SharePoint 2010 Records Management. Things you should know...
Planning to implement SharePoint 2010 Records
Management. Read on...
· File
Plan: There should a clear
and well defined Organizational File Plan, before the implementation
begins.
· Permissions not
routed: When documents are
routed to records centre or any other site, permissions are not carried across
(which might not suit all client’s).
· Only latest version
routed: When a document is
routed to a records centre or any other site, it is the latest version of the
document that is routed (not all stored versions).
· Content Database
Sizing: Beyond SP1, for a
SharePoint content database over 4TB specifically for a Document Archive
scenario you are required to additionally plan for the following (according to msdn):
o SharePoint sites must
be based on Document Center or Records Center site templates and must be an
archive scenario where less than 5% of content is actively read from each month
and less than 1% of content is actively written to.
o Do not use alerts,
workflows, link fix-ups, or item level security on any SharePoint objects in the
content database. Note: document archive content databases can be the recipient
of documents as a result of Content Routing workflow.
· Content Organizer
Rules & Content Type Inheritance: If you configure
Content Organizer Rule for Parent Content Type, it will not be automatically
applied to the child content types. So, if required, rules would have to be
configured for each child content types as well.
· Storage: If data is huge i.e.
multiples of Tera bytes, Storage Mechanism should be carefully
planned.
· Records Management
only for documents: SharePoint 2010
Records Management only works with Documents. Not with Sites, Folders or List
Items.
· Compliance: Should be checked
whether there are any specific Records Management Compliance levels that need to
be adhered (i.e. AAA, DoD, VERS Note: This is more relevant to Australian readers). SharePoint 2010 Records management might not
be compliant with all. In fact, SP2010 is not compliant with Victorian
Electronic Records Strategy (VERS) which is a requirement for government
sector.
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