1. NOTE: To change the image on this slide, select the picture and delete it. Then click the Pictures icon in the placeholder to insert your own image. Documents and Records in SharePoint, Really? Liam Cleary

2. About Me Solution Architect @ SusQtech/Protiviti Six Time SharePoint MVP SharePoint Idera ACE Working with SharePoint since 2001 Developer and Techie at heart Advocate of the user experience – not UI All aspects of SharePoint, even dream about it

3. Agenda DocumentsRecords Documents in SharePoint Records in SharePoint Remember

4. NOTE: To change the image on this slide, select the picture and delete it. Then click the Pictures icon in the placeholder to insert your own image. The Theory Why talk about Documents and Records?

5. Why Documents and Records? Definition Document management controls the life cycle of documents in your organization, from how they are created, reviewed, and published, and how they are ultimately disposed of or retained as records. Why Implementing a document and records management solution can help you locate documents easily in your organization Manage version control easily Make sure you don’t have one of those “embarrassing stories about wrong documents getting to customers, users or vendors” Compliance with regulatory rules Classification policy Taxonomy capturing – Terms SharePoint 2013 is here, and it is fantastic!!!

6. NOTE: To change the image on this slide, select the picture and delete it. Then click the Pictures icon in the placeholder to insert your own image. The Theory Documents and Records

7. Documents Core component of Enterprise Content Management (ECM) Document management, often referred to as Document Management Systems (DMS) The use of a computer system and software to: Store Electronic or Physical (locations) documents and images Manage Electronic or Physical (locations) documents and images Track Electronic or Physical (locations) documents and images Capture paper based information Handle core document management features: Check In / Check Out Version Control Roll Back Audit Trail Annotation and Stamps Summarization Documents

8. Records Really it is about record creation Final process within the Document Lifecycle Process of: Creation Receipt Maintenance Use Disposition of… Capturing and Maintaining as Evidence Capturing Transactional Data as Evidence Records

9. NOTE: To change the image on this slide, select the picture and delete it. Then click the Pictures icon in the placeholder to insert your own image. The Theory Documents SharePoint

10. Documents in SharePoint Check In / Check Out Versioning Comparison Managed Metadata Structured Folksonomy - Use wisely Content Types and Site Columns Metadata Navigation Documents in SharePoint Folder Structure and Filtering Item Permissions Document ID Service Social Ratings Tagging Commenting Following Document Preview Rule Based Submission – Content Organizer

11. NOTE: To change the image on this slide, select the picture and delete it. Then click the Pictures icon in the placeholder to insert your own image. Demonstration Documents in SharePoint

12. NOTE: To change the image on this slide, select the picture and delete it. Then click the Pictures icon in the placeholder to insert your own image. The Theory Records in SharePoint

13. Full Document Management Document ID Multi-Stage Retention Per-Item Audit Reports Hierarchal File Plans Site Based Retention eDiscovery Center Site Mailbox Records in SharePoint File Plan Report Taxonomy and Centralized Content Types Content Organizer Virtual Folders – Metadata Navigation In-Place Record Declaration Support for tens of millions in a single record center More in a distributed archive scenario Office 365 Mean larger scale

14. NOTE: To change the image on this slide, select the picture and delete it. Then click the Pictures icon in the placeholder to insert your own image. Demonstration Records in SharePoint

15. NOTE: To change the image on this slide, select the picture and delete it. Then click the Pictures icon in the placeholder to insert your own image. Remember Documents and Records Management

16. Remember Map Document Management Requirements to Business Objectives What level of Compliance do we need? What about the Infrastructure Setup a reliable Document Capture process Auto tagging on Scan Secure access to the sensitive documents Internal / External users Optimize the use of Workflows Automate classification and tagging Maintain Document Life Cycles Retention Policies Active, Archived or ready for Disposal Remember

17. SharePoint is not a “dumping ground” Solution is only as good as it is implemented Records Compliance such as “DoD 5015.02” will need either: Development 3 rd Party Solution Autonomy ControlPoint for SharePoint OpenText Application Governance and Archiving fir SharePoint Laserfiche Records Management for SharePoint GimmalSoft Compliance Suite for SharePoint Web Based Solution ONLY, no real client application as such Office Of course, but no plugins Office Web Apps Train, Train and then Train your users again Remember

18. Contact & Thank You Web http://www.protiviti.com Personal Blog http://blog.helloitsliam.com Personal Twitter @helloitsliam Email Work: liam.cleary@protiviti.comliam.cleary@protiviti.com Personal: liamcleary@msn.comliamcleary@msn.com LinkedIn liamcleary Contact