For many years Records Management has been built around records retention schedules, File Plans, Records Declaration, and so on
Standard ECM Information Architecture SharePoint Information Architecture Folder Based Structure Site / Library Based Structure Information Management Policies Implemented on Folder Levels Information Management Policies Applied On Hierarchical Structures Called Content Types Metadata Standardized on Folder or Category Metadata Standardized on Content Types Records Declaration As Manual Process Records Declaration As Manual or Automated Process The structure of information is fundamentally different: ECM System > Nested Folders > Content SharePoint > Site Collection > Site > Library > Content Types / Folders / Content The application of policies is fundamentally different and how we perform the operations of a content or records management system are completely different
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To some, the solution is all about records declaration. If we train our staff enough and drill into their brains “risk reduction, risk reduction, risk reduction,” they’ll magically become records managers and declare and place information under retention (yeah, keep dreaming)
CONTENT GOVERNANCE CLASSIFICATION GOVERNANCE Site Provisioning & Disposition Metadata (Columns) Standardization Library & List Standards File Plan Application Establishing Site Templates Setting Up Consistent Classification Automating Records Declaration Defining Points of Divergence For Properties Use of the Managed Metadata Service & Content Type Hub 3
Check out the ways in which record libraries differ from document libraries and how in-line record declaration works. If you don’t want to get that close to SharePoint, then make sure you bring someone who does onto your project
The art of speaking up to the lyrics, but not past them, is called hitting the post . Records declaration is the same principle
For those of us that have reviewed NARA’s draft bulletin “Guidance on a New Approach to Managing Email Records” (available at NARA Capstone Draft ), we’ve seen a glimpse of what may be the future of email records management, for large agencies anyway — and it may...
4 Comments - Your Capstone-plus concept is good thinking, particularly in your example which may be an least-invasive way of involving users in email record declaration that also complements their normal business process
Federal Public Sector, Education, & Healthcare, Concept Searching ( www.conceptsearching.com ) With Concept Classifier for SharePoint 2010, records professionals can align metadata to records retention codes and instantly synchronize these “records declaration and tagging” business rules to the SharePoint 2010 Term Store
Document Management Check In / Check Out Versioning Comparison Managed Metadata Structured Folksonomy Content Types and Site Columns Metadata Navigation Folder Structure and Filtering Item Permissions Document ID Service Social Ratings Tags and Notes Rule Based Submission – Content Organizer Records Management Full Document Management Capabilities Document ID Multi-Stage Retention Per-Item Audit Reports Hierarchal File Plans File Plan Report Taxonomy and Centralized Content Types Content Organizer Virtual Folders – Metadata Navigation In-Place Record Declaration Support for tens of millions in a single record center More in a distributed archive scenario Each of these features has been built to assist you in "building" the right solution
Records Management Capabilities Do they need both manual and automatic records declaration and classification?