Configuring in place records management sharepoint. If you are using either sharepoint server or an external document management system, you can plan and develop interfaces that move content from those systems to the records archive, or that declare a document to be a record but do not move the document. For example, in the uk the freedom of information act 2000 resulted in a working code or. Recordsmanagement addin, the start page displays the two scenarios that are available. Sharepoint server provides excellent support for the management of content throughout its entire life cycle. In sharepoint online, weve introduced using retention labels to declare content as records, which effectively replaces the need to use the records center.
Microsoft sharepoint online for office 365 microsoft press store. Portable and precise, this pocketsized guide delivers ready answers for the daytoday administration of sharepoint 2010. Search the capability to enable users to quickly and easily locate relevant content across sharepoint lists, sites and external systems, and other data sources, such as file shares, web sites, or lineofbusiness applications. Now, instead of sending a record to the records center, users can declare a record in place and have all of the informational management policies applied to it automatically. May 07, 20 managing physical records in sharepoint 2010 posted on may 7, 20 by andrew warland it is sometimes said by records managers that one of the drawbacks of sharepoint 2010 and sharepoint 20 is that it doesnt manage physical records, or at least not very well. If sharepoint is to be able to meet these requirements customization or third party records management solutions are needed. By using inplace records management, when you declare that a document is a record, it remains in the same location, but sharepoint server 2010 now manages it. Document management, records management, and sharepoint trends. Essential sharepoint 2010 overview, governance, and planning scott jamison susan hanley mauro cardarelli with contributions from chris bortlik and donal conlon upper saddle river, nj boston indianapolis san francisco.
Jul 27, 2011 sharepoint is a complex beast making it somewhat difficult to completely separate document management from records management when discussing features. Plan how content becomes records if you are using sharepoint server for both active document management and records management, you can create custom workflows to move documents to a records archive. It has been completely rewritten from the ground up. In addition, we have included a cloudshare demo environment that contains the information architecture ia discussed extensively in this book. Apr 18, 2016 i have written a number of posts already on how sharepoint is a perfect tool to store and manage documents. Mar 28, 2012 in arma internationals managing records in microsoft sharepoint 2010, mr.
I need to give a sharepoint 2010 training for end users who does not know sharepoint. Managing records in microsoft sharepoint, is available on the arma international bookstore. Out of the box sharepoint 2010 does not meet iso 15489 standard. The default for lists and libraries, however, is that the manual declaration of records is enabled when the feature is activated at the site collection level. It is sometimes said by records managers that one of the drawbacks of sharepoint 2010 and sharepoint 20 is that it doesnt manage physical records, or at least not very well. Bruce miller, managing records in microsoft sharepoint 2010, overland park.
Records management in sharepoint 2010 skyline technologies. Sharepoint 2010 onpremises farm and your sharepoint online deployment. May 24, 2012 in this session we will look at best practices in using sharepoint 2010 as a records management platform including case studies and demos of existing solutions and how to extend sp2010 as an application development platform, use of workflows, native sp2010 security and third party tools for federal clients. When documents require structured retention, records management is used to. In this presentation, simon covers the edrm functions of sharepoint 2010.
Provides the theoretical background of records management. In place records management is a new feature in sharepoint 2010. Content can be submitted to the records center through a web service by using the soap simple object access protocol or through email by using the smtp simple mail transfer protocol. The records center site template is similar to other sharepoint sites in that it serves as a general repository for documents and enables collaboration among site users.
In a records center, metadata attributes are recorded in such a way that every document in the center can potentially have a different set of metadata columns. Implementing sharepoint 2010 as a document and records. Records management in sharepoint 2010 early thoughts. Apr 09, 20 sharepoint 2007, was supposed to be records management ready, but required users to put all their records in a separate area the records center to manage them. Pdf forms let organizations easily automate processes and efficiently and accurately capture businesscritical data directly into content360. Recordsmanagement sample shows you how to use a providerhosted addin to control the inplace records management settings for a site or list. Document management planning sharepoint server 2010. Im trying to use the sharepoint records management tools to handle archiving of records. Exchange public folder migration to sharepoint with automatic metadata capture.
The authors of pro sharepoint designer 2010 are steve wright and david petersen. Information and records management in sharepoint an indepth. Pdf forms let organizations easily automate processes and efficiently and accurately capture businesscritical data. For that is there any documents or pdf files available which completely explains the sharepoint tutorial for free download. But moving forward, for the purpose of records management, we recommend using retention labels instead of the records center. Sharepoint server 2010 include document management, records management, and webcontent management.
