record management 2013 james milne sharepoint mvp ait007

Record Management 2013

James MilneSharePoint MVP

AIT007

Session Overview

Introduction to Access Services 2013Demo: Build an App in 60 Seconds

What is available in SharePoint 2010?

In-Place Record ManagementCentralised Record ManagementGenerate File PlansDocument IDsDocument SetsContent OrganiserMulti-Stage RetentionMetaData NavigationTerm Sets & Keywords

What is available in SharePoint 2010?

In-Place Record ManagementCentralised Record ManagementGenerate File PlansDocument IDsDocument Sets Improved!Content OrganiserMulti-Stage RetentionMetaData Navigation Improved!Term Sets & KeywordseDiscovery &

Document ID

Site Collection Level FeatureGenerate a Unique Document ID SearchablePerma-Link

In-place vs. Records Centre

In-Place

Documents declared as a recordKept in-placeRecord kept in contextCreators can access their own contentFits existing site structure

Records Centre

Records “submitted” to Record CentreCentralised ManagementDedicated Role Tighter governanceBetter Scalability

Choosing between Record Center & In- Place

Requirement Records Centre In-Place Record

Managing Record Retention

Content Organizer automatically places new records in the correct folder in the archive’s file plan, based on metadata

Different policies for records and active

documents based on the current content

type or location

Restrict which users can view records Yes No

Ease of locating records (for Record Managers) Easier Harder

Maintain all document versions as records

Each version must be sent

Automatic, assuming versioning is turned on

Ease of locating information (for team

collaborators)Harder Easier

In-Place Records Management

Library Settings

In-Place

Declare an In-Place Record

File Plan

Sample File Plan

Record Type Financial Statements

Invoices E-Mail Correspondence

Document ID Finance-Doc-01 PO-Invoice_01 Email-Msg-01

Required Fields Statement Date (Date Field)

Delivery Date (Date Field)

Subject (String property, single line of text

Expiration Retain for 7 years after Statement Date

Retain for 5 years after Delivery Date

Retain for 3 years from date created

Disposal Archive and delete on expiration

Archive and delete on expiration

Delete on Expiration

Audit Audit View Events Only

None None

The Record Centre

Centralised RM

Record Centre Management

Record Declaration Settings

Send to the Record Centre

Web ApplicationDisplay NameOfficialFile.asmxSend To Action:

CopyMoveMove and Link

Send to Record Centre

Move and leave a link

Sent to..

Send Document to Record Center

Information Management Policies

Policy Statement

Enable Retention

Enable Auditing

Enable Barcoding

Enable Labels

Retention Policy

Multi-Stage Retention Retention policies can have multiple stagesSingle Policy can manage the entire document lifecycle Example:

Delete Drafts 1 year after Last ModifiedDelete Record after 7 years afterDeclared

Audit Policy

Enable AuditingOpening/Viewing/DownloadingEditingChecking out/inMoving or CopyingDeleting or Restoring

SharePoint 2013 ECM - Big Bets

eDiscovery

• In place preservation in SP & Exchange

• Integrated, enterprise wide case management

Team Folders

• Work on mail and documents together• SharePoint,

Outlook, OWA• Retention/

compliance across stores

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)

Discovery Center in SharePoint Unified Preserve, Search and Export

Exchange Web Services Connect to Exchange to get mailbox data

Lync Archiving to Exchange Exchange is the compliance store for Lync

Search Infrastructure Exchange and SharePoint use the same search platform

Discovery Center

Central Place to view all Cases

ActivitiesDiscovery SetsQueriesSourcesExports

Discovery Sets

Add, manage and export discovery sets

Discovery Sets

Create a Discovery Set

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 expireCan set also site collection as read only

Policy also available optionally from self site creationPolicies can be replicated from content type hub cross enterprises

New Site Policy

Site ClosureSite Deletion

Site Closure and Deletion

Apply a Site PolicyManual Closure

Site Compliance

Create a Site Policy

The Team Folders – Exchange and SP together

Documents are stored in SharePointEmails are stored in ExchangeTeam Folders can receive emails and have their own email addressEasy access to both from Outlook and SharePointUnified compliance policy applies to both

Document Set ImprovementsSupport for OneNote notebooksDocument set icon in search resultsFolders supported

Also for default documents set for document setSupport for easier aggregation

CBS & CBQ web parts understands document setsClient side and Server side API improvementsVersioning improvements*Capture full document set as versionSearch directly in document set

Next Steps…

Take Office 2013 for a spin!Try Office 365 Preview

http://www.microsoft.com/office/preview/

Twitter: @JamesMilneBlog: http://www.myriadtech.com.au/blogs/james/

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