Hello Andrew,
Do you keep all your records stored in the same libraries or do you have a
mixture of records & documents in the same libraries.
Michele Bernard



2011/4/20 Andrew Warland <[log in to unmask]>

> On the heels of the discussion about this subject, I thought I would
> contribute something to the discussion as we have been working through the
> processes of developing Sharepoint 2010 to manage records in the local
> government organisation where I work here in Australia. It is early days
> yet
> for us, but a really fundamental point has been working hand in hand with
> IT
> who recognise the need to ensure recordkeeping issues are covered in
> Sharepoint.
>
> The model we are following, broadly speaking, is to focus on the management
> of content types.  This includes the IM/RM area having organisational
> control over the creation of all content types and their publication to a
> content hub, which then makes them accessible in sites as required.
>  Content
> types will be 'custom-fitted' to a site, depending on the things that
> people
> want to do in them.
>
> Our content types include:
>
> - a range of recordkeeping metadata, including terms from the recordkeeping
> business classification scheme, and/or enterprise metadata contained in the
> managed metadata service (MMS), and/or user definable metadata (folksonomy)
> tagging which we will monitor for inclusion in the enterprise metadata,
> - information management policy rules including a period of retention until
> they become inactive after which they are either disposed of on the site or
> moved to the Records Centre for eventual disposal, via content organiser
> rules
>
> A key point for us that is *all* content on a site is subject to retention
> rules of some sort or another, so we avoid as much as possible having
> content on sites that is not associated with any disposition rules.
>
> Libraries in the Records Centre will be the eventual home for most records
> needing longer-term retention.
>
> Another key issue is leveraging the metadata that comes with documents (in
> particular) via (a) the Document Information Panel in Office 2010 documents
> and its relationship with (b) metadata columns in Sharepoint sites,
> including through predefined fields (populated or otherwise) in content
> types.  I have also been looking at the xml structure of Office 2010
> dcuments to see how we might be able to leverage that as well for
> recordkeeping purposes.
>
> We are not looking at Sharepoint 2010 to manage physical records, just yet.
> We have another system to do that and could potentially, 'expose' that
> through a webpart.
>
> Andrew Warland
> Sydney, Australia
> My views entirely
>
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