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SharePoint 2013 and Records Management

In 2013, SharePoint-Videos.com published a set of video tutorials on using SharePoint 2013 for a records management application. This video tutorial set is authored by John Holliday and is titled SharePoint 2013: Records Management”>SharePoint 2013: Records Management.

Some features of SharePoint 2013, Enterprise, were built into this server, intentionally, to support records management applications. In a TechNet Library entry titled Plan Records Management in SharePoint 2013, which was published on July 16, 2012, the key drivers for an organization to implement a records management program are listed. Likely candidates for this type of operation are any businesses operating in heavily regulated industries; for example:

  • Energy
  • Agriculture and Food Production
  • Health Care
  • Finance
  • Law
  • Government
  • Education

It’s worth mentioning another new feature of SharePoint Server 2013: enhanced eDiscovery. This feature is also designed to support law firms and related businesses.

The features of SharePoint Server, Enterprise include a capability for users to ” . . . manage records in an archive, or . . . [to] manage records in the same document repository as active documents.” (quote excerpted from Use a SharePoint 2013 records archive or manage records in place). This capability is derived from the SharePoint 2013 ” . . . in-place approach.” (ibid). This approach becomes active subsequent to user declaration of a document as a “record”.

Of course, all of the variables required by a successful records management application must be defined first. If, for example, an organization opts to implement the “in-place approach” we’ve just mentioned, then a retention plan must be in place to properly manage the document archiving activity. Our course provides users with an overview of how to configure each of these components.

The TechNet Library entries on records management are also useful for organizations looking to implement a formal governance plan for SharePoint. There are, in turn, several other TechNet Library entries on governance planning with this latest version of SharePoint server.

If your organization would like to apply SharePoint Server 2013 to a records management activity, you should consider purchasing our video tutorial content set on this topic. We will be happy to answer any questions you may have about our set. Please contact us for further information.

Ira Michael Blonder

© Rehmani Consulting, Inc. & Ira Michael Blonder, 2013 All Rights Reserved