1. Mark Orange MVP SharePoint Technologies Solution Consultant
4/15/2017 1:45 PM
OFC313 – Presented to Wellington RMAA Oct 2007
Document and Records Management Using Microsoft Office SharePoint Server 2007 and Microsoft Office Clients
Mark Orange
MVP SharePoint Technologies
Solution Consultant
© 2007 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.

3. TechED Session Objectives
4/15/2017 1:45 PM
TechED Session Objectives
Provide overview of document management and records management capabilities in Office SharePoint Server 2007 and Office 2007 client technology
Provide an overview of the core integration for storing s from Exchange 2007 as records in Office SharePoint Server 2007
Provide an overview and update on where Office SharePoint Server fits with the New Zealand Public Records Act
OFF204© 2006 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.

4. 4/15/2017 1:45 PM
TechED Session Agenda
Enterprise Content Management Overview - Where does document and records management fit into the stack
Document Management - New SharePoint concepts and the client authoring experience
Records Management - Records from inside and outside SharePoint
New Zealand Public Records Act What does PRA and the American approach mean to us and SharePoint
OFF204© 2006 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.

5. RMAA Session Objectives
4/15/2017 1:45 PM
RMAA Session Objectives
Provide an overview and update on where Office SharePoint Server fits with the New Zealand Public Records Act
Provide overview of document management and records management capabilities in Office SharePoint Server 2007 and Office 2007 client technology
Highlight the new core integration for storing s from Exchange 2007 as records in Office SharePoint Server 2007
OFF204© 2006 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.

6. 4/15/2017 1:45 PM
RMAA Session Agenda
Enterprise Content Management Overview - Where does document and records management fit into the stack
New Zealand Public Records Act What does PRA and the American approach mean to us and SharePoint
Document Management - New SharePoint concepts and the client authoring experience
Records Management - Records from inside and outside SharePoint
OFF204© 2006 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.

7. My good friend Jeff rings me on my work mobile…
4/15/2017 1:45 PM
My good friend Jeff rings me on my work mobile…
Wanting to catch up for lunch…
Lunch will be 2 days before a services proposal closes…
Which Jeff’s software company is bidding for…
For a Government department…
For which I just happen to be the CIO!
OFF204© 2006 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.

8. ECM Business Drivers – Why Care?
4/15/2017 1:45 PM
ECM Business Drivers – Why Care? 1 2
Compliance
Consolidation
PRA 2005
ERKSS
AS ISO 15489
DIRKS
File Servers
Niche Content Systems
Legacy Systems
Organisations are reviewing their business processes and how they manage the information assets that support these processes 3 4
Operational Efficiency
Content Explosion
Central Storage
Policy Enforcement
Legal Requirements
Lifecycle
Personal Storage
Versions
Cheap Storage
Digital Explosion
OFF204© 2006 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.

10. Solutions built on Windows SharePoint Services 3.0 platform
Collaboration
Team sites
Project sites
Documents, tasks, calendars
wikis + blogs
site search
Portal
Intranet
Application Portal
Personal Sites
Content Targeting
Search
Federated Search
Person search
Business Data search
Content Management
Document Management
Records Management
Web Content Management
Business Forms
Rich client forms
Web forms
Application User Interfaces
Business Intelligence
Server based Excel spreadsheets
Report Centre
Business Data Catalogue
Provided by WSS
Provided by Microsoft Office SharePoint Server (MOSS)
Storage
Security
Workflow
Management
Topology
Core services provided by WSS
Windows SharePoint Services 3.0 platform

11. ECM Functional Architecture
Office client
Browser
Custom Apps
XML Web Services
Office SharePoint Server
Document + Records + Web Content Management + Forms
Workflow templates
Office Policies
Records Management
Web Content Management
Workflow integration with Office client
Audit Policies and Reporting
Visual Studio 2005
SharePoint Designer
Windows SharePoint Services v3
Content Types
Document libraries & Lists
Rights Trimmed UI
Single Item Permissions
Check-in/Check-out
Major/Minor versioning
Revision History
Event handlers
Document Management
SQL Server
Storage
OFF204© 2006 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.

12. Taking a Look at PRA - Public Records Act 2005
4/15/2017 1:45 PM
Concept
Taking a Look at PRA - Public Records Act 2005
© 2007 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.

