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Started: 7/20/2009 1:37 PM by Blaine Sanderson
Records Management in SharePoint

The MOSS Records Center is designed to work in the same way old physical record file rooms do. Once documents are no longer active, they are sent to the file room for retention. This is fine for space management needs when these records are not accessed often.    But when managing electronic records, the main preference is to manage records in place within the ECM repository, not move them to a different repository outside of the context of their business unit taxonomy.    In addition there is a need to apply retention policies as soon as they are created. In other words, the retention needs to be managed while the documents are still actively being utilized. Because of this there is no practicality in copying an active electronic document to a separate repository just so full records management policies can be applied to the document (especially when they can be applied in the original library).  

 

I think a better approach is to build custom RM actions around source libraries using workflow, list views, custom file plan list and reporting services.

 

Does anyone agree?  Disagree? 

 

 

Edited: 7/20/2009 8:21 PM by Karuana Gatimu
I think this is an excellent point but of course requires that people think about records retention before they start creating a ton of content. This to me is the biggest challenge in the SharePoint universe... SharePoint can be a true ECM solution but it requires upfront architecture, planning, advanced project management skills and a good governance committee/plan.


For me its important to get people back onto this reservation even after their content is created. Going back to apply rules and actions to existing content is painful but the end result is worth it in my opinion.


I am testing utilizing some custom actions to have users promote documents based on records retention rules and/or having the system gather that information to flag it based on document type. Typical old trick from my past lives in other types of document management implementations. A full electronic records warehouse isn't online yet, but the metadata to feed one is.

Lots to do that's for sure!