Managing Records in SharePoint

1. Managing Records in SharePoint Step 1: Develop Retention Rules that Work

2. Marty Hansen CIPP/ITEVP Professional Services | Jordan Lawrence mhansen@jordanlawrence.com Becky Bertram MVP – Microsoft Most Valuable Professional Independent SharePoint Consultant becky@beckybertram.com speakers

5. file plan with retention rules | Legal accepts | Business understands | You can implement

6. primary objectives Visibility | cut discovery costs | reduce storage costs | improve efficiency | decrease risk | Find records | cut discovery costs | improve efficiency Eliminate Data | Purge obsolete information | reduce storage costs | decrease risk Compliance | Policies | Laws | RETENTION Standards

7. why sharepoint? | Easy to use | Little to no additional cost | Facilitates retention and workflows

8. the catch SharePoint

9. file plan / taxonomy Create taxonomies by working with business peopleto organize documents and naming standards to drive productivity. Gartner, Inc.

10. know your information Where What Retention “SharePoint File Plan”

11. where do you start? ? ? ? ? ?? ? ? ? ? ? ? ? ? ? ? ? ? ? ? Who do you talk to? What questions do you ask? How do you set standards?

12. standards for business Human Resources |Accounts Payable | Marketing |Finance Audit | Fixed Assets |Sales | IT| Customer Service |SecurityQuality|Shipping | Facilities |Logistics |Technology Accounts Receivable | Benefits | Payroll | Employee Services Risk Management | Compliance | Legal | Tax | Human Resources Charitable Foundation | Corporate Communications

13. recognizable record types Applicant Tracking | Audit Reports | Banking Records | Claims Files Benefit Filings | Budget Records | Direct Mail | Compliance Records Competitor Information |Contracts |Customer Information General Ledger Records |Nonperforming Assets | Payroll Records Order & Shipment Records | Advertising Records | Agency Contracts Billing Statements | Brand Strategy | Brochures | Direct Mail | Forecasts Intellectual Property Records | Marketing Research | Pricing Data Public Relations Records | Trend Analysis | Vendor Contracts Pricing Agreements | Property Tax Returns | Pension Records Corporate Security Records | Fraud Files | Risk Rating Analysis

14. record type profiles MEDIA| Paper | Email | Unstructured| Paper | Applications STORAGE LOCATIONS | PSTs| Forward to Personal Email Laptop Hard Drive | External Hard Drive | Flash DrivesVERSIONs | Official Version | Convenience Copy RETENTION | Business Needs | Current Retention | Industry Standards | Best Practices | Regulatory Requirements

16. what is an information policy? From the SDK: An information management policy is a set of rules that govern the availability and behavior of a certain type of important content. Policy enables administrators to control and evaluate who can access information, how long to retain information, and how effectively people are complying with the policy.

17. types of information policies • Expiration/Retention Policies • Auditing • Bar Codes • Document Labels • Custom policies, such as preventing employees from printing documents to printers

18. site collection features • In order for retention policies to be applied at the library level, the Site Collection Feature called Library and Folder Based Retention must be activated • Policies can be applied to Document Sets and Records as well if the Document Sets and In Place Records Management features are activated at the Site Collection level

19. policy framework • One policy can have multiple policy items, with each item mapping to a type of policy functionality. For example: Policy A has a policy item for document expiration and another policy item that enables auditing. • You can assign a single policy to a content type, whether you’re assigning the policy to a content type defined in a site collection or in a library. • A Site Collection has a collection of policies. These pre-configured policies can be applied to content types or libraries.

20. policies and libraries • A library can either be assigned a single policy or each of the content types in that library can have a policy assigned to them • Unlike most content type properties, policies can not be defined in both the site collection and at the library level. It’s one or the other.

21. policy definition levels Site Collection Policies Site Collection Content Types Project Documents Library Content Types Project Documents Library Content Types Policy: Created +1 Year Policy: Created +5 Years Project Timeline Project Timeline Policy: Created +1 Year Policy: Created +1 Year Project Timeline Policy: Created +5 Years Project Deliverable Project Deliverable Policy: Modified +1 Year Policy: Modified +1 Year Project Deliverable Policy: Created +5 Years (No policy) Project Scope Project Scope Policy: Created +3 Years Project Scope Policy: Created +5 Years

22. policy exemption It’s possible to exempt a particular document in a library from the active retention policy

23. updating policy If you change a retention policy, all the items that use that policy will immediately reflect the changed policy