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Records Management strategy and compliance in SharePoint

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Yi Zhang
Yi Zhang

This document provides an overview and objectives of Records Management strategies and compliance features in SharePoint 2010. It discusses the new capabilities in SharePoint 2010 that help address records management and compliance needs such as expanded records management tools, improved litigation preparation features, and the ability to scale an RM solution enterprise-wide. The document also includes demonstrations of specific records management features and provides guidance on choosing between in-place versus archive records management options.

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Records Management strategy and compliance in SharePoint
Records Management Strategies and Compliance in SharePoint 2010OFC223
Session Objectives & TakeawaysSession Flow:Approach & Tools: Learn what¡¯s different about SharePoint Records Management.Demos and Best Practices: Let¡¯s solve real business problems with 2010 RMTakeaways:New customers: 2010 expands on the 2007 RM vision by removing significant roadblocks to RM deployments.Limits: There are still RM scenarios beyond what we target for SharePoint.
SharePoint 2010: Smart RMKey tenants of RM in the 2010 release:
The SharePoint RM ToolboxRM Feature AreaWhat¡¯s new in O14
Business Problem #1How do I prepare for litigation and eDiscovery?
Litigation and eDiscoveryPrimary focus should be on up front preparationAppropriately enforced retention policiesConfigure the system to track appropriate actions (auditing)Leverage existing search technology during discovery process.¡°Custodian based approach¡± to eDiscovery doesn¡¯t work in a collaborative environment.
ÑÝ Ê¾Litigation PreparednessRetention, auditing, eDiscovery search
Managing E-mail Discovery
Business Problem #2How do I protect the most important data in my enterprise?
ÑÝ Ê¾In Place Records ManagementRecord lock down, record retention polices
Workflow and RecordsDeclare Record action in SPDPolicy on the blog postsWorkflow creating recordsRecord status driving business decisions
ÑÝ Ê¾SharePoint 2010 Records CenterFile Plan Builder, File Plan Report, Metadata Based Submittal and Navigation, Stubbing
Record in 2010Choosing between In Place vs. Archive
E-Mail ArchivingExchange 14 offers alternatives to PSTs via an online archive of e-mail.Allows cheaper storage for the less frequently used contentPolicies can drive e-mail to the archive.
Business Problem #3How do I scale my compliance solution to the enterprise?
Content Type Syncing and Compliance Coordination* Content gets created using enterprise content type.* Corporate policy gets applied, regardless of where content is createdCollaborative Space(In progress content)* Records Center subscribes the service* Incoming content already has correct metadata and policy.-Enterprise Content Type & Policy Sharing Service-Enterprise MetadataRecord Center(Highly managedRepository)
ÑÝ Ê¾Policy on the blog posts, Content Type Syncing
Scale and Distributed ArchitectureTo scale to 100s of millions of records, we¡¯ll need to distribute the data to several databases and sites.O14 includes features to ensure centralized management of this distributed data:The content organizer distributes submissions across the sites.Content types are shared across site collections.Centralized eDiscovery searches across all sites.FAST Search ensures a unified retrieval experience.
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Records Management strategy and compliance in SharePoint
Records Management strategy and compliance in SharePoint

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Records Management strategy and compliance in SharePoint

  • 2. Records Management Strategies and Compliance in SharePoint 2010OFC223
  • 3. Session Objectives & TakeawaysSession Flow:Approach & Tools: Learn what¡¯s different about SharePoint Records Management.Demos and Best Practices: Let¡¯s solve real business problems with 2010 RMTakeaways:New customers: 2010 expands on the 2007 RM vision by removing significant roadblocks to RM deployments.Limits: There are still RM scenarios beyond what we target for SharePoint.
  • 4. SharePoint 2010: Smart RMKey tenants of RM in the 2010 release:
  • 5. The SharePoint RM ToolboxRM Feature AreaWhat¡¯s new in O14
  • 6. Business Problem #1How do I prepare for litigation and eDiscovery?
  • 7. Litigation and eDiscoveryPrimary focus should be on up front preparationAppropriately enforced retention policiesConfigure the system to track appropriate actions (auditing)Leverage existing search technology during discovery process.¡°Custodian based approach¡± to eDiscovery doesn¡¯t work in a collaborative environment.
  • 8. ÑÝ Ê¾Litigation PreparednessRetention, auditing, eDiscovery search
  • 10. Business Problem #2How do I protect the most important data in my enterprise?
  • 11. ÑÝ Ê¾In Place Records ManagementRecord lock down, record retention polices
  • 12. Workflow and RecordsDeclare Record action in SPDPolicy on the blog postsWorkflow creating recordsRecord status driving business decisions
  • 13. ÑÝ Ê¾SharePoint 2010 Records CenterFile Plan Builder, File Plan Report, Metadata Based Submittal and Navigation, Stubbing
  • 14. Record in 2010Choosing between In Place vs. Archive
  • 15. E-Mail ArchivingExchange 14 offers alternatives to PSTs via an online archive of e-mail.Allows cheaper storage for the less frequently used contentPolicies can drive e-mail to the archive.
  • 16. Business Problem #3How do I scale my compliance solution to the enterprise?
  • 17. Content Type Syncing and Compliance Coordination* Content gets created using enterprise content type.* Corporate policy gets applied, regardless of where content is createdCollaborative Space(In progress content)* Records Center subscribes the service* Incoming content already has correct metadata and policy.-Enterprise Content Type & Policy Sharing Service-Enterprise MetadataRecord Center(Highly managedRepository)
  • 18. ÑÝ Ê¾Policy on the blog posts, Content Type Syncing
  • 19. Scale and Distributed ArchitectureTo scale to 100s of millions of records, we¡¯ll need to distribute the data to several databases and sites.O14 includes features to ensure centralized management of this distributed data:The content organizer distributes submissions across the sites.Content types are shared across site collections.Centralized eDiscovery searches across all sites.FAST Search ensures a unified retrieval experience.