Record Management

Record Management 2013

James MilneSharePoint MVP

AIT007

Session Overview

Introduction to Access Services 2013

Demo: Build an App in 60 Seconds

What is available in SharePoint 2010?

In-Place Record Management

Centralised Record Management

Generate File Plans

Document IDs

Document Sets

Content Organiser

Multi-Stage Retention

MetaData

Navigation

Term Sets & Keywords

What is available in SharePoint 2010?

In-Place Record Management

Centralised Record Management

Generate File Plans

Document IDs

Document Sets



Improved!

Content Organiser

Multi-Stage Retention

MetaData

Navigation



Improved!

Term Sets & Keywords

eDiscovery &

Document ID

Site Collection Level FeatureGenerate a Unique Document ID SearchablePerma-Link

In-place vs. Records Centre

In-Place

Documents declared as a recordKept in-placeRecord kept in contextCreators can access their own contentFits existing site structure

Records Centre

Records “submitted” to Record CentreCentralised ManagementDedicated Role Tighter governanceBetter Scalability

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

Easier

Hybrid Approach

Some records managed in-place

Eg

. During Project Start Up and During Project

At end of life archived

into Record Centre

Eg

. At end of Project Records are Archived

In-Place Records Management

Library Settings

In-Place

Declare an In-Place Record

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 text

Expiration

Retain for 7 years after Statement

Date

Retain for 5 years after

Delivery Date

Retain

for 3 years from date created

Disposal

Archive and delete on expiration

Archive and delete on expiration

Delete on Expiration

Audit

Audit View Events

Only

None

None

The Record Centre

Centralised RM

Record Centre Management

Record Declaration Settings

Send to the Record Centre

Web ApplicationDisplay NameOfficialFile.asmxSend To Action:CopyMoveMove and Link

Send to Record Centre

Move and leave a link

Sent to..

Send Document to Record Center

Information Management Policies

Policy StatementEnable RetentionEnable AuditingEnable BarcodingEnable Labels

Retention Policy

Multi-Stage Retention Retention policies can have multiple stagesSingle Policy can manage the entire document lifecycle Example: Delete Drafts 1 year after Last ModifiedDelete Record after 7 years afterDeclared

Audit Policy

Enable AuditingOpening/Viewing/DownloadingEditingChecking out/inMoving or CopyingDeleting or Restoring

SharePoint 2013 ECM - Big Bets

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 SharePointUnified Preserve, Search and ExportExchange Web ServicesConnect to Exchange to get mailbox dataLync Archiving to ExchangeExchange is the compliance store for LyncSearch InfrastructureExchange and SharePoint use the same search platform

Discovery Center

Central Place to view all CasesActivitiesDiscovery SetsQueriesSourcesExports

Discovery Sets

Add, manage and export discovery sets

Discovery Sets

Create a Discovery Set

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 expireCan set also site collection as read onlyPolicy also available optionally from self site creationPolicies can be replicated from content type hub cross enterprises

New Site Policy

Site ClosureSite Deletion

Site Closure and Deletion

Apply a Site PolicyManual Closure

Site Compliance

Create a Site Policy

The Team Folders – Exchange and SP together

Documents are stored in SharePoint

Emails are stored in ExchangeTeam Folders can receive emails and have their own email addressEasy access to both from Outlook and SharePointUnified compliance policy applies to both

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

set

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/

© 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.