developing retention rules that work
TRANSCRIPT
Managing Records in SharePointStep 1: Develop Retention Rules that Work
Becky BertramMVP – Microsoft Most Valuable ProfessionalIndependent SharePoint [email protected]
Marty HansenCIPP/ITEVP Professional Services | Jordan [email protected]
speakers
| Legal accepts| Business understands| You can implement
file plan with retention rules
| PURGE OBSOLETE INFORMATION| REDUCE STORAGE COSTS| DECREASE RISK
| POLICIES| LAWS| RETENTION STANDARDS
| CUT DISCOVERY COSTS| REDUCE STORAGE COSTS| IMPROVE EFFICIENCY| DECREASE RISK
| FIND RECORDS| CUT DISCOVERY COSTS| IMPROVE EFFICIENCY
Compliance
VisibilityEliminate Data
primary objectives
| Easy to use| Little to no additional cost| Facilitates retention and workflows
why sharepoint?
SharePoint
the catch
Create taxonomies by working with business people to organize documents and naming standards to drive productivity.
Gartner, Inc.
file plan / taxonomy
RetentionWhat
Where
“SharePoint File Plan”
know your information
Who do you talk to? What questions do you ask?
How do you set standards?
? ? ? ? ?? ? ? ? ?? ? ? ? ?? ? ? ? ?
where do you start?
Human Resources | Accounts Payable | Marketing | FinanceAudit | Fixed Assets | Sales | IT | Customer Service | Security
Quality | Shipping | Facilities | Logistics | TechnologyAccounts Receivable | Benefits | Payroll | Employee ServicesRisk Management | Compliance | Legal | Tax | Human Resources
Charitable Foundation | Corporate Communications
standards for business
Applicant Tracking | Audit Reports | Banking Records | Claims Files
Benefit Filings | Budget Records | Direct Mail | Compliance Records
Competitor Information | Contracts | Customer Information General Ledger Records | Nonperforming Assets | Payroll Records
Order & Shipment Records | Advertising Records | Agency Contracts
Billing Statements | Brand Strategy | Brochures | Direct Mail | Forecasts Intellectual Property Records | Marketing Research | Pricing Data
Public Relations Records | Trend Analysis | Vendor Contracts
Pricing Agreements | Property Tax Returns | Pension RecordsCorporate Security Records | Fraud Files | Risk Rating Analysis
recognizable record types
MEDIA | Paper | Email | Unstructured | Paper | Applications
STORAGE LOCATIONS | PSTs | Forward to Personal Email
Laptop Hard Drive | External Hard Drive | Flash Drives
VERSIONs | Official Version | Convenience Copy
RETENTION | Business Needs | Current Retention | Industry
Standards | Best Practices | Regulatory Requirements
record type profiles
From the SDK: An information management policy is a set of rules that govern the availability and behavior of a certain type of important content. Policy enables administrators to control and evaluate who can access information, how long to retain information, and how effectively people are complying with the policy.
what is an information policy?
Expiration/Retention PoliciesAuditingBar CodesDocument Labels
Custom policies, such as preventing employees from printing documents to printers
types of information policies
In order for retention policies to be applied at the library level, the Site Collection Feature called Library and Folder Based Retention must be activated
Policies can be applied to Document Sets and Records as well if the Document Sets and In Place Records Management features are activated at the Site Collection level
site collection features
One policy can have multiple policy items, with each item mapping to a type of policy functionality. For example: Policy A has a policy item for document expiration and another policy item that enables auditing.
You can assign a single policy to a content type, whether you’re assigning the policy to a content type defined in a site collection or in a library.
A Site Collection has a collection of policies. These pre-configured policies can be applied to content types or libraries.
policy framework
A library can either be assigned a single policy or each of the content types in that library can have a policy assigned to them
Unlike most content type properties, policies can not be defined in both the site collection and at the library level. It’s one or the other.
policies and libraries
Policy: Created +1 Year
Site Collection Policies
Site Collection Content Types
Project Timeline
Policy: Created +1 Year
Project Deliverable
Policy: Modified +1 Year
Project Documents Library Content Types
Project Timeline
Policy: Created +1 Year
Project Deliverable
Policy: Modified +1 Year
Project Scope
Policy: Created +3 Years
(No policy)Project Scope
Project Documents Library Content Types
Policy: Created +5 Years
Project Timeline
Policy: Created +5 Years
Project Deliverable
Policy: Created +5 Years
Project Scope
Policy: Created +5 Years
policy definition levels
It’s possible to exempt a particular document in a library from the active retention policy
policy exemption
If you change a retention policy, all the items that use that policy will immediately reflect the changed policy
updating policy