The Perfect File Plan for SharePoint:

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Geraldine Barber
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1 The Perfect File Plan for SharePoint: To develop the perfect file plan for SharePoint you first have to know your information: what records you have, where you have them, what media they reside on and how long you need to keep them. Marty Hansen CIPP EVP Technology Group Jordan Lawrence Copyright Jordan Lawrence 2012 All Rights Reserved

have them, what media they reside on and how long you need to keep them.

What the Perfect File Plan Looks Like The perfect file plan reflects your business practices and incorporates industry record naming and retention standards so you can actually apply it and employees

2 What the Perfect File Plan Looks Like The perfect file plan reflects your business practices and incorporates industry record naming and retention standards so you can actually apply it and employees will embrace it. Here is a file plan structure behind the Human Resources site. This is the format prescribed by Microsoft and it s what s needed to make SharePoint a viable way to apply retention to electronic records and information. Records Analytics gives you all the record naming and retention standards you need to develop a file plan that works that can be easily integrated into SharePoint. 2

This is the format prescribed by Microsoft and it s what s needed to make SharePoint a viable way to apply retention to electronic records and information.

Know Your Information To develop the perfect file plan for SharePoint you first have to know your information: what records you have, where you have them, what

With Records Analytics, companies of any size can develop a file plan and retention rules based on the types of records and information your business areas actually

3 Know Your Information To develop the perfect file plan for SharePoint you first have to know your information: what records you have, where you have them, what media they reside on and how long you need to keep them. With Records Analytics, you can develop a file plan that captures all of these elements. With Records Analytics, companies of any size can develop a file plan and retention rules based on the types of records and information your business areas actually use and maintain, benchmarked against industry best practices. All completed in as little as 45 days and for 1/10 the cost of any currently available alternative. 3

4 Where Do You Start? Gartner says the first step in a successful SharePoint deployment is talking with the business people. After all, they are really the ones that know what records and information they have and use, the reference value and where they are saved and stored. The problem has been that getting this knowledge from your business people with traditional approaches (like hiring consultants or doing it yourself) are expensive, resource intensive, disruptive, and they can take up to two years to complete. Everything You Need Records Analytics offers a new approach and delivers everything you need to develop a file plan through a web-based, professionally supported solution. Business area templates allow you to get started quickly An automated interview process Record types and question templates allow business people to complete their surveys accurately Industry best practice retention rules that legal will adopt Automatically integrated into SharePoint 4

The problem has been that getting this knowledge from your business people with traditional approaches (like hiring consultants or doing it yourself) are expensive, resource intensive, disruptive,

5 A Proven Process Setting up your project is a simple step-by-step process. Our benchmarks take you through the identification of the business areas to include as well as assigning the business representatives to participate in records profiling sessions for each area. Deadlines for completion are set and then area-specific assignments are distributed to participants. Records Profiling Sessions Each participant receives a notice to begin their session and starts by selecting the record types their area uses from list of records they are most likely to work with. The list comes directly from a best practice set of proven standards that are not only industry-specific, but also area-specific. This is what makes Records Analytics projects fast and accurate. Once record types are identified, participants tag them to attributes that include retention, media, storage locations, supporting applications and other valuation elements needed to develop a file plan that works. Since the profiling sessions are completed simultaneously (not linearly), the project scope can range anywhere from 25 to 200 participants at a time. The profiling sessions only take about an hour per area and they are completed over a two week period. There is full visibility during the process to monitor participation and input. 5

Deadlines for completion are set and then area-specific assignments are distributed to participants.

6 Completion At completion, the data is automatically compiled and then analyzed. You ll have visibility into invaluable insights with complete data files that are ready for integration into SharePoint. We also provide terrific reporting and benchmarking that will help set priorities and guide next steps. Actionable Deliverables in 45 Days There are three primary deliverables: Datamaps are pre-formatted views of the collected data by areas, record types, and media. The datamaps really connect the dots between your areas, their records, retention practices, media and storage locations so your file plan actually reflects how business areas use, store and manage their records and information. A complete file plan for each area with industry record naming standards and best practice retention periods based on what your peers have already adopted in a format prescribed by Microsoft. Our professional services team creates a customized, actionable Highlights Report that breaks down your data into an easy-to-understand set of findings and recommendations. You have the insights you need to eliminate obsolete information. Conclusion Records Analytics makes it easy for IT and legal to work together to create a customized file plan with all the benchmarking and best practices you need. Implementing a SharePoint File Plan with retention rules enables your company to cut costs, reduce risks and improve efficiencies and Jordan Lawrence can help you do this in just 45 days. 6

Actionable Deliverables in 45 Days There are three primary deliverables: Datamaps are pre-formatted views of the collected data by areas, record types, and media.

7 Jordan Lawrence North Outer Forty Drive, Suite 300 Chesterfield, MO Marty Hansen Phone:

Avoid E-Discovery with Early Case Resolution

Avoid E-Discovery with Early Case Resolution Companies with an enforced records retention program are better positioned for early case resolution and can avoid lengthy litigation. Rebecca Perry CIPP/US,