records management using sharepoint

Records Management using SharePointEd Hild, MTC ArchitectMicrosoft Technology Center

About Me• Technology Architect at the Microsoft

Technology Center in Reston VA• Work with enterprise federal, healthcare,

education, and mid-atlantic customers• Author of 3 SharePoint Developer books

from Apress• SharePoint Insider, an extension of the

SharePoint product team• World-wide conference speaker on a

variety of Microsoft technologies

Why Should You Be Listening?• Most of What I am talking about you probably

already own• SharePoint 2010/2013 Standard• On-premises and Office 365

• Lots of lessons learned from working with customers• It is not always about technology

• Strategy• Policy• Questions

What is a record?

How does something become a record?

Workflow creating records

Using the Ribbon

Declare Record action in SPD

Where are records?

In Place Archive

Centralized vault ingests less managed contentMore traditional; easier to implement hierarchal file planProvides one centralized view and location for all records across enterprise

Works best in well established sites (e.g. knowledge management repositories)Records are actively used and sit alongside non-recordsRequires tight integration between RM team, IT, and content stewards

Are there different types of records?

What are the policies for records?

What about metadata?

Who manages records?

What is the anticipated volume of records?

How do I meet Dept of Defense 5015 compliance?

GIMMAL COMPANY FACTS• Enterprise Content & Records Mgmt. Experts

• Content and Records Management Specialists• Thought Leadership & Microsoft Gold Certified• Strong Proponents of The Information Lifecycle Model

• How We Got Here• Founded 2002 - Trusted Advisors on large ECM

programs for Fortune 200 & Government• Experienced implementing various ECM Solutions• Performed GAP Analysis on design for SharePoint 2010,

took up the challenge of DoD5015.2 certification

• GimmalSoft Created as New Product Division• Leverage knowledge and experience of Gimmal• Solutions for Compliance for DoD5015.2• Solutions to connect SharePoint to SAP• Solutions to Connect SharePoint to Iron Mountain

Paul Giles, PMPFederal DirectorGimmalSoftmwoodworth@adlibsoftware.com703-851-7395www.gimmalsoft.com

What about file formats of records?

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Reducing the Risks and Costs Associated with Long-Term Archiving

• PDF/A the ISO standard for long term archiving• 100% self contained file format

• Adlib provides a rich implementation of PDF/A • Unique features:

• PDF to PDF/A ‘Repair’• Validation Tools: impressive 99% success rate!• Active member of the PDF/A Competence Center

PDF/A and Adlib

Matthew WoodworthRegional Manager, Public Sectormwoodworth@adlibsoftware.com613-218-6778www.adlibsoftware.com

How do I discover content as a result of an audit, legal case,

formal request, etc?

Demo: eDiscovery

View in-place hold stats in real time

Legal can create discovery sets for in-place preservation

Create queries to trim down content required for analysis or export