Records Management features in SharePoint 2010: Part 1 – Introduction

Records Management features in SharePoint 2010: Part 1 – Introduction

As I’m doing a MSPUG session on Records Management this upcoming Tuesday, I thought I’d start a series of blogs on a preview of some of the new Records Management features in SharePoint 2010 that I’m going to be presenting.

To start with, I was able to pull up some statistics from the Association for Information and Image Management (http://www.aiim.org) on Records Management trends and industries [1].

Trends in Records Management

  • Paper records are still increasing in majority of organizations, but starting to show signs of decreasing
  • Electronic records are rapidly increasing
  • Electronic records seem to be less managed than paper records
  • More procedures are now being put in place to apply legal holds on relevant records in the event of a litigation and in response to new laws
  • It still takes a long time to find paper or electronic documents for the purposes of legal discovery and heavy reliance on IT to find the electronic documents
  • Many systems in use at these organizations have many content repositories that still do not have direct ability to declare records, retention and classifications

Primary Industries that are using Records Management (in order of %’age use)[1]

  1. Government & Public Services
  2. Finance, Banking & Insurance
  3. Utilities, Telecommunications, Oil & Gas
  4. IT & High Tech
  5. Manufacturing
  6. Healthcare
  7. Consulting Firms
  8. Charity & Not-for-Profits
  9. Education
  10. Pharmaceutical
  11. Professional Services & Legal
  12. Retail & Transportation

Primary Driving factors of Records Management

So what are some compelling reasons to pay attention to Records Management?

  1. Compliance with financial & legal standards
  2. Transparency
  3. Security for sensitive information
  4. Increase in operational efficiency

Microsoft’s Strategy for Records Management

In an interview by SPRM of Adam Harmetz, the Lead Program Manager for the SharePoint Document and Records Management engineering team at Microsoft [2], some items I have been able to derive on Microsoft’s strategy in terms of Records Management in SharePoint 2010 include:

  • Traditional regulatory frameworks provide comprehensive frameworks for Records Management programs but there’s been recent interest to implement ‘in place’ Records Management
  • The current trend that Document Management, Web Content Management, and Records Management systems are being seamlessly integrated together and increasing the need for an overall Information Management strategy
  • Microsoft has brought this fact to light and has listened to its customers as the new release of SharePoint 2010 provides customers with viable options that can enhance adoption and meet Records Management program objectives
  • With the launch of SharePoint 2010, many new out-of-the-box features have been included which can help enterprise organizations manage their information and compliance with a focus on usability and familiar features within the SharePoint platform

In the upcoming blog series, I will be talking about the following Records and Information Management features in SharePoint 2010.

The complete list of this series can be seen by the following links:

The complete list of this series can be seen by the following links:

1. Introduction
2. Document IDs
3. Managed Metadata Service (Term Store)
4. In-Place Records Declarations
5. Site Collection Auditing
6. Content Organizer
7. Compliance Details
8. Hold and eDiscovery
9. Content Type Publishing Hubs
10. Multi-Level Retention
11. Virtual folders and metadata based navigation
12. Scaling
13. Send To…
14. Document Sets

[1] http://aiimknowledgecenter.typepad.com/weblog/2009/11/electronic-records-management-trends.html

[2] http://sharepointrecordsmanagement.com/2009/12/16/sprm-speaks-with-adam-harmetz-of-microsoft

 

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