content is king but context is queen erm & ecm in sharepoint 2013
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ERM, ECM and eDiscovery in
SharePoint 2013
Content is King,
but Context is Queen
David Tappan, MCITP:EA; MCP: SharePoint
March 9, 2013
Agenda
• Background and History of ECM , ERM
and eDiscovery in SharePoint
• SharePoint 2013 ECM Features
– Search
– Records Management
– eDiscovery
– Managed Metadata Service
– Drag and Drop
A brief history of
ECM, ERM and eDiscovery in
SharePoint
• SharePoint 2007 – Check-out/versions
– Records Center
• Send to Records Center
• Rudimentary hold scoped to Records Center
• Record routing scoped to Records Center
• SharePoint 2010 – In-place holds and records anywhere, based on content type—
but configured by site collection
– Users prevented from working on a held document
– Holds limited to SharePoint content
– Document Sets
– Unique document IDs
About SharePoint 2007
Records Management
• Records Center – Really a sample application
• Information Management Policy Enforcement
– Auditing – log events and operations
– Expiration – specify how long record is retained
– Barcodes – facilitate tracking of physical records
• Record Collection Programmable Interface
– Record Routing – specify where each content type goes
– Hold – Can place a hold on documents and gather them to a
single location using custom code.
• ECM
– Managed Metadata (enterprise-wide
controlled vocabulary)
– Location-based metadata
– Metadata navigation (list-based
only)
– Document Set content types
– Increased scale • Very large libraries and lists
• Remote BLOB storage
• ERM
– Unique document IDs • Send to Records Center and leave a link
– In place records
– File Plans (Content Organizer)
– Multi-stage retention & disposition
• By list or content type
• eDiscovery • Legal Holds—but must be executed site
by site
• In-place holds on items
About SharePoint 2010 ECM, ERM and
eDiscovery
• ECM
– Search
• FAST Search now built in
– Continuous crawl
– Entity extraction
• Search-based pages and
navigation
– Drag and drop filing
– Bulk editing
• ERM
– Site-based retention and
disposition
• Includes site Mailboxes
• eDiscovery
– eDiscovery Center
– Site holds
– Content can be changed while
held
– Exchange and Lync included
– eDiscovery export
SharePoint 2013 ECM, ERM and
eDiscovery Improvements
Digging in on eDiscovery
Where SharePoint Fits in eDiscovery
The Expensive Part
Review – Attorneys determine which content will be
provided to opposition
“Discovery accounts for about 35% of total litigation costs in
the US…and is one of the top drivers for moving email and
documents into third party archiving solutions. Given the
growth of this area, pure-play discovery software and
discovery-enabled are expected to be a $2.1b business by
2013” - Gartner
What SharePoint 2013 Brings to eDiscovery
• eDiscovery Center
• Content can be changed while
held
• Exchange and Lync included
• eDiscovery Export
SharePoint eDiscovery Steps
eDiscovery Center
• Unified console for all legal holds
• Create and enforce holds across the enterprise
– Unified eDiscovery across SharePoint, Exchange & Lync
– SharePoint hold executed enterprise-wide, rather than by site
collection.
• Case subsite for defining/collecting/processing/exporting
– Plus collaborating and managing discovery project.
eDiscovery Center
In-Place Holds
• Site level or query-based
• Hold documents can be modified
– Held version is preserved in a hidden site
• Exchange mailboxes included
– Mailbox level or query-based
• Site hold puts entire site on hold, preserving
a “snapshot”
Case Site
Creating a Case
Creating a Discovery Set
Adding a Source
Previewing a Source
Filtering a Source
Adding a Filter
Querying a Data Source
Querying for Export
Downloading an Export
eDiscovery Export
• Export documents and list items
– Versions included
• Export email and Lync conversations
• Export Report complies with EDRM
format
(Electronic Discovery Reference Model)
Browser Drag & Drop
Quick Edit
ECM User Interface Improvement
Browser Drag & Drop
Drag and Drop Upload— Can and Can’t
• You CAN:
– Upload to a document library from Windows Explorer
– Download from SharePoint to Windows Explorer
– One or multiple files can be moved
– Move files into library folders or document sets
– Move files from one library to another using the Quick Launch or
list views
– Works only within a site collection
• You CAN’T:
– Move folders or Document Sets using drag and drop at all
– Move videos
– Move list items
– Move items across site collections
Drag and Drop Upload—Browser Support
• FireFox latest version
• Chrome latest version
• IE 10 desktop
• IE 8 or 9 desktop + Office 2013 installed
• Enterprise Taxonomy and Search
Design at a Global Manufacturing
Company
• Extranet Document Repository for
a Large US Accounting Firm
• Knowledge Management Solution
for a Major US Accounting Firm
C/D/H ECM Case Studies
ww.cdh.com/casestudies
Royal Oak 306 S. Washington Ave.
Suite 212
Royal Oak, MI 48067
(248) 546-1800
Grand Rapids 15 Ionia SW
Suite 270
Grand Rapids, MI 49503
(616) 776-1600
Thank You
www.cdh.com