overview – talks about dm, rm, wcm, metadata ... · overview – talks about dm, rm, wcm,...
TRANSCRIPT
Presenter
Presentation Notes
Overview – talks about DM, RM, WCM, metadata infrastructure Approach – why RM at MSFT is different, approach to design Not a features overview, but take three big business problems and show how you might work toward solving them.
Presenter
Presentation Notes
How RM fits in – on the traditional side, we compete with traditional CM vendors, IBM, Documentum, etc SP has always been good at the collab space, and now with 2010 in the social space, the value-add with ECM at MSFT is bringing these two together – throw out traditional way of doing things in favor of simplicity, making it end-user centric, coordinated metadata. Value of SP RM is that it’s part of SP, and part of the overall ECM vision. Search at the bottom is critical – you want to have a single Search platform for everything…
Presenter
Presentation Notes
Here’s what we set out to accomplish with RM this release. Integrated Governance: Thought a lot about making sure SharePoint appears as a governed platform where appropriate(Lock icon, for example.) Part of a larger Suite. Compliance on blogs, wikis, web pages. Easy to use: Good Familiar UI Records archive looks just like any other SharePoint site. Metadata driven router – users can enter metadata, don’t need to choose a location in the file plan. A tradeoff between competing with the other ECM vendors, but in some areas, realizing that increased complexity won’t help with adoption. 50% of RM projects fail due to lack of user adoption, not due to lack of a feature. Flexible: Learning from 2007, where there was only one way to do it. Want to provide a set of tools that customers can select from to meet their needs. Copy/move/leave a link. In Place vs. Archive. More than one way to do RM.
Presenter
Presentation Notes
4 big buckets of features – Recordization – declare something a record, and improvements in the archive – driving content into the file plan eDiscovery and Hold – Litigation preparedness, Auditing and reporting – what’s been going on with the site, how well things are working Retention and Expiration – reduce cost by clearing out content you no longer need. Lawyers paid per hour to review.
Presenter
Presentation Notes
That was the key tenets of ECM at MSFt – now transition to a real business problem…
Presenter
Presentation Notes
Key is really about the up-front preparation First step is information governance – getting content from file shares, metadata, classification applied . Search – you want to use one search technology for discovery…crawling and storage is expensive
Presenter
Presentation Notes
Demo Steps- 11:04 Step 1 – Up Front Preparation Taxonomy Tree – how it shows up in metadata mgt, and client Content Types and built in retention policies – Site Settings->Site Content Types as soon as New->Contract – we got em – now helping the process select a content type, show IMP Settings, show multi-stage retention – add a couple of stages workflow is the most powerful – opens up the entire SPD workflow process to the Lifecycle mgt. Step 2: Respond to Discovery Requests Holds any type of content in any sharepoint site Site Settings – Hold and eDiscovery – now available in any site Search and Add to Hold, enter a keyword, preview, - full syntax query is available. local hold or export – provides the flexibility copy metadata and audit logs Step 3: Provable Chain of CustodyForensic analysis Audit Reports Go to Documents Library-> talk about scaling out and trimming logs Per-Item Audit logs – find a document, view compliance details, generate a report for modified…
Managing E-mail DiscoveryUsing Exchange 2010
Presenter
Presentation Notes
Now support retention policies Keyword mailbox search – cross mailbox, etc.
Presenter
Presentation Notes
Recordization
Presenter
Presentation Notes
In Place Records Start with Document Center->notice the lock icon on some of the documents – Click on regular documents, see what ribbon looks like, edit, etc Click on Record – ribbon grays out things like edit and delete. Bulk Declare two records In Place Records & Policies In cases where people aren’t proactive like that, there are other ways to declare records Go to Content Types – start a policy on a content type – show how to declare a record automatically Can have different policies for records and non-records Go to Wiki – show how wiki content can be declared as a record
Workflows can drive the recordization process
Presenter
Presentation Notes
Can tie workflow to the rest of the document lifecycle – Can create workflow to declare workflow or test for record status.
Records Manager
Records Center
Financials MortgageContracts
Asia Pacific Region
CollabSites
Content Organizer
Transfer document context
Search and apply holds across
records
Feature SP 2010
Metadata based record routing
Multi-stage retention policies
Customized record workflows
Metadata search refinement and nav
File plan & content organization reports
Records routed based upon metadata
Configure policies as per hierarchical
file plan
Feature SP 2010
Copy, move, or stub from collab sites
Hierarchical file plans
Unique IDs
Auditing
Holds
Presenter
Presentation Notes
The other half of recordization – the archive or records center Both in-place and RC will be supported Model on top is important Content can come from anywhere – Records Router, rebranded as content organizer moves content into library or folder within libary
Presenter
Presentation Notes
Start with Navigation for end users Start with Records Center - Home Page for the Archive and a site for anybody to come to. Just another sharepoint site A place to educate employees on policies A unique Doc ID assigned to each record – show search for document ID – docid follows document around. Value is in finding based on permalink regardless of moves. Show File Plan Report click on Records – all records into one library – scale is no better with multiple libraries, and maintenance is easier. Show metadata base navigation indices on the back end to allow quick navigation and filtering Show Folder hierarchy which is the file plan Hierarchical file plan – go to IMP for the library, show how each folder can have a unique retention policy Hierarchical retention schedules with inheritance Content Organizer – site-settings – CO Rules - Edit an existing rule - File Plan Report shows top down view of policies Send a document to the RC – show permalink,
Choosing between In Place versus Archive
Presenter
Presentation Notes
We’re still learning what works best – In Place – works better in well managed repositories Sometimes there are political reasons that might preclude using an Archive Archive – sites are transitional – 20 years later will the site be around? More regulated industries tend toward archive
E-mail ArchivingUsing Exchange 2010
Presenter
Presentation Notes
Enterprise Content Types – hub and spoke model across site collections and farms (policy can be part of the content type).
Presenter
Presentation Notes
Content Type Syncing Generic policy on all blogs posts Policy gets shared across the enterprise Go to Enterprise Hub, Go to content type gallery, look for “Post” Content type IMP settings – add a retention policy After 1 year, move to recycle bin Publish the content type
Hub
SC1 SC2 …
Presenter
Presentation Notes
One site collection can hold 10’s of millions of documents Use hub/spoke design to scale to 100’s of millions of sites – distributed design. Define the Content Type hub, policies, and metadata schemas are now banding together as one archive. Content Organizer can be used to distribute content across the collections.
Key features
Presenter
Presentation Notes
Three key questions to ask yourself as you develop a RM strategy Have I coordinated my RM processes across a variety of SharePoint deployments �throughout the enterprise? Should I take advantage of an In Place approach or an Archive? Or both? Did I keep the end user and ease of use on the forefront of my strategy? 60% of resources worked on scale and 40% worked on features.
http://blogs.msdn.com/ecm
http://www.sharepointrecordsmanagement.com
