RecordPoint Overview

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1 RecordPoint Overview

2 About RecordPoint Experts in Information Management on Microsoft Microsoft Gold Certified in 8 competencies Developing SharePoint Records Management software and solutions since 2003 Launched RecordPoint product in July 2008 The VERS certified and built to meet requirements of PRA and ISO Customers in Australia and New Zealand Contributing Member of the Records and Information Management Professionals Association of Australia 1 of 30 partners worldwide on Global Partner Advisory Council for SharePoint

3 Our Customers

4 Why RecordPoint Forester View Navigating the broad array of SharePoint partners can be complex. Microsoft lists six technology partners that it perceives to be important in supplementing enterprise records management scenarios with SharePoint These include: FileTrail - Provides physical records tracking and management Global Provides business process management and case management KnowledgeLake - Provides document imaging and capture technologies Metalogix Software - Provides advanced storage management, archiving, and migration tools Nintex - Provides advanced workflow and analytics tools RecordPoint - Provides support for Australian, New Zealand, and European regulatory requirements Forrester Research - Microsoft Makes Records Management Improvements With SharePoint 2010

5 Why RecordPoint Microsoft s View Adam Harmetz, the Lead Program Manager for the SharePoint Document and Records Management engineering team at Microsoft said in a recent online interview about Records in SharePoint We constantly get questions from around the world about how to deal with local government and industry standards for information management. Let me throw just a few at you MOREQ2, VERS, ISO 15489, DOMEA, TNA, ERKS the list goes on. Some of these standards are loosely based on one another and some have contradictory elements. Rather than focus our engineering efforts on addressing each of these standards in turn, we made the choice to deliver the usability and innovation required to make records management deployments successful and allow our partner ecosystem to build out the SharePoint platform to deal with specific requirements for those customers that are mandated to adhere to a specific standard.

6 What do we mean by compliance In Western Australia Standards come from: ISO ISO 16175:2011 Principles and Functional Requirements for Records in Electronic Office Environments (ICA Function Requirements) STATE RECORDS ACT OF WESTERN AUSTRALIA, 2000 FREEDOM OF INFORMATION ACT, 1992 PRIVACY ACT, 1988 CRIMINAL CODE ACT, 1913 FINANCIAL ADMINISTRATION AND AUDIT ACT, 1985 RECORDS OF INDIGENOUS INDIVIDUALS, FAMILIES OR COMMUNITIES

7 Microsoft s Research Req - How much compliance out of the box? A considerable amount of the requirements of ICA standard is delivered SharePoint % of Records functionality as defined by the ICA standard is now available out of the box using Sharepoint 2010 Additional configuration and Third party applications are required to provide specific records compliance functionality

8 SharePoint Gaps Physical and Hybrid Records Management Metadata Export and transfer management and automated capture of related metadata Complex Classification configuration Complex disposal and transfer actions Native Security Classification

9 What Needs to be Managed? Electronic Files... Office documents Images Website content Databases Audio / Video files Wiki entries Blog posts Physical Objects... Printed documents Letters Film Certificates Fax Forms 10

10 Lift the Burden from your End-Users

11 A More Practical Approach Use rules to map business (information) processes to Records Management system Business Processes Records System

12 SharePoint Access Control Audit Version Mgmt Search Workflow RecordPoint Rules Engine Classification Disposal Security Compliance Content Mgmt

13 RecordPoint Features Summary In-Place managed and Archived electronic records Centralized Paper records management Automated archiving/ scaling of Records Archive VERS/ ISO Compliance Advanced Rules engine Long term preservation functions File Plan/ Classification scheme Management in Managed Metadata Centrally managed Retention and Disposition Hybrid Electronic/ Paper Records Paper File Control (requests) Active File Migration API Paper file/ Box Management Bar-coding extensions

