Information Technology through Innovative Thinking

MARBULUTIONZ CONSULTING

Using SharePoint 2010 as a record keeping tool

Presented by: Marlon Green #marl0ngreen

16/05/2012

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

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WHAT IS…

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WHY SHAREPOINT?

• Huge Demand for SharePoint

• Transparent records management

• Single user interface

• Low overheads

• In-Place Records Declaration

• Content type agnostic

• Audit history

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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

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LIMITATIONS

• As a stand-alone product it is not compliant with the USA

DoD 5015.2* Standard

• No email integration

• Electronic-driven destruction means there is no formal

records disposition process

• 3rd Party software required for formal

recordkeeping requirements

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COMPLIANCE

Source - http://rimtech.ca

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BUT WAIT…THERE IS HOPE

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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

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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

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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

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• 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

DECLARATION – OPTION 1

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• 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

DECLARATION – OPTION 2

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• 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

DISPOSITION

15

QUESTIONS

Information Technology through Innovative Thinking

MARBULUTIONZ CONSULTING