ngc records management - sp2010 rm features
DESCRIPTION
Records Management Business Issues at NGC - SharePoint 2010 New Records Management FeaturesTRANSCRIPT
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e-Discovery and Records Management at National GypsumAND:
What About SharePoint 2010 As A Records Management
Tool?
Mike Brannon
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National Gypsum Company is a fully integrated building products manufacturer
Headquartered in Charlotte, NC with mines and quarries, and manufacturing plants across North America
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What about Records Management?
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NGC Environment - History
▪ Founded in 1925, the company has been privately held since 1995. (1990 Bankruptcy)
▪ Basic records management processes and procedures in place since Bankruptcy.▫ File plan covers paper and electronic records▫ Small dedicated staff available within Legal group
▪ Recently IT systems and procedures have been affected by new discovery rules and legal holds. ▫ Backup tapes held rather than scratched / re-used▫ Unplanned IT efforts required to search content▫ “Privileged Access” required for many searches
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Managing Electronic Records?
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EDCAR and Office 2003
▪ Office 2003 introduced to NGC users, with TrueArc ForeMost records management and custom developed software called EDCAR▫ Forced early classification of every Office file▫ Electronic version of Records Plan classification▫ Supported other files indirectly
▪ Linked to overall Records Management
▪ Limited compliance by many end users
▪ Some technical issues with tools
▪ EMC acquires TrueArc as we finish deployment
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Lawsuits, “DART” – 2007 To Present
▪ 2007 to Present – BIG Uptick in Legal Matters
▪ Reaction to More Complex e-Discovery Rules
▪ Discovery Action Response Team ▫ Legal and IT Working Jointly with Custodians▫ ESI Data Mapping (All Files) and Basic Search Tools▫ “IT Super Powers” and Lots of Labor Needed
▪ External Legal / e-Discovery Experts Helped
▪ Foundation of Cooperation (for Survival)
▪ Painful and Expensive Exercise!
▪ We Thought We Were Prepared, But…
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ESI Mapping and Checklists
Graphical and Excel Based Mappings – Checklist used for Discovery Efforts
Managing “Departing Employees” – Checklist used for IT, Legal and Managers
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Establishing Context: eDiscovery Strategy and Information Lifecycle
A Roadmap for Bridging 2 Operational Scenarios
Business UsersCreate ESI
ESI TYPES SOURCES
Unstructured Data Messages (email, v-mail, IM) Documents, Media, Logs, etc.
PCs, Servers, SharePoint, etc.
Structured Data Invoices, POs, Credit Memos, etc.
Enterprise Systems, SAP, POPS/MIDAS, NGC4ME, etc.
Scenario 1: Normal OperationsGoverned Under “Safe Harbor”
POLICIES & PROCEDURES
Legal Department Information Systems
Records Management Storage, Backup, Archiving, Deletion
1) ESI – Electronically Stored Information2) Safe Harbor – Possible protection from sanctions if ESI is destroyed as a result of routine policies and procedures3) Duty to Preserve – A defendants obligation to preserve evidence in advance of litigation
Scenario 2: eDiscoveryGoverned Under “Duty To Preserve”
LegalHold
Issued
PossibleLegalAction
ESISources
DiscoveryScope
Determined
Search
Hold
ProcessReviewDeliver
ESI Discovery Process
OureDiscovery
Strategy
providesa framework to
addresseDiscovery
in thecontext of
NormalOperations
Policies & Procedures Dictate theInformation Lifecycle Under “Normal Operations”
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Vision: Provide an Information Lifecycle Management environment that promotes legal compliance, and facilitates efficient and accurate eDiscovery responses.
