Records Management Practices in Libraries by gor32372

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									             Welcome to the
           Minnesota SharePoint
               User Group
                        April 9th, 2008
               Enterprise Content Management
                     (ECM) in SharePoint

                              Erik Mau


http://www.sharepointmn.com
Agenda
•   Introductions
•   ECM Stuff
•   Break
•   More ECM Stuff
•   Q&A




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User Group Goal / Objectives

    Develop and support a local community focused on Microsoft
                      SharePoint Technologies

•    Educate user group members about SharePoint Technologies
•    Transfer knowledge within the community
•    Communicate best practices
•    Introduce new products / solutions



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Introductions – MNSPUG Sponsors
Inetium (www.inetium.com)
• Technology consulting company
• Microsoft Gold Certified Partner
• Practice area focused on SharePoint


New Horizons – Minnesota (www.newhorizonsmn.com)
• Microsoft Gold Certified Partner
• Training on many technologies


Microsoft (www.microsoft.com)


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www.sharepointmn.com
•   Website for user group
•   SharePoint resource documents
•   SharePoint resource links
•   RSS Feeds
•   Meeting Schedule
•   Past User Group Presentations



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Upcoming Schedule
•   Next Meeting
    • May 14th 9:00 AM to 11:30 AM
    • Microsoft’s Bloomington Office
    • Topic: SharePoint: Real Implementations
        4th Anniversary! – Come celebrate with us!
        Check www.sharepointmn.com for updates!
• Ongoing Schedule
    • 2nd Wednesday of every month
    • 9:00 to 11:30 am
    • Microsoft’s Bloomington Office


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Conferences
• Tech Ed – Developers – June 3-6, 2008
  Tech Ed – IT Professionals – June 10-13, 2008
  http://www.microsoft.com/events/teched2007/default.mspx
  Orlando, Fl


Other Events
• Making your MOSS grow
   April 14th – 18th – Las Vegas
   High Monkey Consulting – Virgil Carroll

   RSVP to training@highmonkey.com
   More information at: http://www.highmonkey.com/moss.html


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Other Events
• CRM User Group
   Creating a Marketing Campaign from A to Z within Microsoft Dynamics CRM
   Thursday, April 17th 9:00 – 11:30 AM
• Minneapolis Office Developer Interest Group *New (still!)
   Web Part Development in SharePoint
   Tuesday, April 22nd 5:30 PM
   Microsoft Bloomington Office
• Training - Developer’s Guide to Web Content Management (WCM)
   May 12-16
   Mindsharp Offices – Contact Tim Ryan
   More information at http://www.mindsharp.com




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Other Events
• Twin Cities MPA Free Lunch ‘n’ Learn
   April 23rd 12:00 – 2:00 PM – Microsoft Bloomington Office
   SharePoint for Project Managers
   RSVP at http://www.tcmpa.org



                                   The Official Industry Association for Microsoft Office Project




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Blog Posts / News:
•   Joel Oleson’s Blog has moved:
    http://www.sharepointjoel.com/default.aspx
•   Wes’s Blog has moved:
    http://www.idubbs.com/blog
•   Raymond’s Blog has moved:
    http://www.iwkid.com/blog
•




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The Presentation…




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Today’s Agenda
•   SharePoint And ECM Concepts
•   ECM Foundation: Document Management
•   Records Management
•   Web Content Management
•   Q&A




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SHAREPOINT AND ECM CONCEPTS


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What is Enterprise Content Management?




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ECM Defined…
• Document Management
  – “A computer system (or set of computer
    programs) used to track and store electronic
    documents and / or images of paper documents.”
    Wikipedia




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ECM Defined…
• Records Management
  – “Practice of identifying, classifying, archiving,
    preserving, and destroying records.” Wikipedia




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ECM Defined…
• Web Content Management
  – “A content management system usually
    implemented as a web application for creating
    and managing HTML content.” Wikipedia




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SharePoint Concepts For ECM
•   Content Database
•   Site Collection
•   Site
•   List / Library
•   Metadata (Columns / Content Types)




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DOCUMENT MANAGEMENT


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Document Management Topics
• The Core Platform
  – Document Libraries
  – Content Types & Site Columns
• Document Centers
• Constraints and Suggested Practices




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Document Management Topics
• The Core Platform
   – Document Libraries
  – Content Types & Site Columns
• Document Centers
• Constraints and Suggested Practices




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Document Libraries
• Document storage
• Security




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Document Libraries
• Document Storage
• Security
• Versioning




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Document Libraries
•   Document Storage
•   Security
•   Versioning
•   Workflows




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Document Libraries
•   Document Storage
•   Security
•   Versioning
•   Workflows
•   Metadata




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Document Libraries
•   Document Storage
•   Security
•   Versioning
•   Workflows
•   Metadata
•   Views




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Document Libraries
• Additional Capabilities
   –   Upload single / multiple
   –   Datasheet Mode
   –   Explorer View
   –   Outlook 2007 Integration
   –   RSS / Alerts
   –   Recycle Bin
   –   Send To




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Scenario: Statement of Work / Contract
Currently, the Litware, Inc. sales teams creates contracts for customers that
are stored on a file system. SOW approvals and reviews are currently handle
by routing documents through email. Managing versions is important to
ensure that the final version is the document that is sent to the customer.
They want to leverage SharePoint for storing these customer-related
documents to improve both organization and internal processes. Only the
Sales Team and company directors should have access to the appropriate
documents.

