Document & Records Management with SharePoint 2010
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DOCUMENT & RECORDS
MANAGEMENTwith SharePoint
AGENDA
DOCUMENT & RECORDSMANAGEMENT
WHAT IS … ?
StoreCreate Collaborate Review Long Term Retention
N …
DOCUMENT LIFECYLCE
DOCUMENT MANAGEMENT
Business Intelligence & Reporting
Disposal
RECORDS MANAGEMENT
eDiscovery and Search
THE MICROSOFT VIEW
PROBLEMS WITH DEFINITIONS
SharePoint ECM
Managed Metadata Taxonomy
Rating, Keywords, Like, Tagging Folksonomy
Document Sets Compound Documents
Information Management Policies Records Management
WHY DMS AND RM?
PRACTICAL REASONS:
• Documents are easier to find • Reduce storage costs
WHY DMS AND RM?
LEGAL REASONS:
• Goverment and industryregulations
• Legal eDiscovery
SHAREPOINT 2010DMS & RM FEATURES
SHAREPOINT DMS AND RM FEATURES
Content Types
WCM
Workflows
Metadata
Versions
Records Management
Content Organizer
DocumentSets
ManagedMetadataService
In PlaceRecords
eDiscovery
DocumentIDs
Sky Drive Pro
Drag & Drop
Site retention
Site Mailboxes
MetadataNavigation
MANAGED METADATA SERVICE: TERM STORE
Manage terms easily
The Term Store allows you to maintain a hierarchical taxonomy that can be employed for the tagging of content
You can importtaxonomies –
Corporate ones as wellas from third party
MANAGED METADATA SERVICE: CONTENT TYPE
PUBLISHING
Content Type 1Content Type 2Content Type 3
……
Content Type Hub
Web Application 1
Web Application 2
Web Application 3
Content Type 1…
Content Type 1…
Content Type 1…
ManagedMetadataService
DOCUMENT SETS
item.
’Hybrid’ between folder and listitem, allows groupingdocuments together as with a folder. Associate metadata withit as with other items.
DOCUMENT SET FOR PROJECTS (EXAMPLE):
Includes business case, project plan, mile stones, requirement
specifications …
MANAGED METADATA NAVIGATION
HomeManaged Metadata
Navigation
CONTENT ORGANIZER
Site
Site
SiteSite Site
Site Site Site Site Site Site Site Site
Site
Site
Target Library
Drop Off Library
DOCUMENT ID SERVICES
Home
Document Ids remainconsistent when
documents are copied ormoved to other locations
You can searchafter a specificDocument ID
IN PLACE RECORDS MANAGEMENT
In Place
Records
Management:
Instead of moving a document to a specific records center, a document can be declared and handled as a record within a site or in different SharePoint repositories.
LOCK DOWN CONTENT WITH eDISCOVERY
eDiscovery:
Single place where you can manage eDiscovery cases
Since 2013: You can perform eDiscovery across SharePoint, Exchange, Lync,and file shares—all from one location
SUMMARY
!
SharePoint
Training
Project Management
needs Germany
Please contact+ 49 611 5055755 or visitwww.frank-trainings.de