1. Make Your Mark.

3. 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 emails from Exchange 2007 as records in Office SharePoint Server 2007 Provide an overview and update on where Office SharePoint Server 2007 fits with the New Zealand Public Records Act

4. Make Your Mark. 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 2005 - What does PRA and the American approach mean to us and SharePoint

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

6. Make Your Mark. Docs/tasks/calendars, blogs, wikis, e-mail integration, project management “lite”, Outlook integration, offline docs/lists My Sites, social networking, privacy control, content targeting and aggregation, Enterprise scalability, contextual relevance, rich people and business data search Rich and Web forms based front-ends, LOB actions, pluggable Enterprise single sign-on Server-based Excel spreadsheets and data visualization, Report Center, BI Web Parts, KPIs/Dashboards Integrated document management, records management, and Web content management with policies and workflow Business Process & Forms Search Content Management Platform Services Workspaces, Mgmt, Security, Storage, Topology, Site Model Partner Solutions Portal Collaboration Business Intelligence People & Personalization Enterprise Portal template, Site Directory, content aggregation, LDAP integration, composite applications SharePoint 2007 Feature Areas & ECM

7. Make Your Mark. Unified Storage Architecture Unified Services ECM Components User Interface Records Management Web Content Management Forms Management Document Management Microsoft Office Web browsers 3 rd party apps WorkflowMetadataPolicies Search SecurityIRMCollab Library Svcs. OFC211 - Extending Microsoft Office SharePoint Server 2007 with EMC Documentum Content Management OFC227 - Web Content Management Features of Microsoft Office SharePoint Server 2007 OFC305 - Building a High Performance.com Site on Microsoft Office SharePoint Server 2007 OFC227 - Web Content Management Features of Microsoft Office SharePoint Server 2007 OFC305 - Building a High Performance.com Site on Microsoft Office SharePoint Server 2007 OFC207 - SharePoint Governance and Information Architecture Guidance OFC326 - Search in Microsoft Office SharePoint Server 2007: Customizing and Extending OFC328 - Search in Microsoft Office SharePoint Server 2007: Deploying, Managing, and Configuring OFC326 - Search in Microsoft Office SharePoint Server 2007: Customizing and Extending OFC328 - Search in Microsoft Office SharePoint Server 2007: Deploying, Managing, and Configuring SVR320 - Using Windows Rights Management Services to Protect Content in a Microsoft Office SharePoint Server 2007 Farm OFC409 - Workflow in Microsoft SharePoint Products and Technologies 2007: Deep Dive for Developers OFC203 - Workflow in Microsoft SharePoint Products and Technologies 2007: Out-of-the-Box and Creating Custom Workflows OFC11-HOL - Using, Designing, Developing, and Deploying Workflows on SharePoint Products and Technologies OFC409 - Workflow in Microsoft SharePoint Products and Technologies 2007: Deep Dive for Developers OFC203 - Workflow in Microsoft SharePoint Products and Technologies 2007: Out-of-the-Box and Creating Custom Workflows OFC11-HOL - Using, Designing, Developing, and Deploying Workflows on SharePoint Products and Technologies OFC340 - Best Practices for Developing and Deploying Forms Solutions with Microsoft Office InfoPath 2007 and InfoPath Forms Services in Microsoft Office SharePoint Server 2007 ECM in Microsoft Office SharePoint Server 2007

8. Make Your Mark. Unified Storage Architecture Unified Services ECM Components User Interface Records Management Web Content Management Forms Management Document Management Microsoft Office Web browsers 3 rd party apps WorkflowMetadataPolicies Search SecurityIRMCollab Library Svcs. OFC316 - Branding and Customizing Microsoft Office SharePoint Server 2007 Sites Wed – 3:45 OFC316 - Branding and Customizing Microsoft Office SharePoint Server 2007 Sites Wed – 3:45 OFC326 - Search in Microsoft Office SharePoint Server 2007: Customizing and Extending Yesterday OFC326 - Search in Microsoft Office SharePoint Server 2007: Customizing and Extending Yesterday OFC409 - Workflow in Microsoft SharePoint Products and Technologies 2007: Deep Dive for Developers Wed – 10:45 OFC409 - Workflow in Microsoft SharePoint Products and Technologies 2007: Deep Dive for Developers Wed – 10:45 ECM in Microsoft Office SharePoint Server 2007 OFC301 - Capacity and Performance Planning for Microsoft SharePoint Products and Technologies 2007 Tue– 10:45 OFC418 - Microsoft SharePoint Products and Technologies 2007: Deployment and Advanced Administration Topics Tue– 3:45 OFC301 - Capacity and Performance Planning for Microsoft SharePoint Products and Technologies 2007 Tue– 10:45 OFC418 - Microsoft SharePoint Products and Technologies 2007: Deployment and Advanced Administration Topics Tue– 3:45 VOC201 - Building a collaboration platform for automation (KiwiBank) Yesterday VOC204 - Microsoft Office SharePoint 2007 as a platform in NZ Public service (Ministry of Transport) Tue – 2:20 VOC201 - Building a collaboration platform for automation (KiwiBank) Yesterday VOC204 - Microsoft Office SharePoint 2007 as a platform in NZ Public service (Ministry of Transport) Tue – 2:20 OFC303 - What is a SharePoint Site? Tue– 12:10 OFC303 - What is a SharePoint Site? Tue– 12:10

