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Lessons Learned: Best Practices for SharePoint 2010 Document and Records Management
Nick KellettChief Technical Officer, StoneShare Inc.
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Agenda
Recap: DM and RM Features in SharePoint 2007
Document Management Features in SharePoint 2010
Record Management Features in SharePoint 2010
Running the Project
Governance
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Recap: DM and RM Features in 2007
Recap: DM Features in SharePoint 2007
Recycle Bin
Check-in/out
Versioning
Granular Permissions
Content Types and Columns
Information Management Policies
Workflows
Alerts
Send To
Recap: RM Features in SharePoint 2007
Record Centers
Record Routing
Barcodes
Labels
Expiration Policies
Auditing
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Document Management Features in 2010
Tag, Discover and Manage in 2010
TagCross farm with shared hierarchal taxonomiesAutomatically with location based metadata defaults
DiscoverWith metadata based navigationWith location based view definitionsThe best content with RatingsThe latest version with Unique Document IDs
ManageWith Metadata based content organizerMultiple documents with document sets
Managed MetadataManaged Metadata
Single or multi-value fieldBinds to a term set of any term store (Share Application Service)
Have metadata column on a list, library, or content type‟Like a super choice field”
Managed KeywordsPart of base doc content type
One per content typeValidates against all terms in all term sets
‟Folksonomies” ‟Like a super text field”
Auto-completeDisambiguationPreferred term
Tree picker control
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Document Sets
Manage work products made up of multiple documents
Key ScenariosTight collection of related documentsCompound documents
Document Set FeaturesShared MetadataCustomized welcome pageDefault documentsVersion captureWorkflowsPortability
Content Type Publishing
New feature of a central location (any site collection) where you manage and publish content types
Web applications can subscribe to hub and pull down published content types from hub and receive updates
Content Organizer
Allows routing decisions to be centrally organized
Users guided to enter appropriate metadata rather than being allowed to dump documents wherever they like
Used to route documents to the right folder based on content types and any other metadata that you require
Allows integration with a new email organizer that can be activated in conjunction with Content Organizer
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DM Features - DEMO
Scaling
SharePoint 2007High scale libraries require careful planning and management
SharePoint 2010End user features for high scale
Ex: Metadata pivots, key filters, content organizerServer automatically “does the right thing” for high scale
Compound Index supportAutomatic index managementQuery throttling w/ fallback
SharePoint 2010 Scale Targets1 million items in a folder10s of millions of items in a single library100s of millions of items in large archive scenarios
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Records ManagementFeatures in 2010
Key SP2010 Record Management Features
What’s new in 2010In place records management
Metadata-driven, hierarchal file planRM Feature Area
Recordization
eDiscovery
and Hold
Auditing and
ReportingRetention
and Disposition
eDiscovery searches over any SharePoint content
Archive results or leave on an in place hold
File Plan Report shows overview of content management policies
Per item audit log reports
In place records managementMetadata-driven, hierarchal file plan in the
archive
In-Place Records Management
Document can be declared and handled as record within site it was created in.
As a record, a file can have policies and restrictions different from when it was a document
Documents can be declared as records either manually or automatically
Activated as a Site Collection Feature
Holds and eDiscovery
Find and lock down content related to litigation
Features to track external actions like litigation, investigation or audit
Allows discovery of documents by metadata - automatically place them “on hold” and/or copy them to a specific location
It is now easy to be able to produce electronic data when requested in a court
Activated as a Site Feature
Auditing
Generate a customized audit report about an individual record, item, column, content type, search or permissions
Ability to specify events to audit such as open, edit, check out/in, move, copy, delete & restore
Predefined reports in excel format
Multi-Level Retention Policies
Retention policies can be set by content type, library or folder
Multiple stages retention policies allow specification of entire document lifecycle as one policy (e.g. review Contracts every year, and delete after 7 years)
Create hierarchal folder structures and manage retention at each folder in the hierarchy (or inherit from parent folders)
Can override default retention schedules on folders or libraries, activated as a Site Collection Feature
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RM Features - DEMO
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Running The Project
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Common Pitfalls
Big Bang
Expectation management
Environment problems
Choosing the right functionality
User Training and support
Migrations
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Lessons Learned
Workshop Lessons
Technical Lessons
Training and Support Lessons
Workshop Lessons Learned
Straw man Architecture
Rapid Prototyping
Consult each business unit
Business Unit Onboarding template
SharePoint-agnostic Functional Specs
Choose DM / RM Functionality
Use Managed Metadata Service
Term sets, terms, and managed keywords can be global
You can have a very open system or a tightly-managed system. You can also start with one and move towards the other
Inherit from base content type(s)
Content types can be shared across site collections using Content Type Hub
Consider In-Place Records Management
Content Organizer is great for email and document routing
Turn on Metadata navigation settings in your libraries
Favour metadata over folders
In Place vs Dedicated Record Center
In Place DedicatedCentralized vault receives less contentMore traditionalEasier to implement a hierarchal file planOne centralized view and location for all records across enterpriseWorks best when records are not frequently referenced
Records are actively used and sit alongside non-recordsRequires close cooperation between RM team, IT, and content stewardsOne location for all content whether it is a document or a recordReflects “how people work”
Control the Environment
SharePoint success relies heavily on proper setup
Service accounts, hardening, capacity planning needs to be in place before any installation
Use the recommended hardware specifications OR BETTER
Ensure administrators are properly trained and disciplined!
Development and / or Testing environments are vital
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Migrations
Break down into content and functionality migrations
Consider vendor tools
If OOTB, use Database Attach Migration
Test, Test, Test
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Training and Support
Extensive training for project staff
Solution training for end users
User self help for all common SharePoint tasks
Tiered support model
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Governance
Best Practices
Governance Predates SharePoint
Build a Governance Portal
Communicate Frequently
Identify and Support Champions
Evergreen your process
Governance Teams
Central Governance TeamResponsible for overall directionActs like a Board of DirectorsEnsures SharePoint evolves with the business
Tactical TeamsResponsible for specific area(s)Provide technical knowledge and supportCarry out Proof of Concepts (POCs)Provide feedback to Central Governance Team
Governance Portal Sections
Communications
Policies and Procedures
Training
Support
Taxonomy
