SharePoint Saturday Baltimore sesson with Jim Mullennix 5/12/2012 Recent regulatory requirements, such as SOX, HIPAA/HITECH and DoD5015, make the proper management of official information both a business priority and a legal obligation that demands the attention of executive decision makers in both public and private sectors. Organizations lacking effective policies and procedures for controlling recorded information risk extensive penalties for non-compliance, a tarnished reputation and possible legal liability. The appropriate archival of documents is just one component of a larger records management process that also includes the collection, management, and expiration of organizational records. In this session we will look at best practices in using SharePoint 2010 as a records management platform including case studies and demos of existing solutions and how to extend SP2010 as an application development platform, use of workflows, native SP2010 security and third party tools for federal clients. Includes hybrid records management solutions with SP 2010 and Office365.

1. Records Management with SharePoint 2010 and
Office365: Security and Workflow
Marie-Michelle Strah, PhD and Jim Mullennix
SharePoint Saturday Baltimore
Baltimore, Maryland
5/12/2012

2. Who are we?
Marie-Michelle Strah, PhD
Share!
Federal Program Manager
Michelle dot strah [at] appliedis dot com •#spsbmore
Michelle AT lifeincapslock DOT com
@cyberslate •#sp2010
http://lifeincapslock.com •#o365
•#RM
Jim Mullennix
Senior Solutions Architect
Jim dot mullennix [at] appliedis dot com •@baltsharepoint
@jimmullennix •@cyberslate
•@jimmullennix
For more info: www.appliedis.com and http://ideas.appliedis.com/

3. AIS Overview
Thought Leadership: CTO Vishwas Lele Microsoft RD AIS Fast Facts
(Regional Director) •In Business Since 1982
•Microsoft Managed Gold
Partner since 1984
Excellence in Service Delivery: Webby Award 2012
•Over 320 Employees
Employee Engagement •Over $40M in Revenue
• 85% retention rate
• Average tenure over 8.5 years MAJOR Public Sector Clients
OSD, DoJ, DHS, Treasury, VA,
• Washington Business Journal 50 Best Places to Work Texas HHS
Microsoft Relationship (Top 1% of Partners) MAJOR Commercial Clients
• NSI (National Systems Integrator) GEICO, Chemonics, Bondi
• Managed Gold Partner Digital Publishing, Pandora
• PSP TAP VTS and Cloud Accelerate Programs
, ,
• Partner Advisory Council OFFICES
• 4 Gold Competencies Reston, VA, Columbia, MD,
Dayton, OH, TX, NC, PA
For more info: www.appliedis.com and http://ideas.appliedis.com/
AIS CLEARANCES
Secret, Top Secret, SCI

4. Agenda
 Introductions and Overview
 Records Management
 Best Practices
 Regulatory Environment
 RM in SharePoint 2010
 Records Center/Archive in Place
 Upgrade/Migration
 NEW! RM in Office365/SharePoint
Online

5. Records Management Today
What is RM?
RM != Document Storage
Compliance, Retention,
eDiscovery
Dynamic Model
Security and Workflow
Document-
Information Lifecycle centric to
Management and ECM Information-
centric Model

6. RM in Federal Government: Major Challenges
Source:
http://www.fiercegovernmentit.com/story/electronic-records-archiving-still-
problematic/2012-05-02?utm_medium=nl&utm_source=internal
“…however, agencies still struggle to manage a voluminous amount of textual
records while simultaneously facing the technological challenges of preserving
records created and maintained in electronic format.”