13. The American Approach…
4/15/2017 1:45 PM
The American Approach…
Declare
OFF204© 2006 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.

14. The Australasian Approach…
4/15/2017 1:45 PM
The Australasian Approach…
Declare
OFF204© 2006 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.

15. The Australasian Approach…
4/15/2017 1:45 PM
The Australasian Approach…
Individual and Team document collaboration
OFF204© 2006 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.

16. PRA - Public Records Act
4/15/2017 1:45 PM
PRA - Public Records Act
A record is "evidence of a transaction" created or received by an organisation or its agents in the course of business
Guilty until proven innocent
Until proven otherwise a document is a considered and treated as a record
All documents are records, but not all records are documents s
Image files (CAD engineering drawings)
Paper files
Text Messages
Instant messaging
Voice Mail
OFF204© 2006 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.

17. PRA – more than just technology
People
Process
Systems
Policy

18. 4/15/2017 1:45 PM
PRA and MOSS
WSSv3 has rich document management features but is not a targeted platform for providing a technology solution to support PRA compliance
Due to the focus on the American approach there are gaps with MOSS out of the box as a technology solution to support PRA compliance
Most documentation and resources on the web are based on the default Records Centre within MOSS which targets the American approach
OFF204© 2006 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.

19. American Department of Defense 5015.2 Standard Certification
4/15/2017 1:45 PM
American Department of Defense Standard Certification
Applies to Microsoft Office SharePoint Server 2007
Scheduled for later in 2007
Additional Software and Whitepapers
provides the additional functionality to meet the DoD criteria
Functionality:
File Plan Builder
Supplemental Markings
Vital Review
Multiple Locations
Folder holds
Close Folders
Referencing & Linking
Metadata Propagation
Cutoff
Unique ID
Disposition
Expunge
MICROSOFT CONFIDENTIAL
© 2006 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.

20. PRA and MOSS Compliance Organisational Maturity: IA/RM owner
Experienced with process rigour
Has: Classification, Retention and Disposal Schedules, File Plans
Existing systems
Compliance
Organisational Maturity:
No IA/RM function
Little or no process rigour
Poor user adoption
No classification or fileplan
Simple
Intermediate
Sophisticated

21. 3rd Party advanced solutions
PRA and MOSS
MOSS +
Office
3rd Party advanced solutions
MOSS +
Office
DoD & PRA Features
Compliance
MOSS +
Office 2007
WSS v3 +
Office 2000/03
Simple
Intermediate
Sophisticated

22. Taking a Look at Client and SharePoint Features
4/15/2017 1:45 PM
Concept
Taking a Look at Client and SharePoint Features
© 2007 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.

23. Authoring Experience Document management client Documents in Outlook
4/15/2017 1:45 PM
Authoring Experience
Document management client
Customisable InfoPath property panel
Business bar to expose enterprise policies and processes
Documents in Outlook
Offline documents in Outlook
Document previews (Word & PowerPoint; extensibility)
Tools to Create “Final” Versions
Extensible document inspector
Make final
Collaboration
Improved document comparisons (Microsoft Word)
Document signature experience
OFF204© 2006 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.

24. Document Information Panel

25. Document Information Panel

26. Prepare Documents

27. Document Comparison

28. ECM with Microsoft Office
4/15/2017 1:45 PM
ECM with Microsoft Office
Office Professional Plus 2007
Office Professional Plus Windows SharePoint Services v3
Office Professional Plus Office SharePoint Server 2007
OFF204© 2006 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.

29. Available Features For Document Approvals & Content Management
4/15/2017 1:45 PM
Available Features For Document Approvals & Content Management
Windows SharePoint Services V3
Office SharePoint Server 2007
Content types X
Document Labels & Barcodes
Information Rights Management
Information Management Policies for retention, expiration, legal holds
Windows Workflow Foundation
Out-of-the box workflow templates
Team Sites for storing documents
Managed, large-scale Document Repositories
Audit policies, audit history and reporting
Use Document Information Panel to collect advanced Metadata from Office Professional Plus or Enterprise 2007
OFF204© 2006 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.

30. Microsoft Office SharePoint Server
4/15/2017 1:45 PM
Workflow in Office SharePoint Server
Authoring Apps
Outlook
Browser UI
Microsoft Office SharePoint Server
Out of the box
Microsoft Visual Studio
SharePoint Designer
OFF204© 2006 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.

