What works, what doesn’t?

2 | SharePoint Saturday St. Louis 2014

3 | SharePoint Saturday St. Louis 2014

4 | SharePoint Saturday St. Louis 2014 Define and Enforce compliance Preserve a corporate “memory” Fosters a professional image Business Benefits: Reduces storage costs Reduces the effort Reduces eDiscovery costs Cost Benefits Continuity of RIM during disasters Recovery of records, their history and audit information IT Benefits Enforce compliance of standards and authorities Demonstrate compliance to legal authorities Legal Benefits

5 | SharePoint Saturday St. Louis 2014 Organizations double amount of data they store each year Data Growth The more data you keep, the greater the risk of information breach Information Breach More data you keep - the harder it is to find The more data you keep - the harder it becomes to analyze Noise Opponents discovering information that could have been destroyed can cost millions of dollars. Error in obsolete data are prone to penalties Legal Costs Moore’s Law Data is useless if it can’t be analyzed Local company fined for old accounting data

8 | SharePoint Saturday St. Louis 2014

9 | SharePoint Saturday St. Louis 2014

“By failing to prepare, you are preparing to fail.” - Benjamin Franklin

11 | SharePoint Saturday St. Louis 2014

13 | SharePoint Saturday St. Louis 2014 Use Excel Spreadsheet Use SharePoint List Record Managers need File Plan Management Location Based for Homogenous environments Content Type Based for Heterogeneous environments Taxonomy Structure

14 | SharePoint Saturday St. Louis 2014 Only possible if similar information is stored together Find information by browsing Find information by browsing

15 | SharePoint Saturday St. Louis 2014 Crucial in heterogeneous environment Find information By searching Find information By searching

16 | SharePoint Saturday St. Louis 2014 Records CenterIn Place Record StatusGood for archive and in- active records Good for active and collaborative information SecurityRecords are kept separate and secure Information is secured while active AccessibilityGood when only Records Managers access Good when teams still need access VersionsFinal version is a recordAll versions are records Policies are driven byUsually by locationUsually by Content Types AdministrationHarderEasier

17 | SharePoint Saturday St. Louis 2014 Taxonomy is not generated from File Plan Changing File Plan does not change taxonomy No help in understanding regulations and laws

19 | SharePoint Saturday St. Louis 2014

20 | SharePoint Saturday St. Louis 2014 Drop Off Libraries Route content based on Metadata Metadata foldering (great for handling case type files)

21 | SharePoint Saturday St. Louis 2014 Location based classification Drag and drop on browser Drag and drop using Synced Libraries (also SkyDrive Pro) Upload from library

22 | SharePoint Saturday St. Louis 2014 No Automatic Document Classification Metadata Extraction Classification for Content Types No Classification Move to SharePoint? Leave in Exchange?

24 | SharePoint Saturday St. Louis 2014 File Plans should include a cutoff event, retention period and disposition information

25 | SharePoint Saturday St. Louis 2014 Assigning policies per Content Type or Location Temptation Recommended Site Retention Close and Delete Sites based on rules

26 | SharePoint Saturday St. Louis 2014 No Case Based Retention Need to dispose all related document (ex. Employee Files, Tax Records, Loan Files) No Event Based Retention Required for cases Date column retention is not enough Custom policies require experienced developer

28 | SharePoint Saturday St. Louis 2014

29 | SharePoint Saturday St. Louis 2014 Recycle Bin Permanent (but not forensic) Deletion of content Also Exchange Mailboxes Deletion of entire sites Transfer to other SharePoint locations

30 | SharePoint Saturday St. Louis 2014 No Review and Approval features Custom workflow required Forensic destruction SQL data? SkyDrive Pro Data? Is this important to your organization?

32 | SharePoint Saturday St. Louis 2014

33 | SharePoint Saturday St. Louis 2014 Content Auditing

34 | SharePoint Saturday St. Louis 2014 Difficult to impossible to analyze Excel Export No cubes or custom reporting No way to determine accuracy Classification accuracy Records declaration accuracy Disposal accuracy

37 | SharePoint Saturday St. Louis records only Not for active or non-record s Moving records to SharePoint Automatic (Third Party) Drag and Drop (Limited) Move in Outlook (Third Party)

38 | SharePoint Saturday St. Louis 2014 Retention for all messages on a mailbox 2010 and newer Custom retention for specific locations 2010 and newer Message classification (2013 and Online) In-Place Legal Holds 2010 used deleted or modified dates 2013 can use receive date In-Place Archiving Eliminates PST (Good for compliance)

39 | SharePoint Saturday St. Louis 2014 Call to action…

41 | SharePoint Saturday St. Louis 2014 Do you need paper? When you store paper consider…

42 | SharePoint Saturday St. Louis 2014 Organization Libraries and folders can match physical locations By Record Type By Date (typically year) Organizational/Departmental Content Types Rarely homogeneous Use when possible

43 | SharePoint Saturday St. Louis 2014 No integration into commercial records centers Iron Mountain Recall The File Room No tracking No auditing Check In/Out not a solution No file requests/fulfillment Barcodes and Labels Built for electronic documents

45 | SharePoint Saturday St. Louis 2014

46 | SharePoint Saturday St. Louis 2014 Classification is key In-Place Holds (Records Center not necessary) eDiscovery Center Record Centers

48 | SharePoint Saturday St. Louis 2014 Courts decide what is discoverable Create and publish a File Plan Create and publish information handling policies Get key personnel on board Be prepared to hold information before eDiscovery Best defensive tactics

49 | SharePoint Saturday St. Louis 2014 Site Collection Single place to collect information Automatically places Legal Holds Ability to export data Integration with Microsoft Exchange Enterprise wide searching eDiscovery Center Site Template Basic search and hold Record Centers

50 | SharePoint Saturday St. Louis 2014 What about your other information? Unstructured Data can be difficult to search Conversion to usable formats

54 | SharePoint Saturday St. Louis 2014 #1 - Build File Plan Where information is stored Where information comes from What is a record and when to declare them Handle non-records #2 - Implement File Plan Create taxonomy Publish File Plan #3 - Start collecting and classifying information #4 - Monitor your success

55 | SharePoint Saturday St. Louis 2014 Classify information Create an easy interface for searching Without this your business will not be efficient 1 st, Physical 2 nd, SharePoint 3 rd #1 - Make sure you can find what you’re looking for Lock records (declare) Create a file plan/retention schedule Without this you are risking spoliation fines (ignorance won’t fly in court) #2 - Make sure you keep records long enough Approve and destroy records when it’s legally possible #3 - Destroy records when legally possible Networks Shares, IM, Social Networks, Mobile Devices #4 – Start considering your other information

Chris

57 | SharePoint Saturday St. Louis 2014

58 | SharePoint Saturday St. Louis 2014

59 | SharePoint Saturday St. Louis 2014 Thanks to Our Sponsors!