14 What you have in a Legacy System File Number File Folders Documents Owner Title + Classification Disposal

15 What you have in SharePoint/ RecordPoint File + Title Folders Document Classification File Number Disposal Owner

16 Demonstration Electronic Records Management in SharePoint with RecordPoint

17 Differences between a SharePoint 2010 records archive, in-place records and RecordPoint - Functional Factor Records archive In-place records RecordPoint Upload Retention schedules. Classification and retention schedule exposed as Managed Metadata. No upload tools available. Retention schedules managed manually. No upload tools available. Retention schedules managed manually. Manage Physical Records No Can be setup as a flat list of physical records (but does not include file tracking), this does not scale well. Ability to carry out complex disposal processes e.g.. Transfer to Archives/ Offsite Nominate file containers at various levels of aggregation e.g.. Sites/ documents sets. No, requires custom development. No, requires custom development Best of all worlds uses the RecordPoint Rules Engine (souped up content organiser) and allows retention schedules to controlling different policies for records and active documents based on the current content type, location or metadata. Centralised Retention schedules across the SharePoint farm, Classification scheme and Retention schedules exposed as Managed Metadata. RecordPoint manages all physical Records centrally including the ability to generate physical records labels and track physical records thru out their lifecycle. Built-in to RecordPoint disposal process no custom development required. No. No. Built-in to RecordPoint is the ability to configure the file container at an aggregation level e.g.. Site, Document library, Folder etc. Manage a centralised retention schedule against in-place controlled and archived records as described by ISO Output records in ADRI/ VERS or other configurable XML formats No. No. Built-in and centrally controlled can be updated in one place and will flow thru to all new records based on that Record class. No. No. Yes, built-in. Hybrid Records No. No. RecordPoint manages all Hybrid Records centrally. Metadata Security controls on Records No. No. Yes.

18 Differences between a SharePoint 2010 records archive, in-place records and Record Point - Technical Factor Records archive In-place records RecordPoint Managing record retention Restrict which users can view records Ease of locating records (for records managers) Maintain all document versions as records Ease of locating information (for team collaborators) The content organizer automatically puts new records in the correct folder in the archive s file plan, based on metadata. Yes. The archive specifies the permissions for the record. Easier. All records are in one location. The user must explicitly send each version of a document to the archive. Harder, although a link to the document can be added to the collaboration site when the document becomes a record. There may be different policies for records and active documents based on the current content type or location. No. Permissions do not change when a document becomes a record. Harder. Records are spread across multiple collaboration sites. Automatic, assuming versioning is turned on. Easier. Best of all worlds uses the RecordPoint Rules Engine (based on content organiser) and allows retention schedules to controlling different policies for records and active documents based on the current content type or location. Configurable. By default permissions stay the same as when added to SharePoint. However, you can restrict which users can edit and delete records. Easiest, as Records are all in one location but also managed in-place. Automatic, but includes the ability to archive items automatically. Easiest, as the record exists as a record in collaboration site and with a stub in the archive.

19 Differences between a SharePoint 2010 records archive, in-place records and Record Point - Technical Factor Records archive In-place records RecordPoint Clutter of collaboration site Collaboration site contains only active documents. Collaboration site contains active and inactive documents (records), although you can create views to display only records. Allow collaboration sites to be archived so that it only contains active documents. Ability to audit records Yes. Dependent on audit policy of the collaboration site. Yes. Scope of ediscovery Active documents and records are searched separately. The same ediscovery search includes records and active documents. The same ediscovery search includes records and active documents. Administrative security A records manager can manage the records archive. Collaboration site administrators have permission to manage records and active documents. Only a Authorised Records Manager can manage Records, Collaboration site administrators have permission to manage active documents only.

20 Resource differences between a records archive, in-place records and RecordPoint Factor Records archive In-place records RecordPoint Number of sites to manage More sites; that is, there is a separate archive in addition to collaboration sites. Fewer sites. Includes a separate archive in addition to collaboration sites being in-place managed. Scalability Relieves database size pressure on collaboration sites. Maximum site collection size reached sooner. Relieves database size pressure on collaboration sites. And Automatically Manages the Archive Database size scaling. Ease of management Separate site or farm for records. No additional site provisioning work beyond what is already needed for the sites that have active documents. Separate site/s for records, however all active content is known to the records archive and is auditable and traceable. Storage Can store records on different storage medium. Active documents and records stored together. Active documents and records stored together. And they can be stored on a different medium.

21 Questions? Anthony Woodward Product & Engineering Manager Twitter: woodwa

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