microsoft.com/publicsector Records Management Microsoft Records Management for Government Agencies

microsoft.com/publicsector Records Management Introduction Situation Review Records management challenges Microsoft ® Records Management Solution Overview Solution benefits Challenges addressed Example components Solution validation Summary Next Steps Agenda 2

microsoft.com/publicsector Records Management Our records document our history We learn from our past. When records are lost, a piece of history is forever lost. Good government policy depends on good information. Imagine the impact from: Damaged or altered records Outdated information Incomplete information (lost or deleted records) Introduction Preserving and protecting the public record 3

microsoft.com/publicsector Records Management Introduction The document and records management life cycle 4

microsoft.com/publicsector Records Management Records Managers/Librarians/Records Officers/Compliance Managers/ Attorneys/Chief Counsel Set, audit, and enforce policies and standards Archivists Evaluate records for preservation/retention Arrange acquisition, protection features, retrieval of records Prepare record keeping systems/procedures for archival research and retention/destruction of records CIOs Reduce operational risk Drive objectives, strategy, and innovation for storing, organizing, and retrieving electronic records Properly manage information assets Situation Review Roles in records management 5

microsoft.com/publicsector Records Management Rapid expansion of electronic documents Massive volumes of records are poorly organized or misplaced. Administrators aren’t always sure what a record is, which records should be kept and for how long. Increased compliance requirements Need to comply with records management regulations. Fines or penalties for lack of audit capabilities or if records are not found. Inability to create “holds” on documents during litigation. Urgency for agencies to share highly sensitive information Without access control, records are prone to error, and agencies risk litigation for improper disclosure of restricted records. Demand for government transparency Changes in legislation require greater accountability to produce documents. The public loses confidence when records can’t be produced in a timely fashion. Situation Review New pressures make records management a priority 6

microsoft.com/publicsector Records Management Government Agency Directors “Without a centralized solution to manage records, it’s difficult to maintain adequate government transparency while maintaining the public’s trust.” Impact Open to litigation. Increased public skepticism. Time wasted with manual work- arounds. Records Management Challenges Organization Impact 7 Director of Records Management “Without a sound records management strategy, it is very challenging to comply with rules and regulations.” Impact Open to litigation. Loss of public trust. Overall inefficiency of agency when scrambling to respond to situations requiring them to produce records. “Existing records management systems are difficult to use.” Government Employees Impact No broad adoption of records management systems. Records are hard to locate when needed, creating additional work. Records are filed according to preferences, not policies. Users aren’t sure what a record is, and which should be kept or destroyed.

microsoft.com/publicsector Records Management Records Management Challenges The result of records management failures “When records are lost, a piece of history is forever lost.” “It is time consuming and nearly impossible to prevent access to restricted records.” “Our records are prone to error because of unrestricted access and manual auditing.” “It is costly to maintain records longer than needed.” “Too much time is spent… …finding needed information.” …manually auditing record changes.” “We risk litigation due to… …disclosure of restricted records.” …damaging record modifications.” “We may be fined or penalized… …without full audit capabilities.” …when records can’t be found.” “We struggle to draw conclusions from… …outdated information.” …damaged or altered records.”

microsoft.com/publicsector Records Management Enforcement Issues: Manual records management is time consuming and prone to error Existing records management tools are expensive and difficult to use Any system not broadly and consistently adopted is failing the public trust Governments Must Be Able To Enforce Records Management Policy 9

microsoft.com/publicsector Records Management Microsoft Records Management Solution for Government Agencies 10 Solution Benefits: Simplified search provides easy access to records A flexible platform helps agencies comply with regulations Efficient tools provided to manage access, and audit changes Easy-to-use system ensures broad adoption Greater transparency and efficiency increases public faith

microsoft.com/publicsector Records Management Records Management Solution for Government Addressing the challenges Solution Components Business Challenges

microsoft.com/publicsector Records Management Solution Components: Records Repository Specialized records repository site template Records vault capabilities help ensure the integrity of stored files Records collection interface helps people easily submit content Automated routing directs records to proper locations based on content type Maintain records in a centralized repository

microsoft.com/publicsector Records Management Track changes throughout a record’s lifetime 13 Policy-based record retention and enforced expiration schedules Content activity auditing and reporting of policy- based actions Support for labeling and bar-coding without physically modifying a document Help control and track access with integrated Windows Rights Management Services (RMS) Z Solution Components: Policy and Auditing

microsoft.com/publicsector Records Management One search engine searches both records repository and line-of-business systems Records can be searched for content or metadata Records with customizable metadata are self- documenting, and enables easier categorization Legal holds can be applied using a records repository search 14 Find records faster with enhanced search capabilities Solution Components: Records Search

microsoft.com/publicsector Records Management Help control and monitor content access 15 Solution Components: Security/Access Rights Security is managed through SharePoint Security "People & Groups" Information Rights Management enforces “Do Not Distribute”

microsoft.com/publicsector Records Management Document/Records Management Ensure that policies, standards, procedures, and requirements for content creation, collaboration, management, storage, and retrieval are clearly communicated and executed: Microsoft Office SharePoint Server 2007 Microsoft SQL Server ® 2005/2008 database software Windows Server ® 2003/2008 Optional: Microsoft Office Enterprise 2007 Optional: Microsoft Exchange Server 2007 Optional: Microsoft Dynamics ™ Optional: Windows Vista ® and Office SharePoint Server Enterprise Search Stack Security, Access, and Identity Management (optional) Help protect data and control access to systems and processes: Windows Vista Microsoft Forefront ™ security products Microsoft Windows Rights Management Services (RMS) Microsoft Records Management Solution for Government Technology Overview 16

microsoft.com/publicsector Records Management With Microsoft Records Management, government agency users do their jobs without worrying about “retention policies.” Records Management helps you: Protect important government records by automating and enforcing records management policy. Improve users’ ability to find records fast. Manage record security features by helping control user access and auditing repository usage. Reduce the complexity of compliance requirements and legal discovery. Solution Summary 17

microsoft.com/publicsector Records Management Get more information overview.mspx Contact a Microsoft partner Contact your Microsoft representative Next Steps 18

microsoft.com/publicsector Records Management This presentation is for informational purposes only. Microsoft makes no warranties, express or implied, in this summary.