Sentencing and disposing of records in SharePoint 2010

This article applies only to on-premises installations of SharePoint 2010. SharePoint's 'Records Centre' was, in theory, a place to send records from various sites for long term storage, sentencing and disposal. The idea was that you could automatically, via Content Type rules, or directly, via the 'Send to Records Centre' option, transfer records out of team …

Advertisement

Planning access controls in SharePoint 2010 team sites

A key factor that needs to be considered when planning for the creation of team sites for the management of records is access control. Getting this right (or as close to right as possible) early on for team sites with sub-sites will save a lot of potential pain later on. Team sites will normally have …

Is your SharePoint team site a ghost town?

One of the best 'unknown' (to end users, anyway) features of SharePoint 2010 and SharePoint 2013 is 'Site Web Analytics', hidden away under Site Settings. This, out of the box, feature provides useful information such as the average number of site views per day, the average number of unique visitors per day, trends, as well …

Managing Physical Records in SharePoint 2010

It is sometimes said by records managers that one of the drawbacks of SharePoint 2010 (and SharePoint 2013) is that it doesn't manage physical records, or at least not very well. This article describes how to manage physical records in SharePoint 2010/2013 using a list that includes barcodes. Up front and out of the box, …

SharePoint 2010 – Send to Records Center / Centre

SharePoint 2010 includes the option to send a document from the site where it was stored to the Records Center (Records Centre in Australia), and other locations. The option is set at the Central Administration Web site under General Applications - Configure Send to Connections. See http://technet.microsoft.com/en-us/library/ee424395(v=office.14).aspx for the details of how to configure this …

Document Audit Trails in SharePoint 2010

Part 2 of ISO 16175 ('Principles and functional requirements for records in electronic office environments') includes a section (5.4.7) on records management process metadata. This section contains 13 mandatory requirements including: To create unalterable metadata of records management actions on records, aggregations of records, or the classification scheme. To track events without manual intervention. To …

Alternatives to folders in SharePoint 2010

Introduction The content of this post is my take on an issue that has been discussed before.  The question is really to (a) use folders and deal with the potential confusion and difficulty of using them, or (b) use metadata and deal with the potential confusion from users who don't 'get' it. Personally I like …

Implementing SharePoint 2010 as a Document and Records Management System

There are several things that are worth asking or considering as a records manager (or equivalent) in a company that is using, or plans to use, SharePoint 2010. This can significantly affect how things occur. Governance If your organisation uses SharePoint there is a good chance you will have a qualified SharePoint Administrator in the …

Applying recordkeeping policies to email – Microsoft Messaging Records Management (MRM)

The problem The problem of managing emails as records is summed up in the following statements: “Many organizations have yet to define an email retention policy. More than one‐quarter of organizations have not yet established any sort of email retention policy despite the fact that there are a growing body of statutory requirements and legal obligations …

What records managers need to know about Sharepoint 2010

The following is a revised version of an article that appeared in the July 2011 edition of Informaa Quarterly, IQ, the quarterly journal of the Records and Information Management Professionals Australasia (RIMPA). Sharepoint 2010, is starting to be used by more and more organisations. And it is being used to create and manage records. The following …