In this presentation, simon covers the edrm functions of sharepoint 2010. Microsoft sharepoint and records management compliance. Bruce miller is the founder of rimtech consulting and his book. Microsoft sharepoint server 2010 bible wiley online books. This book is part of a set of four planning guides that provide comprehensive. 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. Records management in sharepoint online springerlink. It helps you to create a records management solution that is less complex and expensive, but more dynamic and userfriendly. Mar 01, 2018 records management in sharepoint server. You can also configure lists and libraries, so that all items added to them are automatically declared as records. 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.
Alphabetic filing rules are included, along with methods of storing and retrieving alphabetic, subject, numeric, and geographic records. The records center site template, however, is a preconfigured site designed specifically to help organizations implement their records management and retention programs. It is too hard to implement true records management rm in sharepoint. Sharepoint does so much, it is almost impossible to define it in a few words. Oct 08, 2012 in place records management is a new feature in sharepoint 2010.
Apr 18, 2016 i have written a number of posts already on how sharepoint is a perfect tool to store and manage documents. Administrators are responsible for the installation and configuration of the sharepoint 2010 servers that provide records management services to the enterprise. The book is available in pdf or hardcopy printed formats. 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. If sharepoint is to be able to meet these requirements customization or third party records management solutions are needed. Hi i need to give a sharepoint 2010 training for end users who does not know sharepoint. Sharepoint server 2010 enterprise content management by. Mar 26, 2014 sharepoint records management refers to the document management infrastructure of microsoft office sharepoint server moss.
If youre using the records center, you can continue to use it alongside retention labels. 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. 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. Below is an explanation of some of the new records management capabilities in sharepoint 2010. In sharepoint online, weve introduced using retention labels to declare content as records, which effectively replaces the need to use the records center. Creating and managing records in the records center. 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. Copy and move multiple files, with metadata, between sites collections, farms and office 365. For example, in the uk the freedom of information act 2000 resulted in a working code or practice governing how records need to managed. Document ids can only be generated for documents and document sets not records in other formats, e. 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. Sharepoint 20 and records management abel solutions.
This book brings together the worlds of records management and sharepoint. Microsoft sharepoint foundation 2010 and sharepoint server 2010 provide a collection of tools and services you can use to improve. May 02, 2018 records management extensions sample sharepoint addin. Im trying to use the sharepoint records management tools to handle archiving of records. Records management in sharepoint 2010 early thoughts. Microsoft sharepoint online for office 365 microsoft press store. In a records center, metadata attributes are recorded in such a way that every document in the center can potentially have a. Configure in place records management for a list or library. Miller offers a mix of theoretical advice, practical application, metrics and project management guidance. Records management books meet your next favorite book. Records management on sharepoint the questions you should. In place records management is a new feature in sharepoint 2010. 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.
The pdf version uses embedded hyperlinks to help you. In this sharepoint records management training course, you will learn to implement a records management strategy that meets your organizational needs. One key element of the manual document upload is the process from the. Managing records in microsoft sharepoint, is available on the arma international bookstore. 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. This book covers little advanced concepts not just the basic concepts. 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. This groundbreaking book is the updated, revised edition of the previous book managing records in sharepoint 2010. Configuring in place records management in sharepoint 2010. Additional configuration is required to generate identifiers that are unique across a. Take a look at the key document and records management features in sharepoint 2010 in just 10 minutes. 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.
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. Information and records management in sharepoint an indepth. How to implement document management system in 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. It has been completely rewritten from the ground up.
Newest recordsmanagement questions sharepoint stack exchange. Sharepoint 2010 onpremises farm and your sharepoint online deployment. Implementing sharepoint 2010 as a document and records. In 2010, the sharepoint platform was enhanced to make it easier to create. When documents require structured retention, records management is used to. Managing records in microsoft sharepoint collabware. Sharepoint server 2010 enterprise content management. Sharepoint server 2010 enterprise content management by todd. 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. You can configure records management settings to allow or prevent the creation of records within specific lists or libraries on a site. 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 considerations. Newest recordsmanagement questions sharepoint stack. 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. 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. In addition, we have included a cloudshare demo environment that contains the information architecture ia discussed extensively in this book. I found this for 2007 and this for 2010 both of these. 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. Implementing sharepoint 2010 as a compliant information. Sharepoint records management refers to the document management infrastructure of microsoft office sharepoint server moss. You can also use workflows designed in microsoft sharepoint designer 2010 to submit records to the records center. 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. 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.
