sharepoint 2010 for records management
DESCRIPTION
Exploring the specific featurs in SharePoint 2010 for records management. Originally presented at Unicom's Records Management Conference in the UK, 16 February 2011.TRANSCRIPT
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SharePoint 2010 for Records Management
Exploring the options
Sharon RichardsonJoining DotsTwitter: @joiningdots Feb 2011
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Why SharePoint?
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Source: http://www.landrover.com
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Communities
Search
Sites
Composites
ContentInsights
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Why SharePoint?Likely to use
Already using or plan to use SharePoint as a platform for information work
Consider using
Have no specialist system for information i.e. still using file shares– Evaluate cost and use(s) of SharePoint
vs dedicated solution vs Windows Server 2008
Unlikely to use
Already use or prefer dedicated solutions– Reasons to change: budget, consolidation
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SharePoint History2001/2003
• Document Libraries
• Document versioning
• Metadata
2007
• Content Types• Information
Management Policies
• Records Mgmt Centre
• Apply Holds• Email Routing• Workflow
2010• Managed Metadata• Content type Sync• Multi-stage retention• Record Libraries• Document Sets• Document IDs• Content Organiser• In-place Records
Management• Email and File Routing• Remote Storage
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Managed Metadata
Managed Term Set - Move, Merge, Rename
Multi-lingual
Default value
Mapped values
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Content Type Syndication
Metadata
Retention
ProcessPublish
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Information Management Policy
Multi-stage Retention
• Define retention period based on any date field (metadata)• Each stage can be set to recur until next stage begins• Actions include delete, start a workflow, transfer to another
site, delete previous versions, declare as a record
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Workflow for RecordsDeclaring/Reviewing records
Declare Record action in SharePoint Designer
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Document IDs
Permanent URLs (Permalink)
Structure defined per site collection:E.g. TPID-22-7
Can be configured
Automatically assigned
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Document Sets
File containing multiple documents• Manage the set as a single entity• Manage items individually within the set
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Records Management CentreContent Organiser
Centralised organisationof records
Define rules basedon content types
Documents routed todestination based oncontent type
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In-place Records Management
Declare as a record within a Document Library- Or -Manage separately in a Records Library and automatically declare
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Email Management
Exchange Server 2010
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Files Windows Server 2008
File Server Resource Manager• Define properties• Set rules to auto-classify
files• Run organisation tasks
based on property values
Option to bulk migrate to SharePoint• Leaves Permalink on
File Server
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How Big?
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In-place within working SitesSite Collections supported up to 100GBContent Databases up to 200GB
Database size = (((D x V) x A) + (10KB x (L + (D x V)))= 105GB
Source: Microsoft http://technet.microsoft.com/en-gb/library/cc298801.aspx
Input Value
Number of docs (D) 200,000
Average size of docs (A) 250Kb
Number of list items (L) 600,000
Number of versions (V) 2
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Documents or RM Centre
• Single site within a site collection• Not collaborative - upload/read access• Dedicated Content DB supported up to 1TB = potentially 2 million documents per centre compared to collaborative site collections (based on previous slide values)
Source: Microsofthttp://technet.microsoft.com/en-gb/library/cc262787.aspx#SiteCollection
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Multiple RM Centres
• Distributed Architecturee.g. Site Collection/Content DB per year
• Centralised Policies managed using Content Types (Hub)
• Routing via workflowe.g. ‘If created in NN send to FYNN’
• Enables farm scale up to 5TBpotentially 10 million+ docs…
FY10 FY11 …
Hub
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Remote Storage
• Recommended if planning to manage >5TB documents or records– or very large files
• Requires SQL Server 2008 Enterprise Edition– Remote BLOB storage is a SQL Server feature
• Placed documents on file server, linked through SharePoint user interface
• Enables faster back-up times but increases complexity
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On-premise vs Cloud
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SharePoint Online
On-Premises Deployments
SharePoint Online Standard
SharePoint Online Dedicated
Self-hosted and managedDirect access to physical machinesCentral admin accessHosted within own data centersAvailable to companies
of any size.
Multi-tenant hostingShared HardwareOutsourced IT managementHosted within MS data centersAvailable for companies with 5+ seats
Dedicated HostingDedicated HardwareOutsourced IT managementHosted within MS data centersAvailable for companies with 5000+ seats
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Why have employees?
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Decisions
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SharePoint Model
• Requires Server: Standard or Enterprise• Centralised vs In-place
To configure:• Sites, libraries and folders• Columns (metadata) and Content Types• Retention policies, Workflows• Content organiser rules
Centralised In-place
• Single file plan to manage• Lower overheads
• Integrate into working sites• Familiar for users
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SharePoint +/or …?
• Cross platform connectivity• Hybrid Cloud solutions• Outsourcing on non-MS data centres• Pre-built retention policies, workflow rules• Auto-classification by schema• Analysing current stores/de-duplication• Document imaging• Tighter Office/Outlook integration• Minimal budget and still on file shares?
Consider Windows Server 2008
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Preparation Matters
Step Making Movies Managing Records
1. Decide the approach
Short, Animation, Feature Film…
In-place vs Centralised
2. Define the requirements
Write the script Create the file plan
3. Organise layout
Story boarding Governance
4. Create the product
Lights, Camera, Action!
Implement the technology
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Final Note
• SharePoint 2010 for Records Management is about traditional EDRMS:– Managing files you are legally required to
keep for a defined period of time– Placing holds to prevent deletion if a file is
involved in a legal matter
• Governance and content management spans the broader definition of records: information– Version history– Classification
– Auditing– Retention
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Further Reading• Microsoft Enterprise Content Management Team Blog
– http://blogs.msdn.com/b/ecm/
• About SharePoint 2010 Records Management– http://technet.microsoft.com/en-us/sharepoint/ff598594.aspx
• SharePoint 2010 Records Management Planning– http://technet.microsoft.com/en-us/library/ff363731.aspx
• SharePoint 2010 Performance and Capacity Management– http://technet.microsoft.com/en-us/library/cc262971.aspx
• Thinking Records (James Lappin)– http://thinkingrecords.co.uk/
• SharePoint Sharon (me )– http://sharepointsharon.com
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Thanks for listening…
Sharon Richardson Joining Dots
Web: http://www.joiningdots.comSharePoint: http://sharepointsharon.com