Records Management Strategies in SharePoint 2010 #SPC09

Session notes from SharePoint Conference 2009:

• Key Tenants of Records Management in SharePoint 2010: Integrated governance across variety of SharePoint objects, familiar and easy to use, and flexible.
• Records Management feature Set: Recordization, eDiscovery and hold, auditing and recording, and retention and expiration. See feature set slide for detail of "what's new in 2010."
• Business problem #1: Preparing for Litigation and eDiscovery
• Recommendation: Use the same search technology for enterprise search and eDiscovery.
  The custodian approach to eDiscovery does not work well with collaborative content. You cannot assume that all relevant content will be created/edited by custodians.
• Create retention stage policies within SharePoint 2010 that govern end-to-end life cycle of documents within a library.
• New Hold and Discovery settings are available on any list/library.
• You can keep hold documents in their native store or move them to a special repository for documents with a hold.
• Audit reports provide clear and detailed history of who has accessed a document, and when.
• Microsoft doesn't claim to provide deep eDiscovery forensic analysis with SharePoint 2010.
• There are also retention and discovery features integrated within Exchange.
• Business Problem #2: Protecting the most important data in the enterprise.
• Visual queue signals documents within a library that have been marked as a record.
• Managed records provide a limited set of feature options to the user in the ribbon menu.
• Even pages in a wiki and posts in a blog can be marked as business records. They do not need to reside in Records Center.
• Create a workflow that automatically declares and classifies records. Requires SharePoint Designer.
• The home page of Records Center is a tool for records managers.
• The Content Organizer is a set of rules that the records manager sets up. It uses document metadata, including content types, to determine how to apply the file plan. Rule hand priorities to avoid conflicts.
• The Content Organizer rules can be used to mine SharePoint sites for documents that meet rule criteria, and mark and move the record, or a link to the record, to the Records Center.
• Site and document content types are a critical component to successful auto-classification.