If i go for microsoft they provide the option of video file only. Records management on sharepoint the questions you. Reviews ways to enhance portals, collaboration sites, and management systems. Download sharepoint 2010 books pdf free enjoysharepoint. 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. Recordsmanagement sample shows you how to use a providerhosted addin to control the inplace records management settings for a site or list. 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. But moving forward, for the purpose of records management, we recommend using retention labels instead of the records center. Planning guide for sites and solutions for microsoft sharepoint. 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. Records management in sharepoint 2010 skyline technologies. 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. 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. Sharepoint provides the ability to manage records in place.
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. 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. Issues with using sharepoint 2010 for records management. 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. It is the alternate option to hosting your own farm in your own onpremises data center. Bruce miller, managing records in microsoft sharepoint 2010, overland park. Managing physical records in sharepoint 2010 records about. Sharepoint records management directly from office. Document management, records management, and sharepoint trends. Provides the theoretical background of records management.
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. If records management on sharepoint is in your future, i highly recommend including this book on your list of must reads. Exchange public folder migration to sharepoint with automatic metadata capture. Enterprise content management with microsoft sharepoint. Records management with sharepoint 2010 and office 365. Pdf forms let organizations easily automate processes and efficiently and accurately capture businesscritical data. I need to give a sharepoint 2010 training for end users who does not know sharepoint. Pdf forms let organizations easily automate processes and efficiently and accurately capture businesscritical data directly into content360. Overview of records management in sharepoint server 2010. Jul 25, 2014 take a look at the key document and records management features in sharepoint 2010 in just 10 minutes. Records management using sharepoint 2010 office of the state. 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.
Portable and precise, this pocketsized guide delivers ready answers for the daytoday administration of sharepoint 2010. Information management advice 22 records management using sharepoint 2010 considerations page 4 of 9. Applies equally to sharepoint versions 20, 2016, and sharepoint online. This article describes how to manage physical records in sharepoint 201020 using a list that includes barcodes. Document management planning sharepoint server 2010.
Using sharepoint 2010 as a records management system. 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. 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. The authors of pro sharepoint designer 2010 are steve wright and david petersen.
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. For example, sharepoint has been proven to be weak in the area of records management, capture, and workflow from an outofthebox perspective. 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. A compliant records management program is necessary for organizations to proactively and progressively manage all data, media and information. Managing physical records in sharepoint 2010 records. Recordsmanagement addin, the start page displays the two scenarios that are available. Sharepoint server 2010 include document management, records management, and webcontent management. 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. With businesses being exposed to increasing scrutiny regarding records management and regulatory compliance, its important that firms using sharepoint have confidence in its abilities. Records management by judith readsmith, managing the crowd. Implementing records management in sharepoint 2010 file plan the file plan is the primary records management planning document in sharepoint server 2010. Records management in sharepoint 2010 the national archives.
Records management, 9e is a comprehensive introduction to the complex field of records management. Jul 27, 2011 sharepoint is a complex beast making it somewhat difficult to completely separate document management from records management when discussing features. Configuring in place records management sharepoint. However, this book will also be of value to records managers. 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. This book shows how sharepoint can be a fullfledged records management system. Welcome improving information and document management with.
Sharepoint server provides excellent support for the management of content throughout its entire life cycle. Sharepoint 2010 best practices ebook by zubair alexander. Hence implementing a records management solution typically depends on the organizations policies for managing information. One thing that stands out about the new features provided by microsoft for records management is their pervasive nature. A record, in a nutshell, is a piece of content with its associated metadata that serves as evidence of an activity and, therefore, requires special treatment, such as distinct security and storage considerations, dedicated routing rules, and retention for a certain period. Office 365 office 365 has emerged as a third, fully cloudhosted model for sharepoint. 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. In a recent uk government report entitled records management in sharepoint 2010. 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.
For a description of records management in sharepoint 2007 read these detailed blogposts from the microsoft uk sharepoint team. Mar 28, 2012 in arma internationals managing records in microsoft sharepoint 2010, mr. 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. 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.
Microsoft press books are available through booksellers and. Out of the box sharepoint 2010 does not meet iso 15489 standard. For example, in the uk the freedom of information act 2000 resulted in a working code or. 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. Im on sharepoint online on a site that was migrated from 2010. Link with existing crm, line of business and document generation systems. 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. 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. For that is there any documents or pdf files available which completely explains the sharepoint tutorial for free download. They create the web applications and the records center site and configure the connection to the official file that lets users submit documents to the records center. 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. Records management extensions sample sharepoint addin. It is engineered to archive data that is no longer needed for daily enterprise processing.
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