Managing Records in SharePoint Step 1: Develop Retention Rules that Work

Becky Bertram MVP – Microsoft Most Valuable Professional Independent SharePoint Consultant Marty Hansen CIPP/IT EVP Professional Services | Jordan Lawrence speakers

| Legal accepts | Business understands | You can implement file plan with retention rules

| PURGE OBSOLETE INFORMATION | REDUCE STORAGE COSTS | DECREASE RISK | POLICIES | LAWS | RETENTION STANDARDS | CUT DISCOVERY COSTS | REDUCE STORAGE COSTS | IMPROVE EFFICIENCY | DECREASE RISK | FIND RECORDS | CUT DISCOVERY COSTS | IMPROVE EFFICIENCY Compliance Visibility Eliminate Data primary objectives

| Easy to use | Little to no additional cost | Facilitates retention and workflows why sharepoint?

SharePoint the catch

Create taxonomies by working with business people to organize documents and naming standards to drive productivity. Gartner, Inc. file plan / taxonomy

Retention What Where “SharePoint File Plan” know your information

Who do you talk to? What questions do you ask? How do you set standards? ? ? ? ? ? ? ? ? ? ? where do you start?

Human Resources | Accounts Payable | Marketing | Finance Audit | Fixed Assets | Sales | IT | Customer Service | Security Quality | Shipping | Facilities | Logistics | Technology Accounts Receivable | Benefits | Payroll | Employee Services Risk Management | Compliance | Legal | Tax | Human Resources Charitable Foundation | Corporate Communications standards for business

Applicant Tracking | Audit Reports | Banking Records | Claims Files Benefit Filings | Budget Records | Direct Mail | Compliance Records Competitor Information | Contracts | Customer Information General Ledger Records | Nonperforming Assets | Payroll Records Order & Shipment Records | Advertising Records | Agency Contracts Billing Statements | Brand Strategy | Brochures | Direct Mail | Forecasts Intellectual Property Records | Marketing Research | Pricing Data Public Relations Records | Trend Analysis | Vendor Contracts Pricing Agreements | Property Tax Returns | Pension Records Corporate Security Records | Fraud Files | Risk Rating Analysis recognizable record types

MEDIA | Paper | | Unstructured | Paper | Applications STORAGE LOCATIONS | PSTs | Forward to Personal Laptop Hard Drive | External Hard Drive | Flash Drives VERSIONs | Official Version | Convenience Copy RETENTION | Business Needs | Current Retention | Industry Standards | Best Practices | Regulatory Requirements record type profiles

From the SDK: An information management policy is a set of rules that govern the availability and behavior of a certain type of important content. Policy enables administrators to control and evaluate who can access information, how long to retain information, and how effectively people are complying with the policy. what is an information policy?

Expiration/Retention Policies Auditing Bar Codes Document Labels Custom policies, such as preventing employees from printing documents to printers types of information policies

In order for retention policies to be applied at the library level, the Site Collection Feature called Library and Folder Based Retention must be activated Policies can be applied to Document Sets and Records as well if the Document Sets and In Place Records Management features are activated at the Site Collection level site collection features

One policy can have multiple policy items, with each item mapping to a type of policy functionality. For example: Policy A has a policy item for document expiration and another policy item that enables auditing. You can assign a single policy to a content type, whether you’re assigning the policy to a content type defined in a site collection or in a library. A Site Collection has a collection of policies. These pre- configured policies can be applied to content types or libraries. policy framework

A library can either be assigned a single policy or each of the content types in that library can have a policy assigned to them Unlike most content type properties, policies can not be defined in both the site collection and at the library level. It’s one or the other. policies and libraries

Policy: Created +1 Year Site Collection Policies Site Collection Content Types Project Timeline Policy: Created +1 Year Project Deliverable Policy: Modified +1 Year Project Documents Library Content Types Project Timeline Policy: Created +1 Year Project Deliverable Policy: Modified +1 Year Project Scope Policy: Created +3 Years (No policy) Project Scope Project Documents Library Content Types Policy: Created +5 Years Project Timeline Policy: Created +5 Years Project Deliverable Policy: Created +5 Years Project Scope Policy: Created +5 Years policy definition levels

It’s possible to exempt a particular document in a library from the active retention policy policy exemption

If you change a retention policy, all the items that use that policy will immediately reflect the changed policy updating policy