Mark,

We have been using SharePoint on our campus for collaboration for almost
two years. Since my group manages SharePoint, I am very interested in
this thread on how you are using it for records management. I am part of
a task force that is currently investigating ways to archive e-mail
records. Could you provide me with more information on your process, and
how you were accepted into the testing program for Office "12"
SharePoint server this summer?

Thanks, 

Geri Ann Hudson
Manager, Information Technology
IAT Services Collaborative Applications Group
University of Missouri-Columbia
[log in to unmask]
573-882-3825
 
"Recognition: The gift that keeps on giving"...Tom Shulte

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Mark Widner
Sent: Thursday, December 22, 2005 8:36 AM
To: [log in to unmask]
Subject: Re: Microsoft ECM

Our electronic records system (ELN) was built on the first version of MS
SharePoint, its been nearly 3 years since first launch.  We contributed
input to MS on the ideal RM system and will be testing the new release
this Summer and are plan to transition to the new platform next Fall.

Mark Widner, CRM
Technical Records Manager
General Mills, Inc.


  

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Nolene Sherman
Sent: Wednesday, December 21, 2005 7:43 PM
To: [log in to unmask]
Subject: Microsoft ECM

I found this whitepaper on Microsoft's website. It looks like they are
trying to address the needs of Records Managers. Any comments y'all? 
 

3.4 Records Management Capabilities


Records management has long suffered from being marginalized as a
secondary task- only now with the need to ensure compliance with
government regulations such as the Sarbanes-Oxley Act are organizations
starting to prioritize this important aspect of the business cycle.
Imperatives in this area include the need for clearly assigned records
management responsibility overall and within the departments; the need
for continuously updated records that minimize outdated information
within the organization, and of course the ultimate need to maximize
transparency and protect the organization from audit and legal worries.
And finally, a good records management policy ensures the preservation
of vital company information that ensures business continuity in the
case of disaster. 

 

Records management capabilities in Office "12" SharePoint servers give
records managers the ability to set up a records repository according to
the organization's file plan. This repository exhibits "vault" behavior
which ensures that the records in it are not altered in any way.
Multiple libraries for organizing different types of business records
can be created and retention policies can be set based on the retention
schedules. Records can be captured from external sources like document
management systems, e-mail servers and Microsoft Outlook and routed to
the correct location in the repository. Physical records can be managed
as well. The system also provides the ability to specify an action when
the expiration date is reached which either disposes the record or
starts a workflow that can allow the records manager to take action like
moving this record to a long term archive. Auditing policies can be
turned on to log all activity against a record library and
administrators have the ability to see reports on the usage. The "Hold"
functionality assists in managing the legal discovery process by
superseding the retention policy on a record under discovery, so that it
is not disposed off even when the expiration trigger is reached. 

 

Full document at
http://www.microsoft.com/office/preview/ecmwhitepaper.mspx

 
 
Nolene Sherman
Records Management Director
Standard Pacific Homes
(949) 789-1668
[log in to unmask]
 
 

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List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance