Document and Record Management James Milne SharePoint MVP Myriad Technologies APT005
Dec 17, 2015
Document and Record ManagementJames MilneSharePoint MVPMyriad Technologies
APT005
Font infoFont, size, and color for text have been formatted for you in the Slide MasterThis template uses Segoe UI and Segoe UI Light, standard fonts included in Windows 7If you are running Windows 7 or 8, no fonts are needed. If you are running Windows Vista or earlier, you will need to install Segoe UI Light. When connected to CorpNet, you can find Segoe UI here: \\showsrus\images\Corporate_Fonts\PC\Segoe UI\Segoe_UI_Font_family Copy the .ttf fonts into your C:\Windows\Fonts folder
Presentation fonts/typographyWhat are the font choices and sizes?Any font size 28pt or larger should use Segoe UI LightAny type that is less than 28pt should use Segoe UIOn one slide, try to use a maximum of 3 font sizes
Where to startControl focus by using scale versus bulletsUse color to draw focus when necessaryStart with main topic at 40pt and subtopics at 20pt
Title/sentence casing and periodsTitle text should be “sentence case” All supporting slide text should be sentence case except for names and products
Slide palette info
Accent 3Accent 2Accent 1 Accent 6Accent 5Accent 4Text
Light 2
Select the 4th color from the left for subheads and 1st level non-bulleted text color, or wherever “color” text is preferred over the default black/white text
Accent colors 1-6 – (6 Theme Colors to the far right)
The PowerPoint palette for this template has been built for you and is shown below. Avoid using too many colors in your presentation.
Use Accent 1 as the main accent color. Use Accent 2 and Accent 3 when additional colors are needed.
Use Accents 4-6 sparingly – only when more colors are necessary
Preferred text layout (no bullets)Main topic 1: size 40ptSize 20pt for the subtopicsSize 20pt for the subtopics
Main topic 2: size 40ptSize 20pt for the subtopicsSize 20pt for the subtopics
Main topic 3: size 40ptSize 20pt for the subtopicsSize 20pt for the subtopics
Adjusting list levelsMain topic 1: size 40ptSize 20pt for the subtopicsSize 20pt for the subtopics
Main topic 2: size 40ptSize 20pt for the subtopicsSize 20pt for the subtopics
Main topic 3: size 40ptSize 20pt for the subtopicsSize 20pt for the subtopics
Use the “Decrease List Level” and “Increase List Level” tools on the Home Menu to change text levels.
Try this: 1. Place your cursor in any row of
text to the left that says “Size 20pt for subtopics”
2. Next click the Home tab, and then on the “Decrease List level” tool. Notice how the line moves up one level.
3. Now try placing your cursor in one of the “Main topic…” lines of text. Click the “Increase List Level” tool and see how the text is pushed in one level
Use these 2 tools to adjust your text levels as you work
Bullet points layoutSubtitle
• Example of a bulleted slide with a subhead• Set the slide title to “Sentence case”• Set subheads to “Sentence case”• In “bulleted” slide layouts, level 2 text is 20pt• Level 3 text is 20 pt• Level 4 text is 18pt• Level 5 text is 18pt
• Hyperlink style• www.microsoft.com
Character spacingType that is size 54pt and larger should be condensed by 1ptType that is smaller than 54ptshould be normal
Chart Example
Category 1 Category 2 Category 3 Category 40
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2
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Series 2
Series 1
Software code slideThis slide layout uses Consolas, a monotype font which is ideal for showing software code.