Solution:
-Document Library
-Metadata for Context
-Approval Workflow
-Security


     http://www.sharepointmn.com
Document Management Topics
• The Core Platform
   – Document Libraries
  –Content Types & Site Columns
• Document Centers
• Constraints and Suggested Practices




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An Analogy…




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An Analogy…
• Label = Metadata and Template
• How old = Expiration Policy, Retention / Disposition
  Policy
• Where has it been = Auditing
• How do I prepare = Workflow




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Content Types
• Benefits
   –   Centralized Management
   –   Organization of Metadata and Behavior
   –   Control and Governance
   –   Reuse
   –   Inheritance
• Define
   –   Metadata / Document Information Panel
   –   Document Template
   –   Workflow
   –   Policy
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Content Types: Management
• Top-level site “gallery”
• Child sites inherit




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Content Types: Management
• Name / Description
• Parent Content
  Type
• Group




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Content Types: Define Metadata
• Existing “Site Columns”
• New “Site Column”




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Content Types: Define Document Templates
• Use Document Templates to avoid “Copy Document
  Syndrome”




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 Content Types: Define Policy
• Policy enforcement
• Capabilities
   –   Labels
   –   Auditing
   –   Expiration
   –   Barcodes
   –   Custom




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 Content Types: Define Workflow
• Centrally manage, define, and associate workflows
   – Approval
   – Disposition
   – Collect Signatures / Feedback




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Content Types: Define the “DIP”
• Document
  Information Panel
• Easier Metadata
  Management
• InfoPath 2007
  Form
• Requires Office
  2007




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Document Management Topics
• The Core Platform
   – Document Libraries
   – Content Types & Site Columns
• Document Centers
• Constraints and Suggested Practices




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Document Center Site Template
•   Site template dedicated to document management
•   Content Types enabled
•   Versioning Settings enabled
•   Tree View enabled
•   Relevant Documents Web Part
•   Assigned Tasks




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Document Management Topics
• The Core Platform
   – Document Libraries
   – Content Types & Site Columns
• Document Centers
• Constraints and Suggested Practices




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Constraints and Suggested Practices
Constraint                                     Suggested Practice
Site Collection Limitations                    Leverage SharePoint “Features” to “staple”
• Content Types                                company content types and site columns to site
• Site Columns                                 collections.
Versioning on Document Libraries               Plan out content types and corresponding
                                               document libraries to ensure versioning is
                                               applied appropriately.
# of Documents per “Level” (2,000 Documents)   Plan document balancing techniques by using
                                               folders or “automated” balancing techniques
                                               using Event Handlers.
Capacity                                       Plan out Document Centers to align to content
                                               databases.
SharePoint Groups and Indexing                 Leverage AD Groups instead of SharePoint
                                               Groups to avoid full crawls of large repositories.




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Scenario: Organization Growth and Improved Document Management

The Litware, Inc sales teams is growing and IS is interested in making changes
to ensure that the current document management solution can scale. The
sales team has been reorganized into “disciplines” so security, varying
approval workflow requirements, and document template standards have
been introduced.

Solution:
-SOW Content Types
    -Document Templates
    -Common Metadata
    -Approval Workflows
    -Barcode Policy
-Multiple Sales “Discipline” Sites


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RECORDS MANAGEMENT


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Records Management Topics
• Records Management Concepts
• Records Center Site Template
  – Farm Configuration
  – Routing
  – Holds
• DoD 5015.2
• Constraints and Suggested Practices


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Records Management Topics
• Records Management Concepts
• Records Center Site Template
  – Farm Configuration
  – Routing
  – Holds
• DoD 5015.2
• Constraints and Suggested Practices


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Records Management Concepts
• Documents authored and initially managed in a
  “collaboration” space
• “Official” documents must be retained to comply
  with legislation
  –   Logically categorized and organized
  –   Available
  –   Immutable (unchangeable)
  –   Auditable
  –   Disposable
  –   Ability to Suspend Disposition

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Records Management Topics
• Records Management Concepts
• Records Center Site Template
  – Farm Configuration
  – Routing
  – Holds
• DoD 5015.2
• Constraints and Suggested Practices


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Records Center Site Template
• Site template dedicated to records management
   – Record Routing
   – Hold Management
   – Unclassified Records Management
• Owned by “Records Managers”




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Records Management Topics
• Records Management Concepts
• Records Center Site Template
   – Farm Configuration
  – Routing
  – Holds
• DoD 5015.2
• Constraints and Suggested Practices


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Records Center: Farm Configuration
• SharePoint provides one record center per
  Farm
• Configured in Central Administration




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Records Management Topics
• Records Management Concepts
• Records Center Site Template
  – Farm Configuration
  – Routing
  – Holds
• DoD 5015.2
• Constraints and Suggested Practices


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Records Center: Routing Configuration
• Define a “route” for records based on content type
• Checks content type of incoming document and “routes” to
  defined document library.




