Records Management SharePoint 2013 Corey Harrison Protiviti SharePoint Business Consulting Agenda Today’s Objective Record Management Standards SharePoint 2013 – New Features Demonstration – Bringing Records Management into your organization • Common Traits of Successful SharePoint Projects • • • • Today’s Objectives Feel that Records Management is attainable (yes…just one, but it’s important) Records Management Standards The path* of a Records Management implementation hasn’t changed, just a few features. Let’s summarize it. Perform a Content Inventory Create a Content Type/Metad ata Strategy Build a File Plan Set Retention Schedules * You can find this list on nearly every SP website Build a storage strategy (Record Center vs. In Place) Determine how to declare a record What’s New in 2013 SharePoint 2013: Records Management As part of the entire ECM process, one could say that every feature leads to RM Social Enhancements Collaboration Enhancements Information Architecture enhancements Record Management Enhancements - Administration - Usability Site Retention A Record Center isn’t always necessary and declaring individual files as records is unsupportable for large files Retention policies can now be applied to SharePoint Sites New retention policies for sites Leverage the content hub Set entire cite collection as read only Site Retention • New Site Retention Policies • Site Closure: Put into a “Closed” state for announcing the site is moving on • Site Deletion: Automated deletion according to a schedule • Postponement: Similar to putting a “hold” on deletion • E-Mail Notification: Informs about upcoming deletion • Read-Only mode: Can put an entire site collection in a protected format Site Mailboxes Finally the Exchange/SharePoint integration we’ve been waiting for: Emails are stored in Exchange Site Mailboxes have their own email addresses Documents & Emails both SharePoint and Outlook Drag emails from Outlook into SharePoint Manage emails as records (including Site Retention) Mobile Access Site Mailboxes Benefits to Records Management • Project based retention • eDiscovery How do we get this? • Site Mailbox App • Exchange 2013 • Outlook Professional Plus 2013 A Records Management Demo It’s not too late, or too difficult, to implement Records Management Policies Bringing Records Management into your organization Our demo is based on Protiviti’s experience with a common challenge facing organizations. How can we implement Records Management when: • We have so much unstructured data • We can’t get our team to use metadata The solution is in it’s simplicity. Protoso Legal – Office of the General Counsel Common Traits of Successful SharePoint Projects I’m not a fan of “Best Practices” What Brings Success? Remember this slide and how we didn’t spend time on it? Let’s revisit a few steps… Perform a Content Inventory Create a Content Type/Metad ata Strategy Build a File Plan Set Retention Schedules Build a storage strategy (Record Center vs. In Place) Determine how to declare a record What Brings Success? What you read: Create a Content Type/Metadata Strategy Build a File Plan • Create a comprehensive file plan that has categorized every potential document type • Use the plan to build the Content Type Strategy What I’ve learned: • Not everything is a record and retention policies aren’t are complex as we anticipate What Brings Success? What you read: Build a storage strategy (Record Center vs. In Place) • Create large Record Centers to hold all content for simplicity of organization What I’ve learned: • Multiple record centers are easier to build, maintain, create a strategy for, and administer Questions?