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

10. Make Your Mark. 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

11. Make Your Mark. Document Information Panel

12. Make Your Mark. Document Information Panel

13. Make Your Mark. Prepare Documents

14. Make Your Mark. Document Comparison

15. Make Your Mark. ECM with Microsoft Office Office Professional Plus 2007 Office Professional Plus 2007 + Windows SharePoint Services v3 Office Professional Plus 2007 + Office SharePoint Server 2007

16. Make Your Mark. Windows SharePoint Services V3Office SharePoint Server 2007 Content types 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 Available Features For Document Approvals & Content Management

17. Make Your Mark. Outlook Browser UI Authoring Apps SharePoint Designer Microsoft Office SharePoint Server Microsoft Visual Studio Out of the box

18. Make Your Mark. Configure Out-of-box Workflows Develop Custom Workflows SharePoint Designer Workflows apply to a list Rules Driven Visual Studio Developer task ECM starter Kit ECM feature extension code samples supplemental developer white papers Visual Studio project templates for workflow in Office SharePoint Server

19. Make Your Mark. 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

20. Make Your Mark. CONCEPT

21. Make Your Mark. 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

22. Make Your Mark. Client Code Business Unit Parent Type Effective Date Lawyer Contract Response Time Application SLA Date Presented Audience Presentation Architect Lead Dev Application Specification Security Clearance

23. Make Your Mark. Client A Contracts SLAs Presentations Specifications Client B Contracts SLAs Presentations Specifications Client C Contracts SLAs Presentations Specifications Account Manager

24. Make Your Mark. Client A Contracts SLAs Presentations Specifications Client B Contracts SLAs Presentations Specifications Client C Contracts SLAs Presentations Specifications Legal Team Marketing Quality Assurance

25. Make Your Mark. Client A Contracts SLAs Presentations Specifications Client B Contracts SLAs Presentations Specifications Client C Contracts SLAs Presentations Specifications Document Library Content Type

26. Make Your Mark. 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

27. Make Your Mark. CONCEPT

28. Make Your Mark. Consistent definition and enforcement of content behavior Differentiated along Type of content Location of content Examples of policies Expiration Content format Content identifiers

29. Make Your Mark. 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

30. Make Your Mark. Records Warehouse Organize, Maintain, & Dispose Records Manager Search, Hold, & Triage Lawyers & Paralegals Knowledge Worker / Records Custodian Collect

31. Make Your Mark. Search, Hold, & Triage Lawyers & Paralegals Knowledge Worker / Records Custodian Collect Records Repository Policy Enforcement “Vault” Behaviors SMTP & SOAP OFI Windows SharePoint Services Hold Organize, Maintain, & Dispose Records Manager

32. Make Your Mark. Organize, Maintain, & Dispose Search, Hold, & Triage Lawyers & Paralegals Exchange Send To SharePoint Documents Mail Knowledge Worker Desktop Items “Ship” To Nondigital records Records Custodian 3 rd -party imaging Official File Records Repository Policy Enforcement “Vault” Behaviors SMTP & SOAP OFI Windows SharePoint Services Hold Records Manager

33. DEMO

34. Make Your Mark. CONCEPT UNC309 – Regulatory Compliance in Microsoft Exchange Server 2007 Tue – 3:45 NZ Room 2 UNC309 – Regulatory Compliance in Microsoft Exchange Server 2007 Tue – 3:45 NZ Room 2

35. Make Your Mark. Better Control of E-mail Traffic & Content New Exchange 2007 features … Create ethical walls that isolate an individual or groups Filter emails based on content Filter emails based on content Initiate journaling to send a copy of specified email types to a secondary location Add specific policies to emails Add specific policies to emails Flag messages for special handling 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 Scan for Identity Numbers (credit card#, medicare#) to ensure that they are not accidentally sent outside the organization Many government regulations require that organizations journal e-mail for some, or all, users, and store in a Records Repository Many government regulations require that organizations journal e-mail for some, or all, users, and store in a Records Repository Require encrypted delivery of any message containing specific confidential information Require encrypted delivery of any message containing specific confidential information Easily add headers such as “company confidential” and “attorney/client privileged” Easily add headers such as “company confidential” and “attorney/client privileged”

