2013 James Milne SharePoint MVP AIT007 Session Overview Introduction to Access Services 2013 Demo Build an App in 60 Seconds What is available in SharePoint 2010 InPlace Record Management ID: 623716
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Slide1
Record Management 2013
James MilneSharePoint MVP
AIT007Slide2
Session Overview
Introduction to Access Services 2013Demo: Build an App in 60 SecondsSlide3
What is available in SharePoint 2010?
In-Place Record ManagementCentralised Record ManagementGenerate File Plans
Document IDs
Document Sets
Content Organiser
Multi-Stage Retention
MetaData
Navigation
Term Sets & KeywordsSlide4
What is available in SharePoint 2010?
In-Place Record ManagementCentralised Record ManagementGenerate File Plans
Document IDs
Document Sets
Improved!
Content Organiser
Multi-Stage Retention
MetaData
Navigation
Improved!
Term Sets & Keywords
eDiscovery & Slide5
Document ID
Site Collection Level FeatureGenerate a Unique Document ID Searchable
Perma
-LinkSlide6
In-place vs. Records Centre
In-Place
Documents
declared as a record
Kept in-place
Record kept in context
Creators can access their own content
Fits existing site structure
Records Centre
Records “submitted”
to Record Centre
Centralised Management
Dedicated Role
Tighter governanceBetter ScalabilitySlide7
Choosing between Record Center & In- Place
Requirement
Records Centre
In-Place Record
Managing Record Retention
Content
Organizer automatically places new records in the correct folder in the archive’s file plan, based on metadata
Different
policies for records and active documents based on the current content type or location
Restrict which users can view records
Yes
No
Ease of locating records (for Record
Managers)
Easier
Harder
Maintain all document
versions as records
Each version must be sent
Automatic, assuming versioning is turned on
Ease of locating information (for team collaborators)
Harder
EasierSlide8
Hybrid Approach
Some records managed in-placeEg
. During Project Start Up and During Project
At end of life archived
into Record Centre
Eg
. At end of Project Records are ArchivedSlide9
In-Place Records Management
Library SettingsSlide10
In-Place
Declare an In-Place RecordSlide11
File Plan
Sample File Plan
Record Type
Financial Statements
Invoices
E-Mail Correspondence
Document ID
Finance-Doc-01
PO-Invoice_01
Email-Msg-01
Required Fields
Statement Date (Date
Field)
Delivery Date (Date Field)Subject (String property, single line of textExpiration
Retain for 7 years after Statement Date
Retain for 5 years after Delivery DateRetain for 3 years from date createdDisposalArchive and delete on expirationArchive and delete on expirationDelete on ExpirationAuditAudit View Events OnlyNoneNoneSlide12
The Record Centre
Centralised RMSlide13
Record Centre ManagementSlide14
Record Declaration SettingsSlide15
Send to the Record Centre
Web ApplicationDisplay NameOfficialFile.asmx
Send To Action:
Copy
Move
Move and LinkSlide16
Send to Record CentreSlide17
Move and leave a linkSlide18
Sent to..
Send Document to Record CenterSlide19
Information Management Policies
Policy StatementEnable Retention
Enable Auditing
Enable Barcoding
Enable LabelsSlide20
Retention Policy
Multi-Stage Retention Retention policies can have multiple
stages
Single Policy can manage the entire
document lifecycle
Example:
Delete Drafts 1 year after
Last Modified
Delete Record after 7 years after
DeclaredSlide21
Audit Policy
Enable AuditingOpening/Viewing/DownloadingEditing
Checking out/in
Moving or Copying
Deleting or RestoringSlide22
SharePoint 2013 ECM - Big BetsSlide23
Unified Discovery across Exchange, SharePoint and Lync
Find it all in one place (unified console)Find more (in-place discovery returns the richest data)
Find it without impacting the user (Give legal team discovery, leave IWs alone)
Discovery Center
in SharePoint
Unified Preserve, Search and Export
Exchange Web Services
Connect
to Exchange to get mailbox data
Lync Archiving to Exchange
Exchange is the compliance store for
Lync
Search Infrastructure
Exchange and SharePoint use
the same search platformSlide24
Discovery Center
Central Place to view all CasesActivities
Discovery Sets
Queries
Sources
ExportsSlide25
Discovery SetsSlide26
Add, manage and export discovery setsSlide27
Discovery Sets
Create a Discovery SetSlide28
Site Based Compliance
Records Team create policies, which define:The retention policy for the entire site and the team mailbox, if one is associated with the site.
What causes a project to be closed.
When a
project
should expire
Can set also site collection as read only
Policy also available optionally from self site creation
Policies can be replicated from content type hub cross enterprisesSlide29
New Site Policy
Site ClosureSite DeletionSlide30
Site Closure and Deletion
Apply a Site PolicyManual ClosureSlide31
Site Compliance
Create a Site PolicySlide32
The Team Folders – Exchange and SP together
Documents are stored in SharePoint
Emails are stored in Exchange
Team Folders can receive emails and have their own email address
Easy access to both from Outlook and SharePoint
Unified compliance policy applies to bothSlide33
Document Set Improvements
Support for OneNote
notebooks
Document set icon in search results
Folders supported
Also for default documents set for document set
Support for easier aggregation
CBS & CBQ web parts understands document sets
Client
side and Server side API improvements
Versioning improvements*
Capture full document set as version
Search directly
in document
setSlide34
Next Steps…
Take Office 2013 for a spin!Try Office 365 Preview
http
://www.microsoft.com/office/preview/
Twitter: @
JamesMilne
Blog:
http://www.myriadtech.com.au/blogs/james/Slide35
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