Copy and move multiple files, with metadata, between sites collections, farms and office 365. It helps you to create a records management solution that is less complex and expensive, but more dynamic and userfriendly. Alphabetic filing rules are included, along with methods of storing and retrieving alphabetic, subject, numeric, and geographic records. Below is an explanation of some of the new records management capabilities in sharepoint 2010. Sharepoint 2010 sharepoint 2010 federal client infopath forms services provide viable option to fast custom solution use previous successful bing maps model with sharepoint 2010 dynamics crm app store ux scalable. Microsoft press books are available through booksellers and. This book brings together the worlds of records management and sharepoint. Reviews ways to enhance portals, collaboration sites, and management systems. Although sharepoint 20 did not incorporate a sweeping upgrade to records management such as microsoft presented with sharepoint 2010, it offers significant improvements in several areas.
Implementing sharepoint 2010 as a compliant information. Mar 26, 2014 sharepoint records management refers to the document management infrastructure of microsoft office sharepoint server moss. Newest recordsmanagement questions sharepoint stack exchange. How to implement document management system in sharepoint. Newest recordsmanagement questions sharepoint stack. One thing that stands out about the new features provided by microsoft for records management is their pervasive nature. Miller offers a mix of theoretical advice, practical application, metrics and project management guidance. You can also configure lists and libraries, so that all items added to them are automatically declared as records. Records management, 9e is a comprehensive introduction to the complex field of records management. Mar 01, 2018 records management in sharepoint server.
If youre using the records center, you can continue to use it alongside retention labels. Configure in place records management for a list or library. As the number of laws and severity of punishment governing records management continues to increase, it becomes even more paramount that organizations follow best practices for proper records management. Overview of records management in sharepoint server 2010. Records management in sharepoint online springerlink. The only book written about records management in sharepoint 2010 is a book about how to do custom development in order to adapt sharepoint for records management.
The pdf version uses embedded hyperlinks to help you. This groundbreaking book is the updated, revised edition of the previous book managing records in sharepoint 2010. Records management using sharepoint 2010 considerations. While in moss records management sort of sat off to the side with a connection only via the send to menu, in sharepoint 2010, records management functionality can be found sprinkled throughout the product. Using sharepoint 2010 as a records management system. With todays post, i would like to explain to you, my loyal blog reader, how to build a simple, but versatile document management system in sharepoint also known as sharepoint dms. Microsoft sharepoint and records management compliance. In a records center, metadata attributes are recorded in such a way that every document in the center can potentially have a. Records management on sharepoint the questions you should. Configuring in place records management in sharepoint 2010. In a recent uk government report entitled records management in sharepoint 2010. Office 365 office 365 has emerged as a third, fully cloudhosted model for sharepoint. Sharepoint server 2010 enterprise content management by todd.
Bruce miller is the founder of rimtech consulting and his book. If i go for microsoft they provide the option of video file only. It is too hard to implement true records management rm in sharepoint. This is intentional, because as you will soon learn, trying to achieve ecm by simply turning on and configuring sharepoint features is completely the wrong approach. If youre interested in building web sites using the new capabilities of enterprise content management ecm in sharepoint 2010, then this book is for you. This book is part of a set of four planning guides that provide comprehensive. Sharepoint 2010 is equipped to assist with document and records management by allowing you to assign additional context to documents metadata, allowing you to group documents that may be stored throughout your site as the same type of document content types, and assign consistent ways for these documents to be retained or deleted over time. Records management books meet your next favorite book. Take a look at the key document and records management features in sharepoint 2010 in just 10 minutes. The records center site template, however, is a preconfigured site designed specifically to help organizations implement their records management and retention programs. Sharepoint records management directly from office. Managing physical records in sharepoint 2010 records.
Administrators are responsible for the installation and configuration of the sharepoint 2010 servers that provide records management services to the enterprise. Sharepoint records management refers to the document management infrastructure of microsoft office sharepoint server moss. You will gain the skills to evaluate corporate records management best practices, and create a central records repository by designing sharepoint sites and metadata to manage records and migrate. It is worth noting that many of the concepts on which records management is based in sharepoint 2010 content types, document sets, routing rules, and the records centre are unique to sharepoint 2010 and hence.
Microsoft sharepoint server 2010 bible wiley online books. The book is available in pdf or hardcopy printed formats. Sharepoint does so much, it is almost impossible to define it in a few words. Although sharepoint 2010 has improved as a record management solution it still introduces challenges to organizations that are heavily regulated by governments and governing bodies. If records management on sharepoint is in your future, i highly recommend including this book on your list of must reads.
Planning guide for sites and solutions for microsoft sharepoint. Iso 15489 defines records management as a field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of. Microsoft sharepoint foundation 2010 and sharepoint server 2010 provide a collection of tools and services you can use to improve. Applies equally to sharepoint versions 20, 2016, and sharepoint online. Sharepoint server 2010 enterprise content management. This book shows how sharepoint can be a fullfledged records management system. One key element of the manual document upload is the process from the. You can configure records management settings to allow or prevent the creation of records within specific lists or libraries on a site. Pro sharepoint designer 2010 book is another designer book which will help you to learn how to use sharepoint designer 2010 to customize your sharepoint 2010 sites. But first, we need to clear up a commonly held misconception about sharepoint records management solutions which is that you need to use a records center. For example, in the uk the freedom of information act 2000 resulted in a working code or practice governing how records need to managed. Records management in sharepoint server microsoft docs.
