SharePoint and Records Management

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1 May 19-22, 2014, Toronto ON Canada SharePoint and Records Management Presented by Chris C. Bayot OM41 5/22/2014 1:15 PM - 2:15 PM The handouts and presentations attached are copyright and trademark protected and provided for individual use only.

2 SharePoint 2013: SharePoint and Records Management Thursday, May 22, :15 2:15 p.m. SharePoint and Records Management SharePoint can be an effective tool in assisting with Records Management. SharePoint provides repository and library services for users that need to share documents. With proper governance SharePoint can both improve the use of and ensure the availability of your firm s information assets. Learn some possible approaches for using SharePoint as part of your Records Management strategy to improve ways to help you protect your business. Objectives: Determine the management capabilities of SharePoint. Identify the records management related features of SharePoint Examine how to build a governance framework to best utilize SharePoint Audience: Attendees should have a working knowledge of information technology and records management systems. 60 Minutes * CPE Field of Study: Computer Science * Audience: I 1

3 Introduction Chris Bayot Senior Solutions Consultant Pacific Regional Manager for Synergy MCTS, MCT About Synergy Synergy is a Microsoft Gold Certified Partner that has been providing full service technology solutions since Headquartered in Westport, CT, we also have offices in London, Cape Town, Honolulu, Sydney and Singapore. 2

4 SharePoint Solutions by Synergy Global Reach. Local Service. Our Customers Include 3

5 Your next hour SharePoint Enterprise Content Management (ECM) Capabilities Records Management in SharePoint Building a Governance Framework Enterprise Content Management in SharePoint 4

6 Enterprise Content Management Document Life Cycle Create Collaborate Review Approve Publish/ Declare Expire Archive/ Destroy 5

7 ECM in SharePoint SharePoint 2010 SharePoint 2013 Content Organizer Document Sets Document IDs Location-based metadata defaults Metadata navigation Site Based ediscovery SharePoint 2010 features, plus: Site Retention Site Mailboxes Demo: Document Retention Add a retention stage Set the rules 6

8 Demo: Site Retention Site Mailboxes 7

9 Records Management in SharePoint Records Management Create Collaborate Review Approve Identifying, classifying, archiving, preserving, & destroying records according to a set of pre-defined standards Publish/ Declare Expire Archive/ Destroy 8

10 Benefits of Records Management Time savings Save on space/storage costs Reduce administrative costs Reduce risk of legal liability Reduce admin costs Enable timely responses & cost efficiency Authoritative copies of documents Historical retention Records Management Challenges Difficulty applying retention policies to content High costs of complying with new laws and regulations Difficulty providing access to controlled records Heavy reliance on IT Poor user adoption of records management solutions 9

11 Records Management in SharePoint SharePoint 2010 ECM Capabilities plus: In-Place Records Record Center Site-based ediscovery and Holds SharePoint 2013 ECM and 2010 capabilities, plus: Cloud Parity Demo: ediscovery & Site Holds ediscovery process of identifying and delivering electronic information that can be used as evidence ediscovery Center site collection that serves as a portal for managing ediscovery cases Holds can be applied to information in SharePoint and Exchange 10

12 ediscovery Process Flow Creating a Governance Framework 11

13 Governance Framework People Policies Technology ediscovery Transparent Records Management Business Process Management Enterprise Risk Management Framework for Information Governance GARP Principles Accountability Transparency Integrity Protection Compliance Availability Retention Disposition 12

14 Maturity Model Substandard In Development Essential Proactive Transformational Policy Elements Purpose Scope Responsibility Implementation Key Definitions Legal Hold Retention Schedule(s) 13

15 Policy Considerations Document lifecycle Document formats Privacy Humanized Reasonable Compliant Preservation Etc. Governance Summary Policy Management Organization 14

16 Wrap up SharePoint Document Management Capabilities Records Management in SharePoint Building a Governance Framework Questions? 15

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