31. Document Management in SharePoint
4/15/2017 1:45 PM
Document Management in SharePoint
Better control of content updates
Granular security with inheritance
Library, Folder, Item
Enforce checkout
Major/Minor versions
Version history management
Enforce approval before publishing
Specialised sites and libraries
Document repository sites
Slide library
Rich content organisation
Content Types
Metadata shared with document contents
Tracking of copies and alternate renditions
OFF204© 2006 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.

32. Taking a look at Content Types
4/15/2017 1:45 PM
Concept
Taking a look at Content Types
© 2007 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.

33. Content Types Core infrastructure improvements
4/15/2017 1:45 PM
Content Types
Core infrastructure improvements
Heterogeneous metadata
Reusable types across places
Management via hierarchy
Applicable across items, documents and folders
Built-in behaviors around content types
Schema/metadata requirements
Document template
Available workflows
Policy settings
Extensible behaviors
Customizable edit/display forms
Events anchored by type
XML storage to define custom behaviors
OFF204© 2006 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.

34. Content Types Client Code Business Unit Security Clearance
Parent Type
Security Clearance
Effective Date
Lawyer
Contract
Response Time
Application
SLA
Date Presented
Audience
Presentation
Architect
Lead Dev
Application
Specification

35. Content Types Account Manager Account Manager Account Manager
Client A
Contracts
SLAs
Presentations
Specifications
Client B
Client C

36. Content Types Contracts SLAs Presentations Specifications Legal Team
Client A
Contracts
SLAs
Presentations
Specifications
Client B
Client C
Legal Team
Marketing
Quality
Assurance

37. Content Types Document Library Document Library Document Library
Client A
Contracts
SLAs
Presentations
Specifications
Client B
Client C
Content Type

38. Records Management in SharePoint
4/15/2017 1:45 PM
Records Management in SharePoint
Better long term control of content
consistently and uniformly enforce
Labelling
Auditing
Expiration
Specialised sites and libraries
Records repository site
Record Routing
Secure user access
Rich content organisation
Record repository specific metadata
Maintains audit, version history and metadata context
OFF204© 2006 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.

39. Taking a look at Information Management Policies
4/15/2017 1:45 PM
Concept
Taking a look at Information Management Policies
© 2007 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.

40. 4/15/2017 1:45 PM
What is a Policy?
Consistent definition and enforcement of content behavior
Differentiated along
Type of content
Location of content
Examples of policies
Expiration
Content format
Content identifiers
OFF204© 2006 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.

41. Information Policy Features
4/15/2017 1:45 PM
Information Policy Features
Out-of-the-box features and extensibility
Expiration: Allows custom time periods and actions. An expiration action can kick off a workflow.
Auditing: Our audit log is designed to be extended. Our reporting features treat “add-on audits” as first-class citizens.
Labels/Barcodes: You can create your own schema, numbers, text, or pictures to be attached to any item in our repository. These are typical SharePoint fields and are indexed for search.
You can build your own or replace any of these
Examples of new policy features you can build:
De-duplication
Digital signature-based document integrity
Document “Hygiene”
Convert to Fixed Format
OFF204© 2006 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.

42. How Microsoft use SharePoint 2007
Microsoft Office System Developer Conference 2006
4/15/2017 1:45 PM
4/15/2017 1:45 PM
How Microsoft use SharePoint 2007
Records Manager
Organize,
Maintain, &
Dispose
Knowledge Worker /
Records Custodian
Collect
Search,
Hold, &
Triage
Lawyers &
Paralegals
Records Warehouse
©2005 Microsoft Corporation. All rights reserved.
This presentation is for informational purposes only. Microsoft makes no warranties, express or implied, in this summary.
© 2006 Microsoft Corporation. All rights reserved.
This presentation is for informational purposes only. Microsoft makes no warranties, express or implied, in this summary. 42

