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Records Management SharePoint 2013. Corey Harrison Protiviti SharePoint Business Consulting.

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Presentation on theme: "Records Management SharePoint 2013. Corey Harrison Protiviti SharePoint Business Consulting."— Presentation transcript:

1 Records Management SharePoint 2013

2 Corey Harrison Protiviti SharePoint Business Consulting

3 Agenda Today’s Objective Record Management Standards SharePoint 2013 – New Features Demonstration – Bringing Records Management into your organization Common Traits of Successful SharePoint Projects

4 Today’s Objectives Feel that Records Management is attainable (yes…just one, but it’s important)

5 Records Management Standards The path* of a Records Management implementation hasn’t changed, just a few features. Let’s summarize it. * You can find this list on nearly every SP website 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

6 What’s New in 2013

7 SharePoint 2013: Records Management As part of the entire ECM process, one could say that every feature leads to RM Information Architecture enhancements Collaboration Enhancements Social Enhancements Record Management Enhancements - Administration - Usability

8 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 sitesLeverage the content hubSet entire cite collection as read only

9 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 Notification: Informs about upcoming deletion Read-Only mode: Can put an entire site collection in a protected format

10 Site Mailboxes Finally the Exchange/SharePoint integration we’ve been waiting for: s are stored in ExchangeSite Mailboxes have their own addressesDocuments & s both SharePoint and OutlookDrag s from Outlook into SharePointManage s as records (including Site Retention)Mobile Access

11 Site Mailboxes Benefits to Records Management Project based retention eDiscovery How do we get this? Site Mailbox App Exchange 2013 Outlook Professional Plus 2013

12 A Records Management Demo It’s not too late, or too difficult, to implement Records Management Policies

13 Bringing Records Management into your organization Our demo is based on Protiviti’s experience with a common challenge facing organizations. The solution is in it’s simplicity. How can we implement Records Management when: We have so much unstructured data We can’t get our team to use metadata How can we implement Records Management when: We have so much unstructured data We can’t get our team to use metadata

14 Protoso Legal – Office of the General Counsel

15 Common Traits of Successful SharePoint Projects I’m not a fan of “Best Practices”

16 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

17 What Brings Success? What you read: 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 Create a Content Type/Metadata Strategy Build a File Plan

18 What Brings Success? Build a storage strategy (Record Center vs. In Place) What you read: 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

19 Questions?


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