Archiving and Retention Part 4: SharePoint Records Management

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Time
6 hours 59 minutes
Difficulty
Intermediate
CEU/CPE
7
Video Transcription
00:00
Welcome back. Security minded Saberi ins
00:04
to the M s 3 65 Security Administration Course
00:07
I'm your instructor. Jim Dings.
00:10
We're a module five m s, 3 65. Compliance
00:13
lesson one
00:15
Archiving and retention.
00:17
SharePoint Records Management.
00:21
In this lesson, of course, we're gonna go a records management in SharePoint.
00:25
We're also going to go over creating a organizational foul plan.
00:30
There are 10 steps to a records management planning process.
00:35
Identify records management roles,
00:39
analyze organizational content,
00:41
develop a style plan,
00:43
developed retention schedules, evaluate document management practices.
00:48
Designed the records Management solution
00:51
plan how content become records
00:53
plan email, integration,
00:55
planning, compliance for social content.
00:58
Finally playing compliance reporting and documentation
01:03
file plan is your plan and document for records. Management
01:06
typically summarizes this information
01:08
while items or acknowledge his records
01:12
the category definitions of those records
01:15
where records are stored.
01:18
Retention period of those records, the people responsible for managing records.
01:23
So all of this needs to be sketched out, drawn out
01:27
before you start tax will create
01:32
policies
01:33
and configure that within SharePoint you have to have a plan. First measure twice cut once.
01:40
In the words of Eminem, you have one shot.
01:42
If you go
01:45
half car with a plan that isn't thought out,
01:48
you're gonna lose credibility.
01:49
You're gonna lose some respect
01:52
and you're gonna confuse the hell out of your users.
01:56
So meet with the proper people.
01:59
The regulatory compliance people
02:00
me with the SharePoint people,
02:04
get a plan together
02:07
before. Would you do anything else? As far as records management and SharePoint goes,
02:14
there are two ways and active document can become a record
02:16
manually,
02:17
automatically
02:21
some of the benefits of in place for records management and SharePoint
02:24
Heath
02:25
management of records across multiple sites.
02:30
You don't have to create
02:30
the same parameters for every site in your collection
02:35
version ing
02:37
maintaining versions of records or automatic
02:39
e discovery.
02:42
You can run searches against records and active documents at the same time. You don't have to run multiple searches one for records and 14
02:51
current end of 10 and fouls control.
02:53
You get to determine water record is and who can create and tag it as a record.
03:01
There are three main steps to enable in place records management in SharePoint. Step one. Activate in place records management
03:09
at the site collection level,
03:13
step to configure settings at the psychological level
03:16
sent three configure settings at a list or library level
03:22
and this screenshot. You see, we have site settings like Question features in Place Records management.
03:27
We are innovated there.
03:30
You configure settings of in place records management at a site collection level. We going to psych elation administration
03:37
record declaration settings.
03:38
When we have the options here to configure,
03:43
we can do a hard block, one delete or even edit records.
03:47
We can say
03:49
where records can be defined.
03:52
We can even go with declaration roles
03:54
and specify wish. User roles have the ability to declare and
04:00
un declare
04:01
records.
04:02
If you want to go granule or to the list for a lottery settings,
04:06
we go into
04:09
settings. One that respective Lister Library.
04:12
We're going to record declaration settings.
04:14
We have very some more settings that we had at the
04:16
psych level.
04:19
Quiz.
04:20
One of the drawbacks of in place records management is having to run separate. You discover queries when records and active documents.
04:30
Is that a drawback,
04:33
or is it not? What is that? Is it true, or is it false?
04:39
Dwight says
04:40
boats.
04:42
That's one of the advantages
04:44
in place records management.
04:46
You get to start simultaneously your records and your act of documents within your tenant in your environment.
04:53
To recap the lesson. A foul plan is a planning document. Foreign Organizations Records Management System
05:00
There are three main steps to enable in place records management in SharePoint.
05:04
Activate the feature in a side collection level.
05:06
Configure settings at the site collection,
05:10
activate, configure
05:11
and then grandeur configure settings at the U. S. Or lottery level.
05:16
Thank you for joining me on the short lesson you see for the next one, take care.
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