Search Results for: Records-Management-features-in-SharePoint-2010--Part-4-–-In-Place-Records-Management

Introduction to SharePoint 2013 Records Management

SharePoint 2013 has added on and improved on many of the features for Records Management including: Improvements on most of the SharePoint 2010 features (detailed at the bottom of this post) plus: Unified eDiscovery & Holds Site Policies for Closure and Deletion Site Mailbox To the Cloud…. Main focus for Microsoft with 2013 Majority of the new and existing Records Management (and other IM) features have feature parity with Office 365! As part of a few talks I’ve done lately…

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Records Management features in SharePoint 2010: Part 14– Document Sets

Overview Document sets are a group of related documents that can be packaged together and then managed as a single entity. [1] Think zip or compressed folder but they are not actually compressed and not considered a folder. Used to manage multi-document work products.  For example, an RFP or RFP Response might be composed of many documents, like spreadsheets, appendices, etc…  You might want to group these together as one entity rather than in a folder. SharePoint allows you to:…

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Records Management features in SharePoint 2010: Part 13– Send to connections

Overview “Send to” ECB (edit control block or dropdown) menu option can be customized to send documents to multiple records management centers, not just one like SharePoint 2007. It can now do more than just copy a document (like in SharePoint 2007), it can now: Move the document Copy the document Move the document and leave a link to it so it is still accessible from original library It’s configured in Central Admin –> General Application settings –> Configure Send…

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Records Management features in SharePoint 2010: Part 12– Scalability and Performance

Overview Think scalability and performance first! Invest time performing an in-depth current content inventory of Records (are we looking at terabytes?) What are your growth estimates for the size of your electronic record inventories? Large collections of Records require careful planning on numbers and locations of content databases, site collections, sites and document libraries in relation to the file plan Bottom Line: Invest time in planning the SharePoint Logical Architecture for your Records Center Some more thoughts: Try and limit…

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Records Management features in SharePoint 2010: Part 11 – Virtual folders, Folder inheritance and metadata based navigation

Overview Metadata Inheritance In previous versions of SharePoint, folders had no function other than to act as containers. You couldn’t pass values to their contents or add any help to browsing and searching other than their names In SharePoint 2010, Documents and subfolders inherit metadata from their parent folder making it easier to find documents when metadata is automatically added, instead of forcing users to add the same value over and over to the  documents or list items they just…

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Records Management features in SharePoint 2010: Part 10 – Multi Level Retention

Overview Multiple stage retention policies allow specification of the entire lifecycle of a document as one policy (e.g. review Contracts every year, and delete after 7 years) Sarbanes–Oxley Act of 2002 requiring records to be kept for a certain amount of time and you can set review periods for records in between the time they are declared and when they are destroyed SharePoint 2010 has the ability to create hierarchal folder structures and manage retention at each folder within the…

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Records Management features in SharePoint 2010: Part 9 – Content Type Publishing Hubs

Content Type Publishing Hub is a new feature in SharePoint 2010 whereby it allows a SharePoint administrator to have a central location where they can manage and publish content types from across all their SharePoint web applications Other web applications can subscribe to the content type publishing hub and pull down published content types from the hub and receive updates on the published content types Activated as a Site Collection Feature: Enable-SPFeature -id ContentTypeHub -url “<site collection url>” Notice how…

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Records Management features in SharePoint 2010: Part 8 – Hold and eDiscovery

New feature in SharePoint 2010 whereby the use of electronic discovery allows records managers to find and lock down content related to tracking external actions like litigation, investigation or audit For example, if a company is sued about how they use the word “eDiscovery”, the Records Manager needs to find and process all content that contains the words “eDiscovery” or “electronic discovery” Allows discovery of documents by all metadata associated with the document and automatically places them “on hold” and/or…

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Records Management features in SharePoint 2010: Part 7 – Compliance Details

A new feature in SharePoint 2010 is that all SharePoint list items and library items now have Compliance Details settings which indicate all the important business information about the document They are located in the ECB drop down menu (Edit Control Block)   These settings allow SharePoint administrators to ensure all information about the record in one place including: Viewing name, content type and folder path of document Viewing any retention policies on the document (and their recurrence) Exempting documents…

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Records Management features in SharePoint 2010: Part 6 – Content Organizer

Overview In SharePoint 2007, content organization was largely a matter of upload decisions based on the individual Administrators could help guide, but ultimately, was up to contributors to decide where the content ended up New Content Organizer in SharePoint 2010 allows routing decisions to be centrally organized This feature takes the decisions out of the hands of users and ensures that items are well organized Users are guided to enter the appropriate metadata rather than being allowed to dump documents…

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