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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