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Using SharePoint 2010 a s a record k eeping tool

Presented by: Marlon Green #marl0ngreen 16/05/2012. Using SharePoint 2010 a s a record k eeping tool. AGENDA. Introduction to SharePoint Managing electronic documents and records through SharePoint Overcoming the limitations and evaluating the benefits

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Using SharePoint 2010 a s a record k eeping tool

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  1. Presented by: Marlon Green #marl0ngreen 16/05/2012 Using SharePoint 2010 as a record keeping tool

  2. AGENDA • Introduction to SharePoint • Managing electronic documents and records through SharePoint • Overcoming the limitations and evaluating the benefits • Can SharePoint be a compliant records management system? • Implementing the file plan • Disposition • Declaration and Classification

  3. WHAT IS…

  4. WHY SHAREPOINT? • Huge Demand for SharePoint • Transparent records management • Single user interface • Low overheads • In-Place Records Declaration • Content type agnostic • Audit history

  5. Key Features in SharePoint 2010 • Document ID Service • Content Type Syndication • Managed Metadata and Keywords • Content Organizer for Routing • In-Place Record Declaration • Multi-Stage Retention Policies

  6. LIMITATIONS • As a stand-alone product it is not compliant with the USA DoD5015.2* Standard • No email integration • Electronic-driven destruction means there is no formal records disposition process • 3rd Party software required for formal recordkeeping requirements

  7. COMPLIANCE Source - http://rimtech.ca

  8. BUT WAIT…THERE IS HOPE

  9. BUT WAIT…THERE IS HOPE • Customize using workflows • Clearly define (and follow-up on) information management policies • Use 3rd party tools • Combine with exchange 2010 for email integration

  10. CLASSIFICATION • Documents are classified using managed metadata • In line with file plan and company policies • Content organizer routing documents to relevant repositories • Combine with exchange 2010 for email integration

  11. IMPLEMENTING THE FILE PLAN • Document the plan • Align with company policies and procedures • Design with records in mind and not only collaboration • Syndicate content types across sites for uniformity • TRAIN, TRAIN, TRAIN

  12. DECLARATION – OPTION 1 • In-Place Records Management • Documents are declared as records in place • Documents are locked for editing • A lock icon will appear next to the document showing its been declared as a record

  13. DECLARATION – OPTION 2 • Using a record center repository • Documents are moved to a central repository • Document metadata is evaluated • Documents are routed to library/folder • Information policy (retention) is applied

  14. DISPOSITION • Managed based on IMP settings • Workflows route documents to archive/record center • Manual human intervention required for documents requiring permanent deletion • 3rd party tools required to comply with legislative disposition rules • Can use SQL blob storage to ensure compliance

  15. QUESTIONS

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