Andrew, unfortunately, I'm now in Ghent (Belgium) for the annual Plenary Session of ISO TC 171, so I don't have easy access to our defining documents.
Our metadata requirements for paper records are pretty rigorous, partly because we mix different records (and retention requirements) in the same box, and partly because we have a combination of long-lived records, a fairly high (and unpredictable) rerieval rate, and high employee turnover.
Oh, we also have demanding litigation holdı and Freedom of Information request requirements.
Let's talk some more (and, of course, if you were to pass through New York City, we would be thrilled to have you come visit!).
Fred
------------------------
Frederic J. Grevin
Vice-President, Records Management
New York City Economic Development Corporation
[log in to unmask]
212-312-3903
From: Andrew Warland
Sent: Saturday, May 14, 2016 23:33
To: Frederic Grevin
Cc: Records Management Program
Subject: Re: SharePoint & Records Management
Thanks Fred for your response.
Before implementing SharePoint where I work (a large not for profit Church-based organisation with almost 8,000 staff) I worked for three years in one of our major local government councils (hint - it's the same city I live in) implementing their digital recordkeeping strategy using HP TRIM, and have worked with that product since 1999, so I know it pretty well.
I'm interested in your comment that my description seems to to confirm that SharePoint is not really capable of managing physical records, although I do note your qualification (and the organisation that you work for which appears to be a government agency).
We use SharePoint lists to manage several thousand boxes and files in both onsite and offsite storage. Just last week I was working through data from one of our providers to add another 7,500 boxes (and around 13,000 files registered) to the lists. I have no difficulty using SharePoint lists to do this. It's very easy to define your own metadata and modify it as required. I use list views to show me what records are due for disposal and, then they are destroyed, can add the approver, retention schedule and date destroyed (and whatever other information I need) to the items, including in bulk. I can filter and group my list views anyway I want, including to show the contents of each box. Aside from the ability to use barcode readers (something we don't really need), I do the same with SharePoint that I did with TRIM.
As with all things SharePoint, it depends on your business and possibly also your compliance requirements. I've always said that if you work in a government agency you will probably need add-ons to address the management of security classified information. This functionality has always been lacking in SharePoint but I noticed (and had confirmed by Microsoft) last week that they are starting to roll out a new way in SharePoint Online (SPO) to manage what they call 'Low', 'Medium' and 'High' business impact records. Microsoft themselves have used this method for a while now to classify business information which, alongside data loss prevention (DLP) and information rights management (IRM) capability, will help to address that at least for businesses.
I'm happy to provide examples of the list metadata and/or form view if anyone's interested, and answer any other questions.
Best wishes
Andrew Warland
Sydney, Australia
On Sat, May 14, 2016 at 10:10 AM, Frederic Grevin <[log in to unmask]<mailto:[log in to unmask]>> wrote:
Andrew, thank you for this really detailed description.
It does confirm for me that SharePoint is not really capable of managing physical records, at least to the extent that we view that function.
We're currently Autonomy Records Manager users, expecting to migrate to HP Records Manager (which you may remember as Tower Software's TRIM), as ARM is an "end of life" product.
Fortunately, HP RM has a SharePoint "connector" with various approaches to manage records in SP. We're looking forward to exploring these. Once we get past the migration, that is (migrations are so... INTERESTING).
Best regards, and have a great weekend.
Fred
------------------------
Frederic J. Grevin
Vice-President, Records Management
New York City Economic Development Corporation
[log in to unmask]
212-312-3903
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