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Records Management using SharePoint

Records Management using SharePoint. Ed Hild, MTC Architect Microsoft Technology Center. About Me. Technology Architect at the Microsoft Technology Center in Reston VA Work with enterprise federal, healthcare, education, and mid- atlantic customers

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Records Management using SharePoint

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  1. Records Management using SharePoint Ed Hild, MTC Architect Microsoft Technology Center

  2. About Me • Technology Architect at the Microsoft Technology Center in Reston VA • Work with enterprise federal, healthcare, education, and mid-atlantic customers • Author of 3 SharePoint Developer books from Apress • SharePoint Insider, an extension of the SharePoint product team • World-wide conference speaker on a variety of Microsoft technologies

  3. Why Should You Be Listening? • Most of What I am talking about you probably already own • SharePoint 2010/2013 Standard • On-premises and Office 365 • Lots of lessons learned from working with customers • It is not always about technology • Strategy • Policy • Questions

  4. What is a record?

  5. How does something become a record?

  6. Using the Ribbon Workflow creating records Declare Record action in SPD

  7. Where are records?

  8. In Place Archive • Works best in well established sites (e.g. knowledge management repositories) • Records are actively used and sit alongside non-records • Requires tight integration between RM team, IT, and content stewards • Centralized vault ingests less managed content • More traditional; easier to implement hierarchal file plan • Provides one centralized view and location for all records across enterprise

  9. Are there different types of records?

  10. What are the policies for records?

  11. What about metadata?

  12. Who manages records?

  13. What is the anticipated volume of records?

  14. How do I meet Dept of Defense 5015 compliance?

  15. Gimmal Company Facts • Enterprise Content & Records Mgmt. Experts • Content and Records Management Specialists • Thought Leadership & Microsoft Gold Certified • Strong Proponents of The Information Lifecycle Model • How We Got Here • Founded 2002 - Trusted Advisors on large ECM programs for Fortune 200 & Government • Experienced implementing various ECM Solutions • Performed GAP Analysis on design for SharePoint 2010, took up the challenge of DoD5015.2 certification • GimmalSoft Created as New Product Division • Leverage knowledge and experienceof Gimmal • Solutions for Compliance for DoD5015.2 • Solutions to connect SharePoint to SAP • Solutions to Connect SharePoint to Iron Mountain

  16. Paul Giles, PMP Federal Director GimmalSoft mwoodworth@adlibsoftware.com 703-851-7395 www.gimmalsoft.com

  17. What about file formats of records?

  18. PDF/A and Adlib Reducing the Risks and Costs Associated with Long-Term Archiving • PDF/A the ISO standard for long term archiving • 100% self contained file format • Adlib provides a rich implementation of PDF/A • Unique features: • PDF to PDF/A ‘Repair’ • Validation Tools: impressive 99% success rate! • Active member of the PDF/A Competence Center

  19. Matthew Woodworth Regional Manager, Public Sector mwoodworth@adlibsoftware.com 613-218-6778 www.adlibsoftware.com

  20. How do I discover content as a result of an audit, legal case, formal request, etc?

  21. Demo: eDiscovery Legal can create discovery sets for in-place preservation View in-place hold stats in real time Create queries to trim down content required for analysis or export

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