managing records in sharepoint step 1: develop retention rules that work

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

| 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?

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where do you start?

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


Project Deliverable

Policy: Modified +1 Year

Project Documents Library Content Types

Project Timeline


Project Deliverable

Policy: Modified +1 Year

Project Scope

Policy: Created +3 Years

(No policy)Project Scope

Project Documents Library Content Types


Project Timeline


Project Deliverable


Project Scope


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