Upload
karim
View
32
Download
0
Tags:
Embed Size (px)
DESCRIPTION
Presented by: Marlon Green #marl0ngreen 16/05/2012. Using SharePoint 2010 a s a record k eeping tool. AGENDA. Introduction to SharePoint Managing electronic documents and records through SharePoint Overcoming the limitations and evaluating the benefits - PowerPoint PPT Presentation
Citation preview
Information Technology through Innovative Thinking
MARBULUTIONZ CONSULTING
Using SharePoint 2010 as a record keeping tool
Presented by: Marlon Green #marl0ngreen
16/05/2012
2
AGENDA
• Introduction to SharePoint
• Managing electronic documents and records through
SharePoint
• Overcoming the limitations and evaluating the benefits
• Can SharePoint be a compliant records management system?
• Implementing the file plan
• Disposition
• Declaration and Classification
3
WHAT IS…
4
WHY SHAREPOINT?
• Huge Demand for SharePoint
• Transparent records management
• Single user interface
• Low overheads
• In-Place Records Declaration
• Content type agnostic
• Audit history
5
Key Features in SharePoint 2010
• Document ID Service
• Content Type Syndication
• Managed Metadata and Keywords
• Content Organizer for Routing
• In-Place Record Declaration
• Multi-Stage Retention Policies
6
LIMITATIONS
• As a stand-alone product it is not compliant with the USA
DoD 5015.2* Standard
• No email integration
• Electronic-driven destruction means there is no formal
records disposition process
• 3rd Party software required for formal
recordkeeping requirements
7
COMPLIANCE
Source - http://rimtech.ca
8
BUT WAIT…THERE IS HOPE
9
BUT WAIT…THERE IS HOPE
• Customize using workflows
• Clearly define (and follow-up on) information
management policies
• Use 3rd party tools
• Combine with exchange 2010 for email
integration
10
CLASSIFICATION
• Documents are classified using managed metadata
• In line with file plan and company policies
• Content organizer routing documents to relevant
repositories
• Combine with exchange 2010 for email
integration
11
IMPLEMENTING THE FILE PLAN
• Document the plan
• Align with company policies and procedures
• Design with records in mind and not only collaboration
• Syndicate content types across sites for uniformity
• TRAIN, TRAIN, TRAIN
12
• In-Place Records Management
• Documents are declared as records in place• Documents are locked for editing• A lock icon will appear next to the document showing its been declared
as a record
DECLARATION – OPTION 1
13
• Using a record center repository
• Documents are moved to a central repository• Document metadata is evaluated• Documents are routed to library/folder• Information policy (retention) is applied
DECLARATION – OPTION 2
14
• Managed based on IMP settings
• Workflows route documents to archive/record center
• Manual human intervention required for documents requiring
permanent deletion
• 3rd party tools required to comply with legislative disposition rules
• Can use SQL blob storage to ensure compliance
DISPOSITION
15
QUESTIONS
Information Technology through Innovative Thinking
MARBULUTIONZ CONSULTING