SharePoint 101 / Records Management

1. SharePoint 101 / Records Management Hassan Thomas ARMA Chattanooga Chapter April 8, 2008

2. Agenda SharePoint 101 • High level overview of SharePoint • Differences between • Microsoft Office SharePoint Server (MOSS 2007) • Windows SharePoint Services (WSS) • Records Management • Q & A

3. Agenda • Introductions / Overview • SharePoint 101 • High level overview of SharePoint • Differences between • SharePoint Portal Server (SPS) • Windows SharePoint Services (WSS) • Records Management • Q & A

4. What is SharePoint?? • SharePoint is an enterprise information portal, from Microsoft, that can be configured to run Intranet, Extranet and Internet sites.  Microsoft Office SharePoint Server 2007 allows people, teams and expertise to connect and collaborate.  A SharePoint enterprise portal is composed of both SharePoint Portal and Windows SharePoint Services, with SharePoint being built upon WSS.  WSS is typically used by small teams, projects and companies.  SharePoint Server is designed for individuals, teams and projects within a medium to large company wide enterprise portal.

5. SharePoint Feature Areas Business Intelligence Collaboration Portal Docs/tasks/calendars, blogs, wikis, e-mail integration, project management “lite”, Outlook integration, offline docs/lists Server-based Excel spreadsheets and data visualization, Report Center, BI Web Parts, KPIs/Dashboards Platform Services Rich and Web forms based front-ends, LOB actions, pluggable SSO Enterprise Portal template, Site Directory, My Sites, social networking, privacy control BusinessForms Workspaces, Mgmt, Security, Storage, Topology, Site Model Content Management Search Enterprise scalability, contextual relevance, rich people and business data search Integrated document management, records management, and Web content management with policies and workflow

6. Microsoft’s tiered packaging Search Data integration e-Forms Data mgmt & reporting Office SharePoint Server Enterprise CAL Business application data InfoPath Forms Services:Mgmt, publishing, pro-cess creation and completion Excel services: Spreadsheet publishing and calculation Report center Business data library Web part integration Workflow Document & Web content management Site model, security, & management Extensible and customizable search of enterprise content People and expertise search Office SharePoint Server Standard CAL OOB workflows and reporting for ECM Policy management Auditing Records management Personalization Deployment Site manager Windows Workflow Foundation Admin and deployment Status and history Framework: repository, versioning, metadata Basic document management Project mgmt Team collab. Windows SharePoint Services* Issue tracking applications Project workspaces Workspaces and tools Blogs Site and role management infrastructure Text search of team sites Source: Microsoft *Windows Server CAL

7. Microsoft’s ECM platform Microsoft Office client applications Microsoft SharePoint portal Web services User interfaces Collaborative document management Records management Web content management E-forms management Office SharePoint Server 2007 ECM suite components Excel services Slide library Library services Workflow Search Office SharePoint Server 2007 Core ECM services Security Metadata Policy management Information rights management Windows SharePoint Services Content Repository

8. Agenda • Introductions / Overview • SharePoint 101 • High level overview of SharePoint • Differences between • Microsoft Office SharePoint Server (SPS) • Windows SharePoint Services (WSS) • Records Management • Q & A

10. Windows SharePoint Services 2003

11. Managing Content • Similar in SPS and WSS • Create • Document Libraries • Picture Libraries • Lists • Discussion Boards • Surveys • Web pages • Easy to manage

12. Designing a Page / Site • Similar in SPS and WSS • Utilizes Web Parts • Web parts are web modules that content data / functionality • Drag and drop • Can be custom developed to perform functionality that isn’t out of the box

13. Document Libraries • Store documents online • Versioning • Check in / out • Alerts • Metadata (additional columns)

14. Lists • Many basic lists out of the box • Links • Events • Tasks • Can create custom lists • Spreadsheet view • Alerts • Multiple views • Grouping • Filtering • Sorting

15. Agenda • Introductions / Overview • SharePoint 101 • High level overview of SharePoint • Differences between • Microsoft Office SharePoint Server (SPS) • Windows SharePoint Services (WSS) • Records Management • Q & A

17. Agenda • Introductions / Overview • SharePoint 101 • High level overview of SharePoint • Differences between • Microsoft Office SharePoint Server (SPS) • Windows SharePoint Services (WSS) • Records Management • Q & A

18. Content… • Collaborative Spaces • Ability to Declare & Classify Items as Records • Method to manage life-spans for collaborative non-record content • Record Spaces • Record File Plan & Metadata Schema • Retention Schedules • Hold Orders • Audit Trails and Reports • A mechanism for accepting records declared in collaborative spaces in a way that ensures that they fit into the record space’s file plan & metadata schema

19. Policies toaudit and expire information Declared records sent to the Record Center Serverside IRM Managing collaborative spaces Office SharePoint Server Content Types to classify content Claims Sales Employment Contracts Asia Pacific Region

20. Content Type = Record Type Classified by users before being declared a Record! • Metadata • Workflow • Template • IRM • Information Management Policy

21. Enterprise Content Management Capturing rich metadata on the Office client Customizable document information panel based on InfoPath technology Define required metadata in content type definition Capture meta data as part of authoring process

22. Records Center Configure policies as per retention schedule Mortgage Contracts Financials Asia Pacific Region Configure repository as per file plan Physical Assets Records Manager Record Center Web Services Interface Send To…

23. Records Repository Claims Sales Controls Employment 11/8/08 Asia Pacific Region Override Expiration Policy Search for records to Hold Hold Orders Hold order overrides retention policy when facing litigation Litware Inc. HOLD Sr. Attorney Attorney

24. Agenda • Introductions / Overview • SharePoint 101 • High level overview of SharePoint • Differences between • Microsoft Office SharePoint Server (SPS) • Windows SharePoint Services (WSS) • Records Management • Q & A

25. Summary Records Management • A Records Repository site provides archiving support for companies that are required to keep certain types of business documents as official records of the company’s activities • Help meet regulatory requirements through comprehensive control over content. By specifying security settings, storage policies, auditing policies, and expiration actions for business records in accordance with compliance regulations, you can help ensure your sensitive business information can be controlled and managed effectively. And you can reduce litigation risk for your organization. Tight integration of Office SharePoint Server 2007 with familiar desktop applications means that policy settings are rendered onto client applications in the Microsoft Office system, making it simpler for employees to be aware of and comply with regulatory requirements.

26. Resources • Microsoft Records Management Team Blog • http://blogs.msdn.com/recman/archive/2006/09/12/750034.aspx • Introduction to Windows SharePoint Services 3 and Office SharePoint Server 2007 • http://www.slideshare.net/Magganpice/introduction-wss-3-and-moss-2007 • Enterprise Content Management with SharePoint Server 2007 • http://office.microsoft.com/en-us/sharepointserver/HA102500981033.aspx • MOSS WSS Components Architecture in a single diagram • http://sharenotes.wordpress.com/2008/02/26/moss-wss-components-architecture-in-a-single-diagram

27. For more information Hassan Thomas Technical Consultant Access Sciences Corporation hthomas@accesssciences.com (713) 448-0819 direct www.accesssciences.com