Information Technology through Innovative Thinking MARBULUTIONZ CONSULTING Using SharePoint 2010 as a record keeping tool Presented by: Marlon Green #marl0ngreen 16/05/2012

2 AGENDA Introduction to SharePoint Managing electronic documents and records through SharePoint Overcoming the limitations and evaluating the benefits Can SharePoint be a compliant records management system? Implementing the file plan Disposition Declaration and Classification

3 WHAT IS…

4 WHY SHAREPOINT? Huge Demand for SharePoint Transparent records management Single user interface Low overheads In-Place Records Declaration Content type agnostic Audit history

5 Key Features in SharePoint 2010 Document ID Service Content Type Syndication Managed Metadata and Keywords Content Organizer for Routing In-Place Record Declaration Multi-Stage Retention Policies

6 LIMITATIONS As a stand-alone product it is not compliant with the USA DoD * Standard No integration Electronic-driven destruction means there is no formal records disposition process 3 rd Party software required for formal recordkeeping requirements

7 COMPLIANCE Source -

8 BUT WAIT…THERE IS HOPE

9 Customize using workflows Clearly define (and follow-up on) information management policies Use 3 rd party tools Combine with exchange 2010 for integration

10 CLASSIFICATION Documents are classified using managed metadata In line with file plan and company policies Content organizer routing documents to relevant repositories Combine with exchange 2010 for integration

11 IMPLEMENTING THE FILE PLAN Document the plan Align with company policies and procedures Design with records in mind and not only collaboration Syndicate content types across sites for uniformity TRAIN, TRAIN, TRAIN

12 In-Place Records Management Documents are declared as records in place Documents are locked for editing A lock icon will appear next to the document showing its been declared as a record DECLARATION – OPTION 1

13 Using a record center repository Documents are moved to a central repository Document metadata is evaluated Documents are routed to library/folder Information policy (retention) is applied DECLARATION – OPTION 2

14 Managed based on IMP settings Workflows route documents to archive/record center Manual human intervention required for documents requiring permanent deletion 3 rd party tools required to comply with legislative disposition rules Can use SQL blob storage to ensure compliance DISPOSITION

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Information Technology through Innovative Thinking MARBULUTIONZ CONSULTING