Records Management

Ameet PhadnisMCITP, MCPD, VTSP MicrosoftChief ArchitectAOS Portal Division

About Me

Chief Architect with AOSOver 6 years of SharePoint Experience.E-mail: ameet.phadnis@aos5.comMicrosoft VTSP.

• ABC of Records Management• Information Management Policy• What is Records Management?• Information Management Policies and Records

Management.• Records Management in SharePoint 2010• Demo

Agenda

ABC of Records Management

• A – Keep what must be kept• B – Shred what may be shredded• C – Understand the difference between A and

B.

Information Management Policy

• Enforce compliance• Enables Administrators and managers to

control how content is managed on the site.• Set of rules for a type of content.• Help to comply with legal or governmental

regulations.

Policy Features in 2010

• Expiration• Auditing• Document Labels• Document Bar Codes

Records Management

Courtesy: Digital Records Management (drm2000.com)

Records Management

• Manage a content item, or record from inception to disposal.

• Record is anything that serves as an evidence of an activity or transaction performed by the organization

• Process includes –– Classify information that is classified as record.– Retention period.– Manage information through its life cycle.

Challenges in Records Management

• Identify and tracking.• Filter and purging items.• Declaring records.• Data Retention policies.• Availability

Records Management System includes

• Content Analysis• File Plan• Compliance Requirements Document• Collecting records that are no longer active.• Auditing Records• Capturing records metadata.• Holding records• Monitoring and reporting on records.

Records Management Planning

• Identify Roles• Analyze Content• Develop a file plan• Retention schedules• Improve document management practices• Design Records Management Solution• How content becomes records• E-mail Integration• Compliance of Social Content• Compliance Reporting and documentation

Record Management Roles

• Records Manager• Compliance Officers• SharePoint Administrators• Content Managers

File Plan Includes

• Kinds of Records• Category of records• Location of Records• Retention periods for records.• Managing Records

Completed File Plan

Records Desc Media Record Category

Retention Disposition

Contact

401 K Employee Benefit Plan

Electronic Document

HR 7 years Destroy Tricia Tarr

Payroll Timesheet

Employee hours worked

Electronic Document

HR 15 years Destroy Tara

Collecting Records

• Manual• Policy• Workflow• Custom Solution

Physical Records Planning

• Identify Records Type• Properties for record type• Organize Content Types• Organize the records archive

eDiscovery

• Finding Relevant Documents• Restricting what users can do• Auditing• Expiration• Search

Managing Records in SharePoint 2010

• Records Archive• In Document Repository• Hybrid Approach

Demo

• Information Management Policies• In-Place Records Management• Records Center

Questions

• ???

More Information

• http://technet.microsoft.com/en-us/library/cc261982.aspx

• Contact me at –Ph#: 913.744.3275e-mail: ameet.phadnis@aos5.com

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