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Business in the Right Direction. Go West.
Records Management Capabilities in SharePoint 2010
January 8, 2011
Coskun CavusogluSharePoint Architect, Instructor, Author
Copyright (c) 2010 by West Monroe Partners, LLC. All rights reserved.
Who am I?
Pronounced [jos-kun] ECM Practice Senior Manager at West Monroe Partners
www.westmonroepartners.com [email protected]
@coskuncwww.sharepointcoskun.com
Copyright (c) 2010 by West Monroe Partners, LLC. All rights reserved.
Agenda
The New and Improved Features Document Set Document ID Content organizer
Declaring a RecordInformation Retention PoliciesIn-place Records Management
eDiscovery and Hold
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Copyright (c) 2010 by West Monroe Partners, LLC. All rights reserved.
Document Sets
Quickly create set of documentsUsing a Document Set you can
Send the set to the record centerSet Permissions to the whole Document SetKick-off Workflows for the Document Set
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Copyright (c) 2010 by West Monroe Partners, LLC. All rights reserved.
Document IDs
Unique IdentifierSet at site collection level
Unique within entire site collectionCan create your own custom ID providerCan search by document ID
Good Post on Document ID’shttp
://www.sharepointanalysthq.com/2010/04/document-id-feature/ 7
Copyright (c) 2010 by West Monroe Partners, LLC. All rights reserved.
Content OrganizerSite Feature that can be enabled on the site levelCreates a Drop off libraryNever works!
Find more information on Content Organizer Corey Roth – One of the speakers today!
http://www.dotnetmafia.com/blogs/dotnettipoftheday/archive/2010/03/17/a-quick-look-at-the-sharepoint-2010-content-organizer.aspx
Rob Bogue - http://www.endusersharepoint.com/EUSP2010/2010/05/28/content-organizer-in-sharepoint-2010/
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Copyright (c) 2010 by West Monroe Partners, LLC. All rights reserved.
DemoDocument Sets & Document IDs
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Copyright (c) 2010 by West Monroe Partners, LLC. All rights reserved.
Declaring Records
In-Place Records ManagementVersionsSecurityExisting WorkflowExisting favorites/links
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Copyright (c) 2010 by West Monroe Partners, LLC. All rights reserved.
Declaring Records
Send to Record CenterMove or CopyReduces load
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Copyright (c) 2010 by West Monroe Partners, LLC. All rights reserved.
Records Center
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Friendly upload button
Friendly upload button
Search by Document ID
Search by Document ID
Shared drop off library for pending
submissions
Shared drop off library for pending
submissions
Copyright (c) 2010 by West Monroe Partners, LLC. All rights reserved.
Retention Policies
Content TypesCan mimic physical file planFlexible but can be complex
Library and FoldersCan be tightly bound to security
requirementsTrumps Content Type selection
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Copyright (c) 2010 by West Monroe Partners, LLC. All rights reserved.
Retention Events
What causes the action to fire? A # of ( Days, Months, Years) after
Date Created Date ModifiedDate Declared a RecordCustom Formula
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Copyright (c) 2010 by West Monroe Partners, LLC. All rights reserved.
Retention Actions
Move to Recycle BinPermanently DeleteTransfer to another locationStart a workflowSkip to next stageDeclare recordDelete previous draftsDelete all previous versions
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Copyright (c) 2010 by West Monroe Partners, LLC. All rights reserved.
Retention Recurrence
Keep repeating the current stages action until the next stage is triggered
Repeats every N (Days, Months, Years)
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Copyright (c) 2010 by West Monroe Partners, LLC. All rights reserved.
Example
Medical Procedure DocumentNeeds to be approved every yearAfter 10 years the procedure is no longer
validKept for 5 years after expiration
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Copyright (c) 2010 by West Monroe Partners, LLC. All rights reserved.
Retention Exemption
Set at the item levelExempt from any policy that may
apply to the itemWhen on hold, retention stops
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Copyright (c) 2010 by West Monroe Partners, LLC. All rights reserved.
Good Records Management is Key to Good eDiscovery and Evidence Management
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Copyright (c) 2010 by West Monroe Partners, LLC. All rights reserved.
eDiscovery
Zubulake Revisited – The Pension Committee of the University of Montreal Pension Plan, et al. v. Banc of America Securities, LLC, et al.
The court held that the “failure to issue a written litigation hold constitutes gross negligence because that failure is likely to result in the destruction of relevant information.”
The court reiterated the importance of preserving records of former employees that are in a party’s possession, custody or control. The court held that the failure to preserve such documents also supports a finding of gross negligence.
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Copyright (c) 2010 by West Monroe Partners, LLC. All rights reserved.
eDiscovery
To avoid a finding of gross negligence, a litigant must, at a minimum:
Issue a written litigation hold Identify the key players and ensure that their electronic and
paper records are preserved Cease the deletion of email and otherwise preserve the records
of former employees that are in a party’s possession, custody, or control
Preserve backup tapes when they are the sole source of relevant information or when they relate to key players, if the relevant information maintained by those players is not obtainable from readily accessible sources
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Copyright (c) 2010 by West Monroe Partners, LLC. All rights reserved.
Phillip M. Adams & Assoc., LLC v. Dell, Inc., 621 F. Supp. 2d 1173 (D. Utah 2009)
http://www.ediscoverylaw.com/2009/04/articles/case-summaries/reliance-on-employees-judgment-in-document-retention-policy-results-in-finding-of-culpability-for-spoliation-where-documents-were-not-preserved
/
Asus lacked a records retention program and technology to manage its records.
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Copyright (c) 2010 by West Monroe Partners, LLC. All rights reserved.
Discover and Hold Content
Managed at the site levelAdd items to hold
Keyword SearchManually
In Place or copy/move to remote hold location
Items can be placed on multiple holds
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Copyright (c) 2010 by West Monroe Partners, LLC. All rights reserved.
Download SPS2010 Now!
SharePoint 2010 DEMO Hyper-V Available Now http://bit.ly/9cFzvC
Copyright (c) 2010 by West Monroe Partners, LLC. All rights reserved.
Contact Info
Thank You
Coskun Cavusoglu | @coskunc
www.sharepointcoskun.com