Records Management
Ameet PhadnisMCITP, MCPD, VTSP MicrosoftChief ArchitectAOS Portal Division
About Me
Chief Architect with AOSOver 6 years of SharePoint Experience.E-mail: [email protected] VTSP.
• ABC of Records Management• Information Management Policy• What is Records Management?• Information Management Policies and Records
Management.• Records Management in SharePoint 2010• Demo
Agenda
ABC of Records Management
• A – Keep what must be kept• B – Shred what may be shredded• C – Understand the difference between A and
B.
Information Management Policy
• Enforce compliance• Enables Administrators and managers to
control how content is managed on the site.• Set of rules for a type of content.• Help to comply with legal or governmental
regulations.
Policy Features in 2010
• Expiration• Auditing• Document Labels• Document Bar Codes
Records Management
Courtesy: Digital Records Management (drm2000.com)
Records Management
• Manage a content item, or record from inception to disposal.
• Record is anything that serves as an evidence of an activity or transaction performed by the organization
• Process includes –– Classify information that is classified as record.– Retention period.– Manage information through its life cycle.
Challenges in Records Management
• Identify and tracking.• Filter and purging items.• Declaring records.• Data Retention policies.• Availability
Records Management System includes
• Content Analysis• File Plan• Compliance Requirements Document• Collecting records that are no longer active.• Auditing Records• Capturing records metadata.• Holding records• Monitoring and reporting on records.
Records Management Planning
• Identify Roles• Analyze Content• Develop a file plan• Retention schedules• Improve document management practices• Design Records Management Solution• How content becomes records• E-mail Integration• Compliance of Social Content• Compliance Reporting and documentation
Record Management Roles
• Records Manager• Compliance Officers• SharePoint Administrators• Content Managers
File Plan Includes
• Kinds of Records• Category of records• Location of Records• Retention periods for records.• Managing Records
Completed File Plan
Records Desc Media Record Category
Retention Disposition
Contact
401 K Employee Benefit Plan
Electronic Document
HR 7 years Destroy Tricia Tarr
Payroll Timesheet
Employee hours worked
Electronic Document
HR 15 years Destroy Tara
Collecting Records
• Manual• Policy• Workflow• Custom Solution
Physical Records Planning
• Identify Records Type• Properties for record type• Organize Content Types• Organize the records archive
eDiscovery
• Finding Relevant Documents• Restricting what users can do• Auditing• Expiration• Search
Managing Records in SharePoint 2010
• Records Archive• In Document Repository• Hybrid Approach
Demo
• Information Management Policies• In-Place Records Management• Records Center
Questions
• ???
More Information
• http://technet.microsoft.com/en-us/library/cc261982.aspx
• Contact me at –Ph#: 913.744.3275e-mail: [email protected]
AOSExpect the Best!