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Maximizing Record-Keeping Efficiency with SharePoint 2010: A Comprehensive Guide

This presentation by Marlon Green explores using SharePoint 2010 as a record-keeping tool. It includes an introduction to SharePoint, effective management of electronic documents and records, and addresses the system's limitations and benefits. Key features like document ID service, content type syndication, and managed metadata are highlighted. Additionally, the presentation discusses compliance challenges and solutions, including the implementation of file plans, declaration, and classification of documents. Gain insights into optimizing SharePoint for comprehensive records management.

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Maximizing Record-Keeping Efficiency with SharePoint 2010: A Comprehensive Guide

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  1. Presented by: Marlon Green #marl0ngreen 16/05/2012 Using SharePoint 2010 as a record keeping tool

  2. AGENDA • Introduction to SharePoint • Managing electronic documents and records through SharePoint • Overcoming the limitations and evaluating the benefits • Can SharePoint be a compliant records management system? • Implementing the file plan • Disposition • Declaration and Classification

  3. WHAT IS…

  4. WHY SHAREPOINT? • Huge Demand for SharePoint • Transparent records management • Single user interface • Low overheads • In-Place Records Declaration • Content type agnostic • Audit history

  5. Key Features in SharePoint 2010 • Document ID Service • Content Type Syndication • Managed Metadata and Keywords • Content Organizer for Routing • In-Place Record Declaration • Multi-Stage Retention Policies

  6. LIMITATIONS • As a stand-alone product it is not compliant with the USA DoD5015.2* Standard • No email integration • Electronic-driven destruction means there is no formal records disposition process • 3rd Party software required for formal recordkeeping requirements

  7. COMPLIANCE Source - http://rimtech.ca

  8. BUT WAIT…THERE IS HOPE

  9. BUT WAIT…THERE IS HOPE • Customize using workflows • Clearly define (and follow-up on) information management policies • Use 3rd party tools • Combine with exchange 2010 for email integration

  10. CLASSIFICATION • Documents are classified using managed metadata • In line with file plan and company policies • Content organizer routing documents to relevant repositories • Combine with exchange 2010 for email integration

  11. IMPLEMENTING THE FILE PLAN • Document the plan • Align with company policies and procedures • Design with records in mind and not only collaboration • Syndicate content types across sites for uniformity • TRAIN, TRAIN, TRAIN

  12. DECLARATION – OPTION 1 • In-Place Records Management • Documents are declared as records in place • Documents are locked for editing • A lock icon will appear next to the document showing its been declared as a record

  13. DECLARATION – OPTION 2 • Using a record center repository • Documents are moved to a central repository • Document metadata is evaluated • Documents are routed to library/folder • Information policy (retention) is applied

  14. DISPOSITION • Managed based on IMP settings • Workflows route documents to archive/record center • Manual human intervention required for documents requiring permanent deletion • 3rd party tools required to comply with legislative disposition rules • Can use SQL blob storage to ensure compliance

  15. QUESTIONS

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