36. Make Your Mark. 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 E-mail handling policies for Records Management and Classifications

37. Make Your Mark. Managed Folders Basic Records Management – Simple Retention/Disposal Managed Folders Basic Records Management – Simple Retention/Disposal User Mailbox Advanced Records Mgt (DOD 5015.2 in CY07) Messaging Records Management Automated via Exchange Transport Server Rules Automated Archiving to Records Repository (any SMTP address) via Exchange Transport Server Rules Manual via User Drag/Drop Automated via Outlook Client Rules

38. Make Your Mark. Hub Transport Server - Conditions

39. Make Your Mark. 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

40. Make Your Mark. Records Management for Email Emails placed in Managed Folders are automatically copied to a SharePoint Records Repository based on configured policies Folder Policy Statement

41. Make Your Mark. Exchange Server: Administrator configures Transport Hub Rules Client: User manually sets Classification with Outlook or Outlook Web Access Message Classifications Special handling of certain 'classes' of e-mail

42. Make Your Mark. Setting a Message Classification manually Found on the Office / Permission menu

43. Make Your Mark. Message Classification – Info Banner Help your regulated users stay compliant

44. Make Your Mark. CONCEPT

45. Make Your Mark. The American Approach… Declare

46. Make Your Mark. The Australasian Approach… Declare

47. Make Your Mark. The Australasian Approach… Individual and Team document collaboration

48. Make Your Mark. 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 Emails Image files (CAD engineering drawings) Paper files Text Messages Instant messaging Voice Mail

49. Make Your Mark. PRA – more than just technology

50. Make Your Mark. 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

51. Make Your Mark. American Department of Defense 5015.2 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 5015.2 criteria Functionality: http://www.microsoft.com/presspass/press/2007/may07/05-29SharePointDoDPR.mspx File Plan Builder Supplemental Markings Vital Review Multiple Locations Folder holds Close Folders Referencing & Linking Metadata Propagation Cutoff Unique ID Disposition Email Expunge

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

53. Make Your Mark. PRA and MOSS Compliance Sophisticated IntermediateSimple WSS v3 + Office 2000/03 MOSS + Office 2007 MOSS + Office 2007 + DoD & PRA Features MOSS + Office 2007 + 3rd Party advanced solutions

54. Make Your Mark. Final thoughts MOSS Can’t: 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

55. THANK YOU Evaluation Forms

56. Make Your Mark. SharePoint and PRA Resources Microsoft ECM and RM Team Blogs ECM Team Blog - http://blogs.msdn.com/ecmhttp://blogs.msdn.com/ecm New Zealand standards PRA Site - http://www.archives.govt.nz/publicrecordsact.phphttp://www.archives.govt.nz/publicrecordsact.php Continuum Site - http://www.archives.govt.nz/continuumhttp://www.archives.govt.nz/continuum Digital Records - http://www.archives.govt.nz/continuum/digitalrecordkeeping.phphttp://www.archives.govt.nz/continuum/digitalrecordkeeping.php Office and SharePoint Technologies Community Portal - http://sharepoint.microsoft.com/sharepointhttp://sharepoint.microsoft.com/sharepoint Office Online - http://office.microsoft.com/en-us/sharepointserverhttp://office.microsoft.com/en-us/sharepointserver International standards Australia - http://www.naa.gov.au/recordkeeping/dirks/summary.htmlhttp://www.naa.gov.au/recordkeeping/dirks/summary.html ISO 15489 - http://www.datacapture.co.uk/information/ISO-15489.htmhttp://www.datacapture.co.uk/information/ISO-15489.htm Sarbanes Oxley - http://www.soxlaw.comhttp://www.soxlaw.com DoD 5015.2 - http://jitc.fhu.disa.mil/recmgt/standards.htmlhttp://jitc.fhu.disa.mil/recmgt/standards.html

57. Make Your Mark. General Resources Technical Communities, Webcasts, Blogs, Chats & User Groups http://www.microsoft.com/communities/default.mspx Microsoft Developer Network (MSDN) & TechNet http://microsoft.com/msdn http://microsoft.com/technet Trial Software and Virtual Labs http://www.microsoft.com/technet/downloads/trials/default.mspx Microsoft Learning and Certification http://www.microsoft.com/learning/default.mspx

58. © 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.