43. How Microsoft use SharePoint 2007
Microsoft Office System Developer Conference 2006
4/15/2017 1:45 PM
4/15/2017 1:45 PM
How Microsoft use SharePoint 2007
Records Manager
Organize,
Maintain, &
Dispose
SMTP & SOAP OFI
Records
Repository
Hold
Knowledge Worker /
Records Custodian
Collect
Search,
Hold, &
Triage
Windows SharePoint
Services
Policy
Enforcement
“Vault”
Behaviors
Lawyers &
Paralegals
©2005 Microsoft Corporation. All rights reserved.
This presentation is for informational purposes only. Microsoft makes no warranties, express or implied, in this summary.
© 2006 Microsoft Corporation. All rights reserved.
This presentation is for informational purposes only. Microsoft makes no warranties, express or implied, in this summary. 43

44. How Microsoft use SharePoint 2007
Microsoft Office System Developer Conference 2006
4/15/2017 1:45 PM
4/15/2017 1:45 PM
How Microsoft use SharePoint 2007
“Ship” To
Nondigital
records
Records
Custodian
3rd-party
imaging
Records Manager
Exchange
Send To
SharePoint
Documents
Mail
Knowledge
Worker
Desktop
Items
Organize,
Maintain, &
Dispose
Official File
Records
Repository
SMTP & SOAP OFI
Hold
Search,
Hold, &
Triage
Windows SharePoint
Services
Policy
Enforcement
“Vault”
Behaviors
Lawyers &
Paralegals
©2005 Microsoft Corporation. All rights reserved.
This presentation is for informational purposes only. Microsoft makes no warranties, express or implied, in this summary.
© 2006 Microsoft Corporation. All rights reserved.
This presentation is for informational purposes only. Microsoft makes no warranties, express or implied, in this summary. 44

45. Out of the box Document and Records Management
demo
Out of the box Document and Records Management

46. Taking a Look at Email Records Management
4/15/2017 1:45 PM
Concept
Taking a Look at Records Management
© 2007 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.

47. Better Control of E-mail Traffic & Content
4/15/2017 1:45 PM
Better Control of Traffic & Content
New Exchange 2007 features …
Create ethical walls that isolate an individual or groups
Filter s based on content
Initiate journaling to send a copy of specified types to a secondary location
Add specific policies to s
Flag messages for special handling
Enable Business Solutions
Comply with regulations that restrict communication between brokers and analysts (Fin) or Conflict of Interest (Legal)
Scan for Identity Numbers (credit card#, medicare#) to ensure that they are not accidentally sent outside the organization
Many government regulations require that organisations journal for some, or all, users, and store in a Records Repository
Require encrypted delivery of any message containing specific confidential information
Easily add headers such as “company confidential” and “attorney/client privileged”
Along with archival, other features provide additional control of traffic and flow -
– and not just for but also voic and fax policies.
These built-in features include: application of legal disclaimers to outbound messages; protection against intellectual property disclosure; preventing of sensitive data or offensive language or content from being sent via ; searching across mailboxes for legal discovery; automatic retention and expiration policies. Administrators can create a policy, for example, that prevents employees from different groups within the company – e.g. brokers and research analysts – from exchanging messages with one another.
Protect content outside the firewall. Exchange Server 2007 ensures trusted flow, protecting sensitive information in-transit as required by certain regulations. With encryption, sender signing, and support for rights management technology, messages remain confidential both inside the organization and over the Internet.
© 2005 Microsoft Corporation. All rights reserved.
This presentation is for informational purposes only. Microsoft makes no warranties, express or implied, in this summary.

48. Messaging Records Management Building Blocks
Exchange Server ‘Hub Transport’ Role
New role for Exchange Server 2007
All traffic – internal, incoming and outgoing – goes through the Hub Transport.
Managed Folders
Special folders setup by Exchange Adminstrators
Exposed to Selected Users – available via Outlook
handling policies for Records Management and Classifications

49. Hub Transport Server - Conditions

50. Hub Transport Server - Actions
Log an Event with Message
Prepend the Subject with string
Apply message Classification
Append disclaimer text
Set the Spam-Confidence-Level
Remove Header
Add a Recipient in the To field
BCC the message to {addresses}
Redirect the message to {addresses}
Send Bounce-message to the sender
Silently drop the message

51. Records Management for Email
4/15/2017 1:45 PM
Records Management for
Folder Policy Statement
s placed in Managed Folders are automatically copied to a SharePoint Records Repository based on configured policies
s is another type of content that deserves special attention.
Tight integration with Office SharePoint Server 2007 and Exchange enable s to be managed and archived the same way as documents. This is especially important for eDiscovery and other GRC mandates requiring archiving (and search).
Organizations can create managed folders that get added to a user’s inbox. These folders have policies associated with them which define things like the retention period, quota etc. for the content of these folders. Using Exchange server rules, these folders can be set up to send the s to a records repository implemented in Office SharePoint Server Users can drag and drop records from their inbox into the appropriate managed folder and any required metadata can be entered asynchronously into the records repository
© 2005 Microsoft Corporation. All rights reserved.
This presentation is for informational purposes only. Microsoft makes no warranties, express or implied, in this summary.

