{"id":214,"date":"2012-03-01T10:15:59","date_gmt":"2012-03-01T10:15:59","guid":{"rendered":"http:\/\/www.redpointms.com\/blog\/?p=214"},"modified":"2012-03-01T21:26:02","modified_gmt":"2012-03-01T21:26:02","slug":"implementation-of-records-management-in-sharepoint-2010-is-not-trivial","status":"publish","type":"post","link":"http:\/\/www.rplead.com\/blog\/ecm\/implementation-of-records-management-in-sharepoint-2010-is-not-trivial\/","title":{"rendered":"Implementation of Records Management in SharePoint 2010 is not trivial"},"content":{"rendered":"

\"Decision\"<\/a>Records management implementation in SharePoint is not a trivial thing. I wrote about this on couple of occasions in the past. Earlier this week there was an interesting presentation from ARMA, expanding on some of these topics.<\/p>\n

First of all \u2013 SharePoint out-of-the-box implementation will provide only a partial and rather informal \u2013 records solution. Many people consider Department of Defense DoD 5015.2 records management requirements as an overkill. This might be true for most of non-governmental organizations, although ARMA identified that of 168 requirements in DoD 5015.2, at minimum 105 are considered as those that make system a robust records management application. SharePoint 2010 satisfies 72 of these requirements. That leaves gap of 33 requirements that needs to be addressed. There are two ways of doing this \u2013 getting SharePoint implementation customized or getting a third party add-ons to handle the records management. Both of the solutions have their own pros and cons related to costs, licensing, training and operational support requirements.<\/p>\n

Among the issues that need to be addressed are:<\/p>\n

–\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Centralized file plan, linked to a retention schedule. I wrote about this earlier \u2013 this requires usage of records center rather than in-place records management.<\/p>\n

–\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Securing, management and maintenance of the file plan by the records managers. This includes securing top levels of the file plan hierarchy but with ability to allow delegated departmental records clerks to create and maintain third level of subject and case file folders.<\/p>\n

–\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Proper disposition process \u2013 SharePoint OOTB handles automatic deletions, but disposition process needs to be customized, including records qualification, reviews, approvals, cutoff times, and records state status updates<\/p>\n

–\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Distinction between the subject records and the case file records. The significant difference between the two is related to the above process, where the entire content of the Document Set in case file record must be disposed at the same time, preventing the users from destroying the record partially.<\/p>\n

–\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Centralized management of Information Management Policies in SharePoint, due to required security levels. Information Management Gallery is not enough, and this also impacts ability to implement in-place records management, where control of these policies and maintenance of the security becomes quickly impractical.<\/p>\n

–\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Ability to monitor ingestion of records, their classification status, and retention events. This includes bulk uploads and changes to records metadata. Even on document level it is currently a huge pain in SharePoint.<\/p>\n

–\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 To manage the records across their lifecycle, proper metadata must be collected and updated along their way. The specific records related metadata needs to be defined and implemented during the rollout.<\/p>\n

–\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 MS Outlook integration with ability to declare emails with their attachments as records, and ability to add records specific metadata.<\/p>\n

In either case \u2013 customization of SharePoint or integration of third party add-ons requires lot of thought planning, and tough decisions making.<\/p>\n","protected":false},"excerpt":{"rendered":"

Records management implementation in SharePoint is not a trivial thing. I wrote about this on couple of occasions in the past. Earlier this week there was an interesting presentation from ARMA, expanding on some of these topics. First of all …<\/p>\n

Read more »<\/a><\/p>\n","protected":false},"author":3,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":[],"categories":[4,5,43,14,44],"tags":[24,40,9,41,8,25,20],"jetpack_featured_media_url":"","_links":{"self":[{"href":"http:\/\/www.rplead.com\/blog\/wp-json\/wp\/v2\/posts\/214"}],"collection":[{"href":"http:\/\/www.rplead.com\/blog\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"http:\/\/www.rplead.com\/blog\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"http:\/\/www.rplead.com\/blog\/wp-json\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"http:\/\/www.rplead.com\/blog\/wp-json\/wp\/v2\/comments?post=214"}],"version-history":[{"count":6,"href":"http:\/\/www.rplead.com\/blog\/wp-json\/wp\/v2\/posts\/214\/revisions"}],"predecessor-version":[{"id":222,"href":"http:\/\/www.rplead.com\/blog\/wp-json\/wp\/v2\/posts\/214\/revisions\/222"}],"wp:attachment":[{"href":"http:\/\/www.rplead.com\/blog\/wp-json\/wp\/v2\/media?parent=214"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"http:\/\/www.rplead.com\/blog\/wp-json\/wp\/v2\/categories?post=214"},{"taxonomy":"post_tag","embeddable":true,"href":"http:\/\/www.rplead.com\/blog\/wp-json\/wp\/v2\/tags?post=214"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}