Arno Nel 2.0 - the Strategic Architect

Arno Nel on Architecture, Sharepoint and the Microsoft Office System, Web 2.0, Web Development and Productivity

http://arnonel.com/blogs/arnonel/archive/2007/05/11/sharepoint-2007-document-and-records-management-resource-list-update.aspx

Sharepoint 2007 Document and Records Management resource List (update)

Document and Records Management Definition

Document Management

According to Wikipedia :
"A document management system (DMS) is a computer system (or set of computer programs) used to track and store electronic documents and/or images of paper documents. The term has some overlap with the concepts of Content Management Systems and is often viewed as a component of Enterprise Content Management Systems and related to Digital Asset Management.

Records Management

According to Wikipedia:
"Records Management, or RM, is the practice of identifying, classifying, archiving, preserving, and destroying records. The ISO 15489: 2001 standard defines it as "The field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records".

The ISO defines records as "information created, received, and maintained as evidence and information by an organisation or person, in pursuance of legal obligations or in the transaction of business". The International Council on Archives (ICA) Committee on Electronic Records defines a record as, "a recorded information produced or received in the initiation, conduct or completion of an institutional or individual activity and that comprises content, context and structure sufficient to provide evidence of the activity. While the definition of a record is often identified strongly with a document, a record can be either a tangible object or digital information which has value to an organization. For example, birth certificates, medical x-rays, office documents, databases, application data, and e-mail are all examples of records."

Enterprise Content Management

According to Wikipedia:
"Enterprise Content Management (ECM) is any of the strategies and technologies employed in the information technology industry for managing the capture, storage, security, revision control, retrieval, distribution, preservation and destruction of documents and content.

ECM especially concerns content imported into or generated from within an organization in the course of its operation, and includes the control of access to this content from outside of the organization's processes.

ECM systems are designed to manage both structured and unstructured content, so that an organization, such as a business or governmental agency, can more effectively meet business goals (increase profit or improve the efficient use of budgets), serve its customers (as a competitive advantage, or to improve responsiveness), and protect itself (against non-compliance, law-suits, uncoordinated departments or turnover within the organization). In a large enterprise, ECM is not regarded as an optional expense, where it is essential to content preservation and re-usability, and to the control of access to content - whereas, very small organizations may find their needs temporarily met by carefully managed shared folders and a wiki, for example. Recent trends in business and government indicate that ECM is becoming a core investment for organizations of all sizes, more immediately tied to organizational goals than in the past: increasingly more central to what an enterprise does, and how it accomplishes its mission".

What is Sharepoint 2007?

From Microsoft: "Microsoft Office SharePoint Server 2007 is an integrated suite of server capabilities that can help improve organizational effectiveness by providing comprehensive content management and enterprise search, accelerating shared business processes, and facilitating information-sharing across boundaries for better business insight. Office SharePoint Server 2007 supports all intranet, extranet, and Web applications across an enterprise within one integrated platform, instead of relying on separate fragmented systems. Additionally, this collaboration and content management server provides IT professionals and developers with the platform and tools they need for server administration, application extensibility, and interoperability."

For More Information:

SharePoint Server Home
Product Information
Help and How-to
- SharePoint Server 2007 Help
- SharePoint Portal Server 2003 Help
Related Products and Technologies

Essential Sharepoint 2007 Content and Links

Essential Sites

Essential Blogs

Microsoft Records Management Team Blog : A blog about the business challenges we are all facing and the opportunities to address these challenges using technology, as we encounter the problems of records keeping, planning, retention, disposition, litigation response, holds, and so on.
Microsoft SharePoint Products and Technologies Team Blog: The official blog of the SharePoint Product Group
Microsoft Enterprise Content Management (ECM) Team Blog
Angus Logan's Portals Blog
Arno Nel - The Strategic Architect
Better ECM
Joel Oleson's SharePoint Land
Lawrence Liu's Report from the Inside
SharePoint Developer's Blog
Andrew Connell [MVP MOSS]
Bill English Blog
Daniel Larson's Developer Blog
Fear and Loathing
harbar.net
Heather Solomon - MVP, WSS - Blog about Design, SharePoint, and CSS
hello its liam [MVP] (trainbloggin)
John Holliday's SharePoint Reflections
JOPX on SharePoint 2007 (MOSS and WSS V3 ), Office and SOA
Patrick Tisseghem's Blog [MVP SharePoint]
Shane Perran's SharePoint Customization Blog
The Boiler Room - Mark Kruger, SharePoint MVP

Essential Books

Download Links

Application Templates Available for Download

Package Downloads

Planning Document and Records Management with Sharepoint 2007

Plan document management

Microsoft Office SharePoint Server 2007 includes document management features that you can use to control the life cycle of documents in your organization — how they are created, reviewed, published, and consumed, and how they are ultimately disposed of or retained. The articles in this chapter will guide you in planning the document management features of your solution based on Office SharePoint Server 2007.

The articles in this chapter include:

What is document management? includes an introduction to document management in the enterprise, along with a description of the document management planning process recommended in this planning guide.
Identify document management participants and stakeholders describes the creation of a document management planning team.
Analyze document usage provides guidance on determining the types of documents used in your enterprise and analyzing the stages in the documents' life cycles.
Plan document libraries describes using document libraries to organize documents in your enterprise.
Plan content types (Office SharePoint Server) describes planning content types, which are the Office SharePoint Server 2007 mechanism for defining and sharing the attributes of documents, list items, and folders.
Plan versioning, content approval, and check-outs provides guidance on planning content control in Office SharePoint Server 2007, such as by using versioning, check-in and check-out, and approval for publishing content.
Plan Information Rights Management describes how to plan Information Rights Management on documents stored in document libraries so that you can control which actions users can take on documents when they open them from libraries in Office SharePoint Server 2007.
Plan workflows for document management describes how to use the Office SharePoint Server 2007 workflow feature to design document-related processes.
Plan information management policies describes planning and implementing enterprise policies that will help your organization comply with regulatory and legal obligations, in addition to best practices such as auditing documents and retaining them properly
Plan enterprise content storage contains information to help solution planners and designers properly plan and configure a large-scale enterprise content management solution based on Office SharePoint Server 2007 so that it performs well while providing the features needed by site users.

Plan records management

Microsoft Office SharePoint Server 2007 includes records management features you can use to help your organization meet its regulatory and legal requirements and manage its corporate knowledge.

The articles in this chapter include:

What is records management? reviews the elements of a records management system and provides an overview of records management planning.
Identify records management roles (Office SharePoint Server) helps you identify members of your organization with the range of records management–related roles and skills to support planning and implementing a records management solution based on Office SharePoint Server 2007.
Develop the file plan (Office SharePoint Server) provides guidance on determining the types of records in your organization and on creating a file plan to specify retention periods, disposition plans, and other information for each record type.
Design the Records Center site (Office SharePoint Server) describes how to plan the document libraries, metadata, policies, and other features of a Records Center site, the Office SharePoint Server 2007 site you use to implement your file plan and manage records.
Plan how records are collected (Office SharePoint Server) helps you plan how electronic and hard-copy records in your organization should move to the Records Center site.
Plan physical records retention describes planning tasks related to retaining physical records by using Office SharePoint Server 2007.
Plan e-mail message records retention describes planning tasks related to retaining e-mail messages by using Office SharePoint Server 2007.

Boris @SharePoint-Architect.com

Sunday, May 13, 2007