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]> 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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