Records Management 101

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1 Records Management 101 Tiffany Songvilay 1

2 Agenda What is Records Management? Out-of-the-box solutions Centralized vs. in-place debate What s new in

3 Who is Tiffany Songvilay? Independent SharePoint consultant since 2007 Records management expert Documentation advocate Defender of developers Social media fan Comedian Home brewer Ask me how the Women in Tech panel went! Feminist 3

4 What is a record? All materials regardless of physical form or characteristics made or received by an agency of the United States Government under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the Government or because of the informational value of data in them. Electronic Record: Any information that is recorded in a form that only a computer can process and that satisfies the definition of a record.

5 What is Records Management? Government regulation and compliance Destruction defined by a retention schedule legal justifications Covers both paper and electronic Manages off-site and cloud storage ediscovery Business Process How is this different from Document or Content Management? Compliance 5

6 Similar but different Create & Classify Review & Approve Mark Final & Publish Declare Record Store & Reference Destroy Department Collaboration Site Record Center

7 SharePoint Definitions Metadata Content Type Information Management Policy Records Library Content Organizer Rule Document Set Represented in SharePoint by site columns (e.g., title, author, event date). A reusable collection of metadata definitions that apply to a category of SharePoint documents (e.g., contracts, engineering drawings, policies). A set of rules that govern the lifecycle of a document in SharePoint. Typically used to apply disposition policies but they can also be used to route documents to another location based on an event date. A special version of a Document Library that facilitates the record declaration process. Libraries can be divided into multiple levels of folders and subfolders to allow for a more granular or complex solution. Used to route documents out of a Drop off library and into a final location. Conditions are defined by a combination of content type plus metadata to ensure that documents are routed into the correct retention or security container. A special version of a content type that allows many documents to be grouped and therefore retained together based on the same event (e.g., project end date).

8 How is a record declared? Create & Classify Review & Approve Mark Final & Publish Declare Record Store & Reference Destroy Department Collaboration Site Record Center

9 Which option is right for me? Centralized Record Center Managed in one place by existing RM s Minimize impact on existing collaboration sites Lifespan of records outlives lifespan of collaboration sites In-Place Records Management Content types in place across entire organization No regulation that requires a centralized repository Accessible by original collaborators All employees trained to be record custodians Centralization Permanence Autonomy 9

10 Web App Separate Record Center into its own web app and database simplifies recovery process for records Recycle bin off/on - choose recycle bin turned off so items are permanently deleted instead of moved into recycle bins prior to deletion Timer job scheduling separate web app means that timer jobs can be modified without impacting department SharePoint sites Search center - create a shared enterprise search center to index/search all site collections records could be removed from search at the site collection level Term store - create a shared term store (managed metadata service) to be used across all site collections - records management terms can be used as managed metadata columns in all sites Delete item remove user permission to delete items just in case will create frustration during pilot and testing 10

11 Out-of-the-box SharePoint solutions Holds Information management policies Managed metadata Content type syndication Content organizer rules Document sets Disposition workflow Document IDs 2010 and

12 SharePoint Online and Office 365 Site-based retention Case Manager (ediscovery Center) ediscovery includes Lync and file shares Holds and ediscovery in Exchange Records center sites in Office 365 Site Mailboxes app - drag and drop (and retain) s to a project site but manage and read them in Outlook 2013 In-place RM XML export 12

13 MMS - Term Store Management Add Term Store Administrators Limitations no edit in datasheet, no beginning with or contains filters, can t use calculated fields 13

14 Site Columns Dept Managed Metadata Business Area Managed Metadata Date Record Became Active Date and Time Retention Start Date Date and Time Retention Event Choice (because of MMS limitations) 14

15 Content Types Document as parent Add a helpful description Change Column order Add to Library 15

16 Content type hub

17 Information Management Policies Enable Retention Add Stages Enable auditing 17

18 Collaboration site Declare Record

19 Collaboration site (cont.) Declare Record Content types subscribed to the hub

20 Record Center Declare Record Content Organizer Rules

21 Content Organizer Rules Bind metadata to content types 21

22 Policy

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