In this sharepoint records management training course, you will learn to implement a records management strategy that meets your organizational needs. May 02, 2018 records management extensions sample sharepoint addin. By using inplace records management, when you declare that a document is a record, it remains in the same location, but sharepoint server 2010 now manages. To aid with records management, content360 and sharepoint utilize pdf forms to reduce much of the labor, cost, and risk that often comes with processing records. Youll discover how sharepoint 2010 spans rich document management, records management, business process management and web content management in a seamless way to manage and share content. It is the alternate option to hosting your own farm in your own onpremises data center. Records management on sharepoint the questions you. This article describes how to manage physical records in sharepoint 201020 using a list that includes barcodes. For a description of records management in sharepoint 2007 read these detailed blogposts from the microsoft uk sharepoint team. Sharepoint 20 and records management abel solutions. What i mean by document management system in sharepoint is metadata based document library where users can upload and tag documents, search based on keywords and tags and not worry whether they are accessing a duplicate or latest version of the file.
Sharepoint server 2010 enterprise content management by. In 2010, the sharepoint platform was enhanced to make it easier to create. Aiim research finds that n 57% of organizations use microsoft sharepoint for ecmdm, 31% consider it to be their main or only 10% ecmdm system. You can also use workflows designed in microsoft sharepoint designer 2010 to submit records to the records center. As sharepoint 2010s information architecture shows, content organiser can automatically populate a second records and lifecycle management driven file plan using metadata and other rules.
Download sharepoint 2010 books pdf free enjoysharepoint. Activate the inplace records management feature on the site collection in site settings, verify that you see record declaration settings under site collection administration using the ecm. Document ids can only be generated for documents and document sets not records in other formats, e. Managing physical records in sharepoint 2010 records about. It is worth noting that many of the concepts on which records management is based in sharepoint 2010 content types, document sets, routing rules, and the records centre are unique to. In microsoft sharepoint server 2010 you can manage records in an archive, or you can use inplace records management, managing records in the same document repository as active documents. It is a crm solution, a personal organizer, a shared calendar, a contacts database, an interactive web site, a document management system, a records management tool, a social networking platform, and so much more. Creating and managing records in the records center. However, this book will also be of value to records managers.
Issues with using sharepoint 2010 for records management. With businesses being exposed to increasing scrutiny regarding records management and regulatory compliance, its important that firms using sharepoint have confidence in its abilities. Additional configuration is required to generate identifiers that are unique across a. Hi i need to give a sharepoint 2010 training for end users who does not know sharepoint. A compliant records management program is necessary for organizations to proactively and progressively manage all data, media and information. Link with existing crm, line of business and document generation systems. Information management advice 22 records management using sharepoint 2010 considerations page 4 of 9. This book covers little advanced concepts not just the basic concepts. Hence implementing a records management solution typically depends on the organizations policies for managing information. Enterprise content management with microsoft sharepoint. Sharepoint provides the ability to manage records in place. Implementing sharepoint records management training.
Microsoft made sharepoint more of a retention tool with an interface that is familiar to sharepoint and it professionals than an rm solution whose interface is familiar to rm professionals. Get up to speed on the dynamic landscape of information and records management, focusing on the benefits and challenges of cloud and hybrid based solutions. Until you fully understand ecm, you dont stand a chance of making sharepoints features useful to deploy an ecm solution. Records management using sharepoint 2010 office of the state. Sharepoint 2010 best practices ebook by zubair alexander. Implementing sharepoint 2010 as a document and records management system posted on june 16, 2012 march 25, 20 by andrew warland there are several things that are worth asking or considering as a records manager or equivalent in a company that is. For example, sharepoint has been proven to be weak in the area of records management, capture, and workflow from an outofthebox perspective.
Featuring easytoscan tables, stepbystep instructions, and handy lists, this book offers the streamlined, straightforward information you need to solve problems and get the job donewhether at your desk or in the field. Feb 24, 2012 in microsoft sharepoint server 2010 you can manage records in an archive, or you can use inplace records management, managing records in the same document repository as active documents. Jul 25, 2014 take a look at the key document and records management features in sharepoint 2010 in just 10 minutes. Welcome improving information and document management with. Records management by judith readsmith, managing the crowd. Im on sharepoint online on a site that was migrated from 2010. Records management in sharepoint 2010 the national archives. Implementing records management in sharepoint 2010 file plan the file plan is the primary records management planning document in sharepoint server 2010.
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