1. Provides a Strong Legal Compliance Position
2. Compares well with standards and supports collaboration with 3rd parties (EDRM, DoD).
3. Provides well-defined and supported eDiscovery systems and processes.
4. Drives efficiency in our Legal eDiscovery effort and our IT operations.
Defining A Shared VisionCreating an eDiscovery Ready Environment
Our Solution
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Lessons Learned So Far
▪ C-Level Execs, LOB Managers must understand the issues and provide clear support
▪ Legal / records management and IT must be in partnership; shared accountability
▪ “Whole Systems Approach” Needed▫ Policy / Procedure / Job evaluations linked▫ Easy to use technology helps
▪ Avoid too much customization!
▪ Work HARD On User Adoption!
▪ How Is SharePoint HELPING With RM / ECM?
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What SharePoint 2010 DoesAccording to Microsoft
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How we might describe it…Using NGC English
Communities
Search
Sites
Composites
ContentInsights
Web SitesSharePoint Team SitesandCollaboration
Content, Document, and Records Mgt
BusinessIntelligence
UserDeveloped
Apps
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Technical Tools Overlap --“One Broad Toolset OR Point Solutions…?”
Communities
Search
Sites
Composites
ContentInsights
Web SitesSharePoint Team SitesandCollaboration
BusinessIntelligence
UserDeveloped
Apps
Content, Document, and Records Mgt
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Heterogeneous vs. HomogeneousPros & Cons
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Office/SharePoint 2010 versus EDCAR/EMC?
▪ SharePoint 2010 has extensive records management and content management capability
▪ Office 2010 and SP2010 REPLACE EDCAR Now!
▪ What About Whole System? ▫ Office – client SW – add-ons from Colligo, MacroView?▫ SharePoint AND Exchange Servers (2010 versions)▫ Offline or Remote Office Requirements?
▪ Could the “Microsoft stack” meet ALL our needs?
▪ Let’s Look at SharePoint RM/ECM More Closely…
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SharePoint 2010 and Records StorageNew Records Center template supports Hierarchical File Plan, offers a Content Organizer (links to Content Types and Routing) and end user ease of use and administrator only features
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SharePoint 2010 and Records StorageNew Records Center template supports Hierarchical File Plan, offers a Content Organizer (links to Content Types and Routing) and end user ease of use and administrator only features
Enterprise Managed Metadata Service
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SharePoint 2010 and Records Management (1)
▪ Content Types – new Syndication options
▪ Much improved update capability
▪ MMS and Term Store
▪ Managed Metadata attached to Content Types across ALL data
▪ Administrative controls and ease of use
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SharePoint 2010 and Records Management (2)
▪ Retention and Policies cover Info Life Cycle
▪ Series of Actions
▪ Attach to Content Type
▪ Default Metadata assigned based on Doc Lib / Columns
▪ ALL CONTENT Has Retention Defined!
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SharePoint 2010 and Records Management (2a)
Retention Stages added to Content Type Definitions
Actions over time or event based triggers
Define Simple Actions OR Trigger Workflows (Custom Code??)
▪
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SharePoint 2010 and Records Management (3)
▪ Unique Document Identifiers – Life of item
▪ Not affected by item location / policies
▪ Detailed RM / Item Information Display shows Record, Hold and other status
▪ Audit Log per item
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SharePoint 2010 and Records Management (4)
▪ Explicit Record Management
▪ ‘In Place’ Records Option – or Follow Policy, Route/Move
▪ More Records Options to have more than one Destination, Actions and Audit Log entries
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SharePoint 2010 Records Management Details
Record Declaration – In Place Option
Site / Library and Content Type Setting
Site Collection, Site, List/Library Settings in a Hierarchy – Control and Flex…
(Complications?)
▪
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SharePoint 2010 Records Management Details
“Locked” Records
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SharePoint 2010 and RM /eDiscovery Support
▪ Legal Hold and eDiscovery support
▪ Metadata Driven Web Navigation Options
▪ Simple web parts and templates tie to File Plan and related Metadata across all items and sites
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File Plan RM vs. User “Virtual Folders”
Metadata Driven “Folders” That Users Know
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Questions?
Presentation – with Links to Sources and Slide Notes – Posted to UG Web Site
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EDRM Model