SharePoint Records Management capabilities - West Monroe Partners - Virginia Beach

1

Business in the Right Direction. Go West.

Records Management Capabilities in SharePoint 2010

January 8, 2011

Coskun CavusogluSharePoint Architect, Instructor, Author

Copyright (c) 2010 by West Monroe Partners, LLC. All rights reserved.

Who am I?

Pronounced [jos-kun] ECM Practice Senior Manager at West Monroe Partners

www.westmonroepartners.com [email protected]

@coskuncwww.sharepointcoskun.com


Agenda

The New and Improved Features Document Set Document ID Content organizer

Declaring a RecordInformation Retention PoliciesIn-place Records Management

eDiscovery and Hold

3

4


The New and Improved Feature Set

4


New and Improved

5


Document Sets

Quickly create set of documentsUsing a Document Set you can

Send the set to the record centerSet Permissions to the whole Document SetKick-off Workflows for the Document Set

6


Document IDs

Unique IdentifierSet at site collection level

Unique within entire site collectionCan create your own custom ID providerCan search by document ID

Good Post on Document ID’shttp

://www.sharepointanalysthq.com/2010/04/document-id-feature/ 7


Content OrganizerSite Feature that can be enabled on the site levelCreates a Drop off libraryNever works!

Find more information on Content Organizer Corey Roth – One of the speakers today!

http://www.dotnetmafia.com/blogs/dotnettipoftheday/archive/2010/03/17/a-quick-look-at-the-sharepoint-2010-content-organizer.aspx

Rob Bogue - http://www.endusersharepoint.com/EUSP2010/2010/05/28/content-organizer-in-sharepoint-2010/

8

9


DemoDocument Sets & Document IDs

9

10


Declaring Records

10


Declaring Records

11


Declaring Records

In-Place Records ManagementVersionsSecurityExisting WorkflowExisting favorites/links

12


Declaring Records

Send to Record CenterMove or CopyReduces load

13


Records Center

14

Friendly upload button

Friendly upload button

Search by Document ID

Search by Document ID

Shared drop off library for pending

submissions

Shared drop off library for pending

submissions


Compliance Details

15


Retention Policies

Content TypesCan mimic physical file planFlexible but can be complex

Library and FoldersCan be tightly bound to security

requirementsTrumps Content Type selection

16


Retention Events

What causes the action to fire? A # of ( Days, Months, Years) after

Date Created Date ModifiedDate Declared a RecordCustom Formula

17


Retention Actions

Move to Recycle BinPermanently DeleteTransfer to another locationStart a workflowSkip to next stageDeclare recordDelete previous draftsDelete all previous versions

18


Retention Recurrence

Keep repeating the current stages action until the next stage is triggered

Repeats every N (Days, Months, Years)

19


Example

Medical Procedure DocumentNeeds to be approved every yearAfter 10 years the procedure is no longer

validKept for 5 years after expiration

20


Example

21


Multi-Stage Retention

22


Retention Exemption

Set at the item levelExempt from any policy that may

apply to the itemWhen on hold, retention stops

23

24


eDiscovery and Hold

24


Good Records Management is Key to Good eDiscovery and Evidence Management

25


eDiscovery

26


eDiscovery

Zubulake Revisited – The Pension Committee of the University of Montreal Pension Plan, et al. v. Banc of America Securities, LLC, et al.

The court held that the “failure to issue a written litigation hold constitutes gross negligence because that failure is likely to result in the destruction of relevant information.”

The court reiterated the importance of preserving records of former employees that are in a party’s possession, custody or control. The court held that the failure to preserve such documents also supports a finding of gross negligence.

27


eDiscovery

To avoid a finding of gross negligence, a litigant must, at a minimum:

Issue a written litigation hold Identify the key players and ensure that their electronic and

paper records are preserved Cease the deletion of email and otherwise preserve the records

of former employees that are in a party’s possession, custody, or control

Preserve backup tapes when they are the sole source of relevant information or when they relate to key players, if the relevant information maintained by those players is not obtainable from readily accessible sources

28


Phillip M. Adams & Assoc., LLC v. Dell, Inc., 621 F. Supp. 2d 1173 (D. Utah 2009)

http://www.ediscoverylaw.com/2009/04/articles/case-summaries/reliance-on-employees-judgment-in-document-retention-policy-results-in-finding-of-culpability-for-spoliation-where-documents-were-not-preserved

/

Asus lacked a records retention program and technology to manage its records.

29


Discover and Hold Content

Managed at the site levelAdd items to hold

Keyword SearchManually

In Place or copy/move to remote hold location

Items can be placed on multiple holds

30

31


Questions?

31


Download SPS2010 Now!

SharePoint 2010 DEMO Hyper-V Available Now http://bit.ly/9cFzvC


Contact Info

Thank You

Coskun Cavusoglu | @coskunc

www.sharepointcoskun.com

[email protected]

Technology

SharePoint Records Management capabilities - West Monroe Partners - Virginia Beach