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Records Center: Record Routing
• Configure Document Library
   – Define required metadata columns / associate content type
   – Define auditing
   – Define policies (i.e. Delete after 7 years)
• Check Content Type and Determine “Route”
• Deposits Document and Metadata based on “Route”
• Unique document name generated to avoid overwrite




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Records Center: Record Routing




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Records Management Topics
• Records Management Concepts
• Records Center Site Template
  – Farm Configuration
  – Routing
   – Holds
• DoD 5015.2
• Constraints and Suggested Practices


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Records Center: Holds
• Holds created to:
   – Identify documents that are being reviewed for legal reasons
   – Ensure that document cannot be deleted or expired by policies




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Records Management Topics
• Records Management Concepts
• Records Center Site Template
  – Farm Configuration
  – Routing
  – Holds
• DoD 5015.2
• Constraints and Suggested Practices


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DoD 5015.2: Resource Kit
•   US Department of Defense Standard
•   Available for companies that must comply to standards
     –   Security
     –   Periodic Reviews
     –   E-mail as Records
     –   More complex retention rules
•   Deployed as a set of “Features” to enhance Records Center
•   Example Features include:
     –   Unique IDs
     –   Using Metadata for Routing
     –   Automated Transfer of Records based on Expiration
     –   Custom Expiration Formulas
     –   And more…
•   Additional Information:
    http://www.microsoft.com/sharepoint/capabilities/ecm/dod5015.mspx



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Records Management Topics
• Records Management Concepts
• Records Center Site Template
  – Farm Configuration
  – Routing
  – Holds
• DoD 5015.2
• Constraints and Suggested Practices

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Constraints and Suggested Practices
Constraint                           Suggested Practice
Site Collection Limitations          Leverage SharePoint “Features” to “staple”
• Content Types                      company content types and site columns to
• Site Columns                       records repository site collections.
Single Records Center per Farm       Implement a custom router to route
                                     documents to appropriate record center.
Capacity                             Plan out Record Centers to align to content
                                     databases.
SharePoint Groups and Indexing       Leverage AD Groups instead of SharePoint
                                     Groups to avoid full crawls of large repositories.




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Scenario: SOW Retention
Litware, Inc. is required to retain all SOW documents for legal and historical purposes.
All SOW documents must be retained for 7 years from the completion date of the
contract.


Solution:
-Records Center Site
-Configure Central Administration
-Configure Record Routing
-Configure Security
-Define Auditing and Policy for Record Retention




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WEB CONTENT MANAGEMENT



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Topics
• Publishing Sites
• Content Types and Page Layouts
• Managing Web Content




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Topics
• Publishing Sites
• Content Types and Page Layouts
• Managing Web Content




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Publishing Sites
• Site template configured with web content
  management features enabled
  – Page Layout Content Types
  – Page Layouts
  – Content Pages
  – Page Libraries




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Topics
• Publishing Sites
• Content Types and Page Layouts
• Managing Web Content




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Page Layout Content Types
• Out-of-the-box Content Types for Publishing
  – Article Page
  – Redirect Page
  – Welcome Page




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Page Layouts
•   Web page templates that define the content layout
•   Created in SharePoint Designer (optional)
•   “Married” to the page layout content type
•   Field and Content Controls = Metadata from Content Type




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Topics
• Publishing Sites
• Content Types and Page Layouts
• Managing Web Content




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Page Library
• Storage for content pages
• Page content is metadata on the page!
• Familiar document management concepts apply




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Content Pages
• Content Page = Document in a Library
• Instance of a page layout
• WYSIWYG




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Content Pages: Page Editing Toolbar
•   Check In / Checkout and Publish
•   Spell Check
•   Workflow
•   Unpublished Items




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Scenario: Press Releases
Litware, Inc. has been using SharePoint internally for document
management and collaboration. Given the employee’s
familiarity with the toolset, the marketing department would like
to build their public-facing site on SharePoint. Employees in the
marketing department create press releases on a weekly basis
and want to make sure that the content is reviewed and
approved before it goes live.

Solution:
-Create Publishing Site
-Define Press Release Content Type and Page Layout
-Configure Approval Workflow and Scheduling

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Q&A




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References
• Microsoft ECM Team Blog
  http://blogs.msdn.com/ecm/

• Inetium Blogs
  http://blogs.inetium.com

• DOD 5015.2: SharePoint Resource Kit
   http://www.microsoft.com/sharepoint/capabilities/ecm/dod5015.mspx




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                Thanks for coming!




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