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Record Management 2013

AIT007. Record Management 2013 . James Milne SharePoint MVP. Session Overview. Introduction to Access Services 2013 Demo: Build an App in 60 Seconds. What is available in SharePoint 2010?. In-Place Record Management Centralised Record Management Generate File Plans Document IDs

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Record Management 2013

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  1. AIT007 Record Management 2013 James Milne SharePoint MVP

  2. Session Overview • Introduction to Access Services 2013 • Demo: Build an App in 60 Seconds

  3. What is available in SharePoint 2010? • In-Place Record Management • Centralised Record Management • Generate File Plans • Document IDs • Document Sets • Content Organiser • Multi-Stage Retention • MetaData Navigation • Term Sets & Keywords

  4. What is available in SharePoint 2010? • In-Place Record Management • Centralised Record Management • Generate File Plans • Document IDs • Document Sets Improved! • Content Organiser • Multi-Stage Retention • MetaData Navigation Improved! • Term Sets & Keywords • eDiscovery &

  5. Document ID • Site Collection Level Feature • Generate a Unique Document ID • Searchable • Perma-Link

  6. In-place vs. Records Centre In-Place Records Centre Records “submitted” to Record Centre Centralised Management Dedicated Role Tighter governance Better Scalability • Documents declared as a record • Kept in-place • Record kept in context • Creators can access their own content • Fits existing site structure

  7. Choosing between Record Center & In- Place

  8. In-Place Records Management • Library Settings

  9. In-Place Declare an In-Place Record

  10. File Plan • Sample File Plan

  11. The Record Centre • Centralised RM

  12. Record Centre Management

  13. Record Declaration Settings

  14. Send to the Record Centre • Web Application • Display Name • OfficialFile.asmx • Send To Action: • Copy • Move • Move and Link

  15. Send to Record Centre

  16. Move and leave a link

  17. Sent to.. Send Document to Record Center

  18. Information Management Policies • Policy Statement • Enable Retention • Enable Auditing • Enable Barcoding • Enable Labels

  19. Retention Policy Multi-Stage Retention • Retention policies can have multiple stages • Single Policy can manage the entire document lifecycle • Example: • Delete Drafts 1 year after Last Modified • Delete Record after 7 years afterDeclared

  20. Audit Policy • Enable Auditing • Opening/Viewing/Downloading • Editing • Checking out/in • Moving or Copying • Deleting or Restoring

  21. SharePoint 2013 ECM - Big Bets

  22. Unified Discovery across Exchange, SharePoint and Lync • Find it all in one place (unified console) • Find more (in-place discovery returns the richest data) • Find it without impacting the user (Give legal team discovery, leave IWs alone)

  23. Discovery Center • Central Place to view all Cases • Activities • Discovery Sets • Queries • Sources • Exports

  24. Discovery Sets

  25. Add, manage and export discovery sets

  26. Discovery Sets Create a Discovery Set

  27. Site Based Compliance • Records Team create policies, which define: • The retention policy for the entire site and the team mailbox, if one is associated with the site. • What causes a project to be closed. • When a project should expire • Can set also site collection as read only • Policy also available optionally from self site creation • Policies can be replicated from content type hub cross enterprises

  28. New Site Policy • Site Closure • Site Deletion

  29. Site Closure and Deletion • Apply a Site Policy • Manual Closure

  30. Site Compliance Create a Site Policy

  31. Documents are stored in SharePoint Emails are stored in Exchange Team Folders can receive emails and have their own email address Easy access to both from Outlook and SharePoint Unified compliance policy applies to both The Team Folders – Exchange and SP together

  32. Document Set Improvements • Support for OneNote notebooks • Document set icon in search results • Folders supported • Also for default documents set for document set • Support for easier aggregation • CBS & CBQ web parts understands document sets • Client side and Server side API improvements • Versioning improvements* • Capture full document set as version • Search directly in document set

  33. Next Steps… • Take Office 2013 for a spin! • Try Office 365 Preview • http://www.microsoft.com/office/preview/ • Twitter: @JamesMilne • Blog: http://www.myriadtech.com.au/blogs/james/

  34. © 2012 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.

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