Speaker: John Holliday This session focuses on best practices for making sure your file plans have enough information to support real-world SharePoint 2010 Records Center configurations and testing. In the session, a typical file plan will be built from scratch using Microsoft Excel. Attendees then walk through the process of using the file plan to configure and validate a Share Point Records Center. During the session, several strategies and techniques are introduced to effectively convert the information contained in the file plan into a well-structured SharePoint records repository that is tuned to the needs of your organization. Read more: http://www.rimeducation.com/videos/rimondemand.php

1. Cohasset Associates, Inc.
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Building and Using
SharePoint‐Friendly File Plans
John F. Holliday, J.D.
SharePoint Architects, Inc.
What’s in a File Plan?
 Document Types
 Retention Periods
 Retention Actions
 Role Assignments
#1 File Planning Goal: Retention
 How long MUST we keep this stuff?
 How soon CAN we get rid of it?
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2. Cohasset Associates, Inc.
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#2 File Planning Goal: Classification
 What type is it?
 Where does it belong?
 What processing is required?
File Planning Tools
Tool Pro Con
Notepad / MS Capture information quickly. Easy to deviate from
Word standardized layout.
Visio / Graphic representation – Harder to extract
MindManager easier to communicate information for automatic
processing.
MS Excel Handles large numbers of Harder to deal with
document types hierarchies.
MS InfoPath Supports tables and Requires more up‐front
recursive structures. Easier effort, especially for large
to automate. More scalable. volumes (need views).
#1 File Planning Challenge: Size
 Driven primarily by
existing retention schedules
 Typical # of document types…
Typical # of document types
 For small companies: 50‐100
 For most companies: 800‐1000
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3. Cohasset Associates, Inc.
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A Typical Example
Functional Category Description Retention Contact
/ Sub‐Category /
Record Series
Accounting J. Doe
Invoice Record of purchased goods and Created + 3
services
Timesheet Hours worked, overtime and Project Termination + 1
salaries paid
Human Resources J. Lang
Training Hard‐copy training materials Superseded
Manual
Resume Candidate resumes Hiring Date + 3
Where are we going with this?
 Create File Plans that can be automatically
configured
M k i
Make it easier to deal with large numbers
i d l i hl b
of document types
 Enable collaboration during File Plan
development
What is Needed for File Plan Automation?
 Consistent data structure (without hierarchies)
 Disposition Actions
 Assignment of Responsibility (optional)
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4. Cohasset Associates, Inc.
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A Better Layout for Automation
in SharePoint
Type Description Media Category Retention Disposition Contact
Invoice Record of purchased Print Invoices X years Destroy J. Doe
goods and services
Timesheet Hours worked, overtime Electronic Payroll X years Destroy S. Allen
and salaries paid
and salaries paid Records
Training Hard‐copy training Mixed Training X years Archive J. Lang
Manual materials
Resume Candidate resumes Print HR X years Archive J. Doe
Can Become Can include hierarchy
Content Types using ‘/’ characters
How to deal with large numbers of
document types?
 Excel is really good at this, but…
 We want better control of the data representation
 InfoPath is ok if
InfoPath is ok, if…
 We create the form using repeating tables
 (optional) Can include one or more detail views
File Plan Collaboration
 They say SharePoint is a great tool for this…
 Form Library to hold the file plan specification
 Workflows to manage file plan approval status
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5. Cohasset Associates, Inc.
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How to Apply File Plan to SharePoint?
 Use it for provisioning…
 Automatically create web application
 Automatically create records center site(s)
 Use it for configuration…
 Automatically configure existing records center site(s)
 Automatically create content types and
libraries/folders
Records Repository Provisioning
 Look at total number of documents to determine…
 How to setup content database
 How to configure quotas, etc.
 Look at documents per category t d t
L k td t t to determine…
i
 How to setup document libraries/folders
 Look at documents per person to determine…
 How to distribute management responsibility
 How to configure permissions
Essential Records Center
Configuration Steps
1. Create Information Policies
2. Create Content Types / Libraries / Folders
3. Attach Information Policies
4. Setup Routing Rules
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6. Cohasset Associates, Inc.
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SharePoint‐Friendly File Plans
Leveraging InfoPath 2010
InfoPath 2010 File Plan ‐ Benefits
 Enables a more comprehensive plan
 Captures more information
 Easily extended/reconfigured
 Relies on a data schema
 Ensures consistent provisioning and configuration
 Less chance of errors and omissions
 Reduces the cost of setting up a records repository
 Faster to bring the repository online
InfoPath File Plan Solution Architecture
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7. Cohasset Associates, Inc.
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InfoPath File Planning Solution
Implementation Steps
1. Develop File Plan Schema
2. Build Software (.NET) Components
3. Create Form Template
4. Build File Plan Gallery Feature
<FilePlan>
FilePlan>
<Title>Contoso
<Title>Contoso Records</Title>
<Description>…</Description>
<Records>
<Record>…</Record>
…
</FilePlan>
</FilePlan>
InfoPath File Planning Solution
Implementation Steps
1. Develop File Plan Schema
2. Build Software (.NET) Components
3. Create Form Template
4. Build File Plan Gallery Feature
Generate Extend
Serialization Provisionin
File Plan g
Classes
Component
s
InfoPath File Planning Solution
Implementation Steps
1. Develop File Plan Schema
2. Build .NET Components
3. Create Form Template
4. Build File Plan Gallery
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8. Cohasset Associates, Inc.
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InfoPath File Planning Solution
Implementation Steps
1. Develop File Plan Schema
2. Build .NET Components
3. Create Form Template
4. Build File Plan Gallery Feature
DEMO
An InfoPath 2010 File Planning Solution
Summary
 Typical file plans describe more than 500 document types,
and configuring a records center requires many
coordinated steps for each distinct document type.
 Automated file plan processing can be used both for
provisioning records repositories and for configuring
records center sites.
d
 InfoPath offers many advantages over other file planning
formats.
 InfoPath file plans can be based on enterprise‐ or industry‐
specific data schemas, ensuring consistency, scalability
and reusability.
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9. Cohasset Associates, Inc.
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Thank You!
For more information:
Blog:
www.JohnHolliday.net
Web:
www.SharePointArchitects.us
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