52. 4/15/2017 1:45 PM
Message Classifications Special handling of certain 'classes' of
Exchange Server: Administrator configures Transport Hub Rules
Client: User manually sets Classification with Outlook or Outlook Web Access
Talking Points about Message Classifications:
Can be applied with Transport Rules
Can be configured by the administrator
Can be selected by the user
Administrators can edit Message Classifications through the Exchange Management Shell and can have new classifications pushed out to the user (new classifications can be set to automatically appear in Outlook Web Access and can be pushed out to Outlook with SMS)
An administrator can have Message Classifications applied by Transport Rules. A user can choose Message Classifications on a per-message basis. While there may be times that all messages should have a classification applied (like using company internal when discussing trade secrets, the classification could be applied with a text pattern Transport Rule setting) there are other times when only the user will know that a classification is appropriate (like adding A/C privilege to a message for a unique question).
There are some built-in Message Classifications. The built-in classifications include:
A/C Privilege (Attorney Client Privilege) which applies a banner and adds information to the header of the message (the selection of this classification and the banner are shown in the next two slides)
Company Confidential which works with a RMS (Rights Management Server) to ensure that only individuals with appropriate permissions are able to read company information.
Company Internal can be especially important when individuals are sending to distribution lists and they don’t know who is on the list. If external recipients are listed then messages can be blocked from reaching individuals outside the company. Company Internal also works with the RMS server.
© 2004 Microsoft Corporation. All rights reserved.
This presentation is for informational purposes only. Microsoft makes no warranties, express or implied, in this summary.

53. Setting a Message Classification manually
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Setting a Message Classification manually
Message Classifications appear under the permissions menu.
Microsoft Exchange Server 2007 introduces Message Classification, a new feature that allows administrators to flag messages for special handling.
Message Classifications can be applied to messages by configuring policies through the Exchange Management Console or Exchange Management Shell.
Administrators can use preconfigured Message Classifications or implement their own. New classifications can be set to automatically appear in Outlook Web Access and can be pushed out to Outlook with SMS.
Found on the Office / Permission menu
© 2004 Microsoft Corporation. All rights reserved.
This presentation is for informational purposes only. Microsoft makes no warranties, express or implied, in this summary.

54. Message Classification – Info Banner
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Message Classification – Info Banner
As you can see in the screenshot, Message Classifications can append a banner to a message. These banners can be used for purely for informational purposes or the banner information can be searched later. Banner information for the A/C Privilege classification is in the header of the message. In the case of an A/C Privilege mail it could potentially be excluded from discovery based on the A/C Privilege classification.
Help your regulated users stay compliant
© 2004 Microsoft Corporation. All rights reserved.
This presentation is for informational purposes only. Microsoft makes no warranties, express or implied, in this summary.

55. Final thoughts MOSS Can’t: But it can:
Define for you your fileplan and taxonomy
Define for you your business process
Define for you your retention and disposal policies
Manage the inevitable cultural change
Revolutionise you from a basic to sophisticated level overnight
But it can:
Provide the features to realise them
Provide the features to facilitate them
Provide the features to enforce them
Encourage user adoption
Provide you a platform for strategic evolution

56. THANK YOU
Evaluation Forms

57. SharePoint and PRA Resources
Microsoft ECM and RM Team Blogs
ECM Team Blog -
Office and SharePoint Technologies
Community Portal -
Office Online -
New Zealand standards
PRA Site -
Continuum Site -
Digital Records -
International standards
Australia -
ISO
Sarbanes Oxley -
DoD

58. General Resources
Technical Communities, Webcasts, Blogs, Chats & User Groups
Microsoft Learning and Certification
Microsoft Developer Network (MSDN) & TechNet
Trial Software and Virtual Labs

59. © 2007 Microsoft Corporation. All rights reserved
© 2007 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.