed Metadata– Single or multi-value field– Binds to a term set of any term store (Share Application Service)– Many managed metadata columns on a list, library, or content

type– ‟Like a super choice field”– Inclusive/exclusive filtering– MUI enabled

• Managed Keywords– One per content type– Validates against all terms in all term sets– Always for ‟folksonomies” – ‟Like a super text field”– Auto-complete– Disambiguation– Preferred term– Tree picker control

C D HContent Type Syndication and

the Managed Metadata Service

DemoSite Settings Galleries

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C D H Records Management

C D H Records Management Features

• Retention Policies• Declaring records• Document IDs• Content Organizer• Legal Holds• Auditing and Reporting

C D H Definition of Terms

• Record – Any item that has been designated as authoritative. May be blocked from edit or delete, is searchable, and may have special workflows

• eDiscovery – Discipline of preparing for and responding to legal discovery requests for data.

• Legal Hold – A rule to gather documents based on properties or search strings that is responsive to a discovery request

C D H Declaring Records

• In-Place• Sent to a Records Center

– Manually– By policy

C D H Retention Policies

• Based on multiple factors– Content type (of course)– Library– Folder

• Multi-stage retention policy• Different policies for records and non-

records

C D H Legal Holds

• Free text search• Local hold or export• Hold categories

C D HRecords Declaration, Retention

Policies and Legal Holds

DemoSite Settings Site Content Types Info

Management Policies

C D H Document IDs

• Permanent, unique, enterprise-wide• Searchable• Moveable

C D H Content Organizer

• Hierarchical File Plan• Content Organizer Settings• Content Organizer Rules• Requires matching content types (value of

content type syndication)

C D HDocument IDs and the Content

Organizer

Demo

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Royal Oak306 S. Washington Ave.Suite 212Royal Oak, MI 48067p: (248) 546-1800

Thank You

Grand Rapids15 Ionia SWSuite 270Grand Rapids, MI 49503p: (616) 776-1600

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