{"id":2077,"date":"2012-01-26T06:59:22","date_gmt":"2012-01-26T06:59:22","guid":{"rendered":"https:\/\/poiseddevelopers.com\/reality-tech\/?p=2077"},"modified":"2024-04-26T12:12:00","modified_gmt":"2024-04-26T12:12:00","slug":"records-management-with-sharepoint-part-1","status":"publish","type":"post","link":"https:\/\/poiseddevelopers.com\/reality-tech\/records-management-with-sharepoint-part-1\/","title":{"rendered":"Records Management with SharePoint \u2013 part 1"},"content":{"rendered":"<p>SharePoint 2010 has some great capabilities for implementing a true Records Management policy.\u00a0 Let\u2019s explore both the capabilities as well as limitations, and how to extend SharePoint to create a true enterprise-class Records Management system.<\/p>\n<p>The overarching goal in Records Management is to ensure Records are handled in a manner that is consistent with the organization\u2019s Records policy.\u00a0 So first a policy must be defined across the enterprise, and then all systems including SharePoint must manage documents in a policy-compliant, automated, user-friendly and auditable fashion.\u00a0 Strategically we want to:<\/p>\n<ul>\n<li><strong>Limit demands on the user<\/strong><br role=\"presentation\" data-uw-rm-sr=\"\" \/>Simplify metadata tagging, and hide records jargon from end-users<\/li>\n<li><strong>Policy based disposition<\/strong><br role=\"presentation\" data-uw-rm-sr=\"\" \/>Automate disposition to eliminate the dependency on end-users to take action on each document.<\/li>\n<li><strong>Enhanced reporting<\/strong><br role=\"presentation\" data-uw-rm-sr=\"\" \/>Enable users to self-satisfy, to explore document expiration and disposition.<\/li>\n<\/ul>\n<p>First let\u2019s clarify what Records are.\u00a0 Not all documents are Records.\u00a0 SharePoint offers a range of capabilities in support of defining and managing records:<\/p>\n<ul>\n<li><strong>Records can be managed centrally or in-place<\/strong><br role=\"presentation\" data-uw-rm-sr=\"\" \/>Central management through sending documents to a \u201cRecord Center\u201d offers the ultimate in centralized control, search, storage, security and administration.\u00a0 However there is a real impact on end-users when Records are moved from their usual home.\u00a0 SharePoint offers \u201cIn-Place Records Management\u201d which is the direction the industry seems to be heading.<\/li>\n<li><strong>Records can be blocked from deletion<\/strong><br role=\"presentation\" data-uw-rm-sr=\"\" \/>End users can be prevented from deleting a Record, which makes sense, as Records Management by definition provides policy for treating Records.<\/li>\n<li><strong>Records can be stripped of versions<\/strong><br role=\"presentation\" data-uw-rm-sr=\"\" \/>This reducing the frequency that multiple versions of a Record are stored.<\/li>\n<li><strong>Records can be made read-only<br role=\"presentation\" data-uw-rm-sr=\"\" \/><\/strong>This can be used to lock down a record so it does not change.<\/li>\n<li><strong>Records can and likely do have their own expiration and disposition rules<\/strong><br role=\"presentation\" data-uw-rm-sr=\"\" \/>SharePoint allows a different policy to be applied to a document if it is a record.<\/li>\n<li><strong>Records are quickly identified<\/strong><br role=\"presentation\" data-uw-rm-sr=\"\" \/>Searching, sorting, filtering are available to identify records.\u00a0 Documents that are records are also easily identified by a special record mark on the document icon.<\/li>\n<\/ul>\n<p>Below are the pieces of the puzzle, each of which I will devote an article to addressing:<\/p>\n<ol>\n<li>Define your information architecture<\/li>\n<li>Creating a centrally managed set of Content Types with Information Policies<\/li>\n<li>Wrestling an unstructured set of sites, libraries and documents into a centrally managed information architecture<\/li>\n<li>Document Disposition in SharePoint<\/li>\n<li>Customizing the Expiration Date calculation<\/li>\n<li>Reporting on pending document disposition in SharePoint<\/li>\n<li>Review and approval of document disposition<\/li>\n<li>Control the timing of document disposition<\/li>\n<\/ol>\n<p>I\u2019m going to delve into how to accomplish the above to define and put in place a Records Management policy and system across an enterprise.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>SharePoint 2010 has some great capabilities for implementing a true Records Management policy.\u00a0 Let\u2019s explore both the capabilities as well as limitations, and how to extend SharePoint to create a true enterprise-class Records Management system. The overarching goal in Records Management is to ensure Records are handled in a manner that is consistent with the [&hellip;]<\/p>\n","protected":false},"author":8,"featured_media":2079,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[23],"tags":[],"class_list":["post-2077","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-records-management"],"acf":[],"_links":{"self":[{"href":"https:\/\/poiseddevelopers.com\/reality-tech\/wp-json\/wp\/v2\/posts\/2077","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/poiseddevelopers.com\/reality-tech\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/poiseddevelopers.com\/reality-tech\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/poiseddevelopers.com\/reality-tech\/wp-json\/wp\/v2\/users\/8"}],"replies":[{"embeddable":true,"href":"https:\/\/poiseddevelopers.com\/reality-tech\/wp-json\/wp\/v2\/comments?post=2077"}],"version-history":[{"count":1,"href":"https:\/\/poiseddevelopers.com\/reality-tech\/wp-json\/wp\/v2\/posts\/2077\/revisions"}],"predecessor-version":[{"id":2080,"href":"https:\/\/poiseddevelopers.com\/reality-tech\/wp-json\/wp\/v2\/posts\/2077\/revisions\/2080"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/poiseddevelopers.com\/reality-tech\/wp-json\/wp\/v2\/media\/2079"}],"wp:attachment":[{"href":"https:\/\/poiseddevelopers.com\/reality-tech\/wp-json\/wp\/v2\/media?parent=2077"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/poiseddevelopers.com\/reality-tech\/wp-json\/wp\/v2\/categories?post=2077"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/poiseddevelopers.com\/reality-tech\/wp-json\/wp\/v2\/tags?post=2077"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}