Thanks to all my RIM colleagues who have responded to my SharePoint RM
inquiry.  I will be reading your responses!

Thanks
Blake

On Sat, May 14, 2016 at 2:59 PM, Frederic Grevin <[log in to unmask]> wrote:

> 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 hold‎ 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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