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SharePoint 2013 Records Management


Friday, August 16, 2013 from 11:00 AM to 3:00 PM (EDT)

SharePoint 2013 Records Management

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Ticket Type Sales End Price Fee Quantity
SharePoint 2013 Records Management Ended $297.00 $0.00

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Event Details

This event is for those who want to learn about the Records Management options available in SharePoint 2013.

Note: Seats are limited in this class and it usually sells out fast. Please register soon if you plan to attend.

This is a jam-packed class with Lots of real world information and demonstrations taught by SharePoint Technical Specialist and Author John Holliday. John is the author of several popular SharePoint books and speaks on these subjects at conferences all over the world! He will be teaching this class himself to make sure you walk out with a breadth of Records Management knowledge as it relates to SharePoint 2013!


John Holliday


Bonus materials: You never walk out empty handed from our classes. We provide you with deliverables / files you can use right away in your environment. Deliverables of this class include the following files:

  1. Deep discount on upcoming Records Management book by John
  2. 30 day access to recording of class
  3. Rich slide content with lots of in-depth information

All included in the price of the class!


Class Outline

Developing a File Plan

While the “File Plan” is generally considered to be the heart of a records management system, the structure and content of a SharePoint file plan is somewhat more complicated than a traditional file plan because SharePoint, like any computer system, lacks the ability to classify documents automatically. While the author of a traditional file plan may rely on the ability of the human “reader” to know intuitively the types of documents they are working with, SharePoint has no such capability. Consequently, the SharePoint file plan must also include classification rules in addition to retention rules. In this part, we will start with a traditional file plan, and then identify the essential elements that must be added in order to manage records in the SharePoint environment. This will involve defining a comprehensive schema for describing the rules in such a way that they can be reused more easily. We will also explore different strategies for managing the file plan itself, and enabling collaboration during the development of classification and retention rules.


Working with the Content Organizer

Introduced in SharePoint 2010, the Content Organizer is a powerful document routing tool that is often under-utilized. Although somewhat challenging to configure, the Content Organizer can be highly effective at simplifying the process of classifying documents at any stage in the content lifecycle. In this part, you will learn how to setup a “classification pipeline” using the Content Organizer to reduce the effort required of end users to classify content properly. This results in more accurate record declaration and better user adoption of the system as a whole.


Creating and Implementing Record Retention Schedules

Managing the lifespan of documents is a key component of any records management system. Keeping sensitive content longer than necessary increases the risk of litigation related to that content, while modifying or destroying it too soon may violate specific compliance rules. Although SharePoint provides an extensible framework for specifying the date on which a given document will ‘expire’ and what actions to perform when it does, that framework must be configured carefully and monitored regularly in order to ensure regulatory compliance. In this part, we will explore the mechanics involved in setting up retention rules that are derived from real-world retention schedules that are often expressed using language that is imprecise and sometimes inconsistent. We will also, therefore, examine strategies and best practices for “normalizing” typical retention schedules so they can be implemented more efficiently in the SharePoint environment.


Working with Managed Metadata

The word “taxonomy” is often used to describe a hierarchy of terms, but a more precise usage refers to the process of “classifying” or organizing terms into such a hierarchy. In this section, you’ll learn the critical importance of metadata when building records management solutions, especially when planning for eDiscovery. We will also explore useful techniques for identifying key metadata terms and the most effective strategies for optimizing metadata capture for any given set of content elements.


Understanding Record Declaration in SharePoint

The process of “declaring” a record is often confused with the various actions that are performed when a record is declared. In the SharePoint environment, where collaboration processes and archival processes often compete for the same resources, the two concepts are more useful when treated and managed separately. This has given rise to the notion of “in-place” record declaration. In this part, we will examine the different ways in which records are declared in the SharePoint environment with a view to settling on a “hybrid” approach that preserves both the convenience of in-place declaration for end users and the power that professional records managers need.


Building a Records Repository

After learning how to develop a file plan, classify incoming documents, setup retention rules and identify critical metadata, it’s time to bring it all together and build a repository for official records and email. In this part, we will start from scratch and setup a SharePoint farm to process and store official records of various types. The farm will include several site collections that we will use to demonstrate the flow of content through the system. We will also explore ways to validate the file plan as part of a more comprehensive strategy for gathering “management evidence”, arguably the most important artifact of any records management system.


Setting up an eDiscovery Center

The term “eDiscovery” refers to the process of finding electronic content. It is equally important for both records managers who must locate documents to which various rules, such as retention, are to be applied, and for members of litigation teams who are tasked with gathering evidence to support court cases on either side of the bench. SharePoint 2013 introduces a suite of new capabilities that are combined to reduce the cost and complexity typically associated with the discovery process. These include the eDiscovery center, which centralizes the tools needed to find, preserve and export content from multiple SharePoint farms and Exchange servers, in-place holds for both SharePoint and Exchange, and query-based preservation that enhances the ability to place specific restrictions on the types of content that is being held. In this part, we will setup and configure an eDiscovery center with all of the aforementioned features enabled. We will then use the eDiscovery center in the context of a mock trial that will illustrate the unique challenges that are faced in a typical scenario when dealing with the gathering of evidence from a SharePoint farm.

Have questions about SharePoint 2013 Records Management? Contact VisualSP




VisualSP (established in 2004) is focused on empowering information workers, technical decision makers, administrators and developers in corporate environments with the SharePoint knowledge they need to be successful. Our goal has been to promote sustainable SharePoint adoption through education and support.

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