July 9, 2014 SharePoint and Records Management Chris Bayot Hawai`i Regional Manager Senior Solutions Consultant.

July 9, 2014

SharePoint and Records Management

Chris Bayot Hawai`i Regional Manager

Senior Solutions Consultant

Company Overview

Upcoming Training

• SharePoint 2010 Design• July 14 – 18

• Power User Series• July 22 Information Worker • July 23 Site Administrator• July 24 Content Manager

• Power User Series• September 23 – 25

and Records Management

Tonight’s Agenda

• SharePoint Enterprise Content Management (ECM) Capabilities

• Records Management in SharePoint

• Extending OOB Capabilities with PSIGEN

Enterprise Content Management in SharePoint

Enterprise Content Management

Create Control Protect

Document Lifestyle

Create Collaborate Review Approve Publish/ Declare Expire Archive/

Destroy

ECM in SharePoint

SharePoint 2010

• Content Organizer

• Document Sets

• Document IDs

• Location-based metadata defaults

• Metadata navigation

• Site Based eDiscovery

SharePoint 2013

• SharePoint 2010 features, plus:

• Site Retention• Site Mailboxes

Demo: Document Retention

• Add a retention stage

• Set the rules

Demo: Site Retention

Site Mailboxes

Records Management in SharePoint

Records Management

Identifying, classifying, archiving, preserving, & destroying records according to a set of pre-defined standards

Create

Collaborate

Review

Approve

Publish/ Declare

Expire

Archive/ Destroy

Document Life Cycle

Benefits of Records Management

• Time savings• Save on space/storage costs• Reduce administrative costs• Reduce risk of legal liability• Reduce admin costs• Enable timely responses & cost

efficiency• Authoritative copies of documents• Historical retention

Records Management Challenges

• Difficulty applying retention policies to content• High costs of complying with new laws and

regulations• Difficulty providing access to controlled records• Heavy reliance on IT• Poor user adoption of records management solutions

Records Management in SharePoint

SharePoint 2010

• ECM Capabilities plus:

• In-Place Records

• Record Center

• Site-based eDiscovery and Holds

SharePoint 2013

• ECM and 2010 capabilities, plus:

• Cloud Parity

Demo: eDiscovery & Site Holds

• eDiscovery – process of identifying and delivering electronic information that can be used as evidence

• eDiscovery Center – site collection that serves as a portal for managing eDiscovery cases

• Holds – can be applied to information in SharePoint and Exchange

eDiscovery Process Flow

Wrap Up

• SharePoint Document Management Capabilities• Records Management in SharePoint

Questions?

Mahalo!www.synergyonline.com