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Pros and Cons of Including a Content Organizer Component in a SharePoint 2013 Records Management Solution

Another important component of a successful effort to build a records management solution on SharePoint Server 2013 is a Content Organizer. In a video tutorial titled Core Concepts in Records Management, John Holliday the instructor for this course and an acknowledged subject matter expert on the topic explains the value proposition for including this component:

A content organizer providers records management stakeholders with “[m]ore control over document routing.” In fact, once a content organizer has been implemented, there is really “[n]o need for custom routers” though users can still opt to use custom routers, as well.

Of course there are drawbacks to deciding to include a content organizer component in the solution The importance of successfully managing the content organizer process is paramount. Expertise should be available to design and implement rules for the content organizer. Any changes in content types, for example, will require a matching change in the rules for the content organizer.

As John Holliday describes in this video, a governance policy should be implemented for the operation of a content organizer component to the records management solution. For example, it will likely make sense to designate a group of users as the manager for the process. This group will be responsible for configuring, and updating rules and will require the appropriate permissions required for the task.

As I noted in the last post to this blog, it makes sense for heavily regulated organizations to establish a broad governance plan for any of the governance, risk and compliance (GRC) processes to be run over SharePoint Server 2013. In fact, both the risk and compliance procedures will likely make equal use of metadata tagging, the term store, and, in all likelihood, taxonomies, so rolling all of these functions into one governance document and policy will certainly make a lot of sense.

Ira Michael Blonder

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