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
Arizona State Library, Archives and Public Records RECORDS MANAGEMENT DIVISION 1919 West Jefferson Phoenix, Arizona 85009 (602) 542-3741 Managing Public Records Sent and Received Via Electronic Mail These
A Formtek Whitepaper Getting Both Best-Practice and Best-Value in a Records Management System 1855 Gateway Blvd. Suite 570 Concord, CA 94520-5715 Phone: 1.800.367.6835 www.formtek.com 2012 Formtek, Inc.
SOUTHWEST VIRGINIA COMMUNITY COLLEGE RECORDS MANAGEMENT PROGRAM Revised January 15, 2014 Page 1 Introduction In compliance with the Code of Virginia, Section 42.1085, Southwest Virginia Community College
WHITE PAPER: CAPSTONE COMPLIANCE........................................ Capstone Compliance Using Symantec Archiving and ediscovery Solutions Who should read this paper IT decision-makers, architects,
2-07-2007 1 Storage of E-mail Messages Using Microsoft Outlook Electronic mail (e-mail), created or maintained by public agencies, meets the statutory definition of a public record in Kentucky (see KRS
White Paper May 2006 Applying Electronic Records Management in the Document Management Environment: An Integrated Approach Written by: Bud Porter-Roth Porter-Roth Associates Table of Contents Introduction
White Paper How Long Should Email Be Saved? Sponsored by Symantec, Inc. Copyright 2007 Contoural, Inc. Table of Contents Introduction... 3 Considering Email retention... 3 Can IT Set Email Retention Policy?...
Electronic Records Management Guidelines Contents Section 1: Authority... 1 Section 2: Purpose and Scope... 1 Section 3: Records Custodian Responsibilities... 2 Section 4: Information Systems that produce,
What s New in Exchange 2013 Archiving and ediscovery By Paul Robichaux Contents New Archiving Features in Exchange 2013...2 Building a Complete Archiving and ediscovery Solution...4 Conclusion...5 What
Records Management Best Practices Guide A Practical Approach to Building a Comprehensive and Compliant Records Management Program Protecting and Managing the World s Information. Since 1951, Iron Mountain
Cloud Computing: Implications and Guidelines for Records Management in Kentucky State Government (Version 1.0 August 2012) Many information technology (IT) departments and resource allocators are considering
State of Michigan Records Management Services Frequently Asked Questions About E mail Retention It is essential that government agencies manage their electronic mail (e mail) appropriately. Like all other
Recovering Microsoft Office SharePoint Server Data Granular search and recovery means time and cost savings. 2 Introduction 5 Recovering from Data Loss 6 7 Introducing Ontrack PowerControls for SharePoint
Master Data Services SQL Server 2012 Books Online Summary: Master Data Services (MDS) is the SQL Server solution for master data management. Master data management (MDM) describes the efforts made by an
Brent R. Holladay Chief Deputy, Information Resources Lake County Clerk of Courts email@example.com 352-742-4109 A Review of Where We re At November 2009 session on Electronic Records Retention
Managed Metadata in Plain English Understand, Manage, & Use March 31, 2014 About me! Joelle Farley Business Solution Consultant & SharePoint Developer Former Business Analyst & Instructional Designer Started
WHITE PAPER Still Necessary in Exchange An Osterman Research White Paper Published May 2012 Osterman Research, Inc. P.O. Box 1058 Black Diamond, Washington 98010-1058 USA Tel: +1 253 630 5839 Fax: +1 253
Marketing Content Kit for DocuLex Partners Only partners with written authorization by DocuLex may use the content of this document for purposes of collateral material, website marketing and employee education.
United Cerebral Palsy of Greater Chicago Records and Information Management Policy and Procedures Manual, December 12, 2008 I. Introduction United Cerebral Palsy of Greater Chicago ( UCP ) recognizes that
E-MAIL RETENTION BEST PRACTICE Issue Date: April 20, 2011 Intent and Purpose: The intent of this best practice is for county officials to have an educational mechanism to explain requirements for maintaining
Front cover Creating Value-Based Archiving Solutions with IBM Content Collector Content archiving and retention management with use cases Integration with IBM Content Classification Integration with IBM
CIRCULAR LETTER NO: 03-10-ST ORIGINATING AGENCY: DIVISION OF ARCHIVES AND RECORDS MANAGEMENT, DEPARTMENT OF STATE EFF DATE: 7/11/02 EXP DATE: INDEFINITE SUPERSEDES: NONE SUBJECT: MANAGING ELECTRONIC MAIL:
White Paper ARCHIVING FOR EXCHANGE 2013 A Comparison with EMC SourceOne Email Management Abstract Exchange 2013 is the latest release of Microsoft s flagship email application and as such promises to deliver
DocAve Online 3 User Guide Service Pack 9 Cumulative Update 1 Issued August 2015 Table of Contents What s New in the Guide... 6 About... 7 Submitting Documentation Feedback to AvePoint... 8 Browser and