7. Records Management and Usability
Metadata Records
and Content Management Search
Types and Storage
Improved Governance = Improved User Experience

8. Records Management Best Practices
DoD/IC/Healthcare
NARA
FISMA Government
Insight and
Accountability
Authentication
Capacity Planning and Storage
Reuse
Metadata and Content Types
Search Upgrade and
MDM (Master Data Management and Migration
Mobile Device Management)

9. Records Center vs. Archive in Place
MSDN References: http://msdn.microsoft.com/en-US/library/ee557329.aspx

10. RM Storage Optimization and Migration
Use of Third Party Tools:
• Upgrade
• Migration
• Remote/BLOB Storage
Marketplace: http://office365.pinpoint.microsoft.com/en-US/applications/search/sharepoint-
online-d19?q=
• Cloud Connector for Office 365 and SharePoint Online
• Colligo Contributor
• DocAve for SharePoint
• File Trail
• Metalogix Migration Manager
• Axceler ControlPoint

11. 4 Compliance Scenarios
Identifying
and
Managing
Retention
and
Records eDiscovery
Expiration Management
Audit
Records Management Programming Model:
Server-side API and Web Services
http://msdn.microsoft.com/en-US/library/ee557329.aspx

12. Demo – ECM/RM

13. Dynamic Records Management: SharePoint 2010
SharePoint 2010
Federal Client InfoPath Forms Services
Provide viable option to FAST
custom solution
Use Previous Successful
Bing Maps
Model with SharePoint 2010 Dynamics CRM
“App Store” UX
Scalable: every site is
site collection
Government 2.0 Custom Claims (Role
www.data.gov Based) Authentication

14. Demo – Dynamic eDiscovery and Composite Application
Architecture

15. Developing Custom SharePoint Solutions for the Cloud
•
•
•
•

16. Choose Wisely: Office 365 Enterprise Plans
• E1 - $8/user/month
• 300 Site Collections, 24x7 phone support, AD integration
• Read/Only Office File Viewers
• E2 - $14/user/month
• E1 + Read/Write Office Web Apps
• E3 - $20/user/month
• 300 Site Collections, 24x7 phone support, AD integration
• Voice Mail, Email archiving/legal holds, Lync
• Office 2010 Professional plus for computers
• E4 - $22/user/month
• E3 + Enterprise Voice (PBX integration)

17. SharePoint Online Storage for RM
• 10GB storage per subscription base
• Plus 500MB/user (not for Kiosk Plans)
• Plus 500MB/user per My Site (for plans with My Sites)
• Not included in overall quota
• Plus $0.20/GB/Month
• Example:
• 1000 users = 10GB + (1000x0.5GB) = 260GB
• Total 1TB = 740GB x $0.20GB/month = $148/month
• Maximum: 25TB (Just increased from 5TB) per
subscription

18. Office 365 Promises/Advantages for RM
• Economy of Scale translate to lower cost to you
• Server Administration
• Buy just what you need (users, storage)
• 24/7 Global Support
• 99.9% uptime (or you get $$ back)
• Fault Tolerant, Backups, Disaster Recovery
• FISMA Compliant
• You don’t need to buy equipment, office space, electricity,
cooling, redundancy, off-site/offline storage, etc….

19. SharePoint Online Records Management
• Mostly the same as on-premise with the following
exceptions:
• No Record Center Template
• No Web Application level “Send To” (still have
library level)
• Still have:
• In-Place RM
• Content Organizer
• Document ID Service
• Legal Holds/E-Discovery
• Retention Policies (and other Information Policies)
• Everything is at the Site Collection Level

20. SharePoint Online Records Management [cont.]
• Library “Send To” can “send to another site
collection”…
• But only via client side code running in the browser
User selects “Send to”….
• Retention Step “Send to another location” has no
options
• Code running in sandbox on server CANNOT access
other site collections
• Site Collections Isolate records
• SharePoint Online = Claims-Based Authentication
• Can’t build custom claims providers

21. Demo – Records Management in SharePoint Online

22. QUESTIONS???

23. Thank You!
Marie-Michelle Strah, PhD
Share!
Federal Program Manager
Michelle dot strah [at] appliedis dot com •#spsbmore
Michelle AT lifeincapslock DOT com
@cyberslate •#sp2010
http://lifeincapslock.com •#o365
•#RM
Jim Mullennix
Senior Solutions Architect
Jim dot mullennix [at] appliedis dot com •@baltsharepoint
@jimmullennix •@cyberslate
•@jimmullennix
For more info: www.appliedis.com and http://ideas.appliedis.com/