Demo
Name
Video
Section title
Session Overview
• Introduction • Record Management Features SharePoint
2010• SharePoint 2013 Improvements
Document Management
Document ManagementDocument IDsVersion ManagementDocument SetsContent TypesManaged Metadata ServiceContent Type HubContent OrganiserTerm Sets & KeywordsMetaData Navigation
Document ID• Site Collection Level Feature• Generate a Unique Document ID • Searchable• Perma-Link
Version History• Just the changes• Major and Minor versions• Draft item security
DemoDocument Management
Record Management
Record ManagementIn-Place Record ManagementCentralised Record ManagementGenerate File PlansInformation Management Policies
Content Type HubContent OrganiserMulti-Stage RetentioneDiscovery & Team FoldersSite Policies
In-place vs. Records CentreIn-Place
• Documents declared as a record
• Kept in-place• Record kept in context• Creators can access their own
content• Fits existing site structure
Records Centre
• Records “submitted” to Record Centre
• Centralised Management• Dedicated Role • Tighter governance• Better Scalability
Choosing between Record Center & In- Place
Requirement Records Centre In-Place Record
Managing Record Retention
Content Organizer automatically places new records in the correct folder in the archive’s file plan, based on metadata
Different policies for records and active
documents based on the current content type or
location
Restrict which users can view records Yes No
Ease of locating records (for Record Managers) Easier Harder
Maintain all document versions as records
Each version must be sent
Automatic, assuming versioning is turned on
Ease of locating information (for team
collaborators)Harder Easier
In-Place Records Management• Library Settings
DemoIn-Place Record Management
The Record Centre
Centralised RM
Record Declaration Settings
Control Actions• Block Delete• Block Edit and Delete
Control Who• Contributors (aka. Members)• Administrators• Only policy Actions
Send to the Record Centre• Web Application• Display Name• OfficialFile.asmx• Send To Action:• Copy• Move• Move and Link
Send to Record Centre
Move and leave a link
DemoCentralised Records Mgmt
Information Management Policies• Policy Statement
• Enable Retention
• Enable Auditing
• Enable Barcoding
• Enable Labels
Retention PolicyMulti-Stage Retention • Retention policies can have multiple stages• Single Policy can manage the entire
document lifecycle • Example: • Delete Drafts 1 year after
Last Modified• Delete Record after 7 years after
Declared
Audit Policy• Enable Auditing• Opening/Viewing/Downloading• Editing• Checking out/in• Moving or Copying• Deleting or Restoring
SharePoint 2013 ECM Enhancements
eDiscovery
•In place preservation in SP & Exchange•Integrated, enterprise wide case management
Team Folders
•Work on mail and documents together•SharePoint, Outlook, OWA
•Retention/compliance across stores
Discovery Center
Discovery CenterCentral Place to view all Cases
ActivitiesDiscovery SetsQueriesSourcesExports
Discovery Sets
Add, manage and export discovery sets
Demo
Create a case in the discovery center
Site Policies
Site Based ComplianceRecords Team create policies, which define:The retention policy for the entire site and the team mailbox.What causes a project to be closed.When a project should expireCan set also site collection as read only
Policy also available optionally from self site creationPolicies can be replicated from content type hub cross enterprises
New Site PolicySite ClosureSite Deletion
Site Closure and DeletionApply a Site PolicyManual Closure
Team Folders
The Team Folders – Exchange and SP togetherDocuments are stored in SharePointEmails are stored in ExchangeTeam Folders can receive emails and have their own email addressEasy access to both from Outlook and SharePointUnified compliance policy applies to both
Document Set ImprovementsSupport for OneNote notebooksDocument set icon in search resultsFolders supportedSupport for easier aggregation
CBS & CBQ web parts understands document sets
Client side and Server side API improvementsVersioning improvements*Capture full document set as versionSearch directly in document set
Related contentBreakout Sessions
APT009 – Creating a Search Driven SharePoint SiteHands-on Labs HOLEXL309 – Using Archiving and eDiscovery in ExchProduct Demo StationsOffice Productivity Showcase
Find Me Later At the Hands on Labs
Developer Network
Resources for Developers
http://msdn.microsoft.com/en-au/
Learning
Virtual Academy
http://www.microsoftvirtualacademy.com/
TechNet
Resources
Sessions on Demand
http://channel9.msdn.com/Events/TechEd/Australia/2013
Resources for IT Professionals
http://technet.microsoft.com/en-au/
© 2013 Microsoft Corporation. All rights reserved. Microsoft, Windows and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.