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RecordPoint Overview
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 15489
30 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
Our Customers
Forester View
Why RecordPoint
“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 2010. These include:
• FileTrail - Provides physical records tracking and management
• Global 360 - 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
Microsoft’s View
Why RecordPoint
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 2010.
“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.”
In Western Australia – Standards come from:
What do we mean by compliance
ISO 15489
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
Req - How much compliance out of the box?
• 88% 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
A considerable amount of the requirements of ICA standard is delivered SharePoint 2010.
Microsoft’s Research
SharePoint Gaps
Physical and Hybrid Records Management
Metadata Export and transfer
Email management and automated capture of related
metadata
Complex Classification configuration
Complex disposal and transfer actions
Native Security Classification
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
Lift the Burden from your End-Users
Use rules to map business (information) processes to Records Management system
A More Practical Approach
Business Processes
Records System
Access Control
Audit
Version Mgmt
Search
Workflow
SharePoint
Content Mgmt
RecordPoint
Classification
Rules Engine
Security
Disposal
Compliance
RecordPoint Features
In-Place managed and Archived electronic records
Centralized Paper records management
Automated archiving/ scaling of Records Archive
VERS/ ISO 15489 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
Summary
What you have in a Legacy System
File
Folders
Title + Classification Owner
Documents
Disposal
File Number
Document
Folders
File + Title
Classification File Number
Disposal
Owner
What you have in SharePoint/
RecordPoint
Demonstration –Electronic Records
Management in SharePoint with RecordPoint
Factor Records archive In-place records RecordPoint
Upload Retention schedules. No upload tools
available.
No upload tools available. 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.
Classification and retention schedule
exposed as Managed Metadata.
Retention schedules
managed manually.
Retention schedules managed
manually.
Centralised Retention schedules across the SharePoint farm,
Classification scheme and Retention schedules exposed as Managed
Metadata.
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.
RecordPoint manages all physical Records centrally including the
ability to generate physical records labels and track physical records
thru out their lifecycle.
Ability to carry out complex disposal
processes e.g.. Transfer to Archives/
Offsite
No, requires custom
development.
No, requires custom
development
Built-in to RecordPoint disposal process – no custom development
required.
Nominate ‘file’ containers at various
levels of aggregation e.g.. Sites/
documents sets.
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
15489
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.
Output records in ADRI/ VERS or other
configurable XML formats
No. No. Yes, built-in.
Hybrid Records No. No. RecordPoint manages all Hybrid Records centrally.
Metadata Security controls on Records No. No. Yes.
Differences between a SharePoint 2010 records archive, in-place records and RecordPoint - Functional
Factor Records archive In-place records RecordPoint
Managing record
retention
The content organizer
automatically puts new
records in the correct
folder in the archive’s
file plan, based on
metadata.
There may be different
policies for records and
active documents
based on the current
content type or
location.
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.
Restrict which users
can view records
Yes. The archive
specifies the
permissions for the
record.
No. Permissions do not
change when a
document becomes a
record.
Configurable. By default permissions stay the same as when added to
SharePoint. However, you can restrict which users can edit and delete
records.
Ease of locating
records (for records
managers)
Easier. All records are
in one location.
Harder. Records are
spread across multiple
collaboration sites.
Easiest, as Records are all in one location but also managed in-place.
Maintain all document
versions as records
The user must
explicitly send each
version of a document
to the archive.
Automatic, assuming
versioning is turned on.
Automatic, but includes the ability to ‘archive’ items automatically.
Ease of locating
information (for team
collaborators)
Harder, although a link
to the document can
be added to the
collaboration site when
the document
becomes a record.
Easier. Easiest, as the record exists as a record in collaboration site and with
a ‘stub’ in the archive.
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.
Differences between a SharePoint 2010 records archive, in-place records and Record Point - Technical
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.
Resource differences between a records archive, in-place records and RecordPoint
