Records Management in SharePoint-casestudy PDF

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This shows how to manage records in SharePoint....

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Case Study: Records Management

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Scenario The most famous bakery company in our town is Bakers Delight with the more than 15 years’ experience in the bakery environment and started as a small bakery, now it’s a large supplier of retail bakeries. In the Canada, the baking industry accounts for more than 200,000 jobs and over $250 million a year. As the company makes goods consist of breads and toppings such as crackers, cookies, cakes as well as pastries. With the passage of time, their business is going in the straight line and their accounting software and database is outdated and to improve those changes, they have decided to implement SharePoint in their company but still they need a knowledge to use record management options and here I would help them to decide the best option to manage their records.

Types of Items and documents 

Sales Order document – It is an internal document that records customer’s purchasing order and a sequential number is used to manage the orders. The company follows FIFO (First In First Out) to plan the orders of the customers.

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Employee detail – It shows the personal detail of employees such as roles of employees in the company followed by address, contact number and so on.

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Employee pay detail – This Document displays the pay rate in front of employee’s name, default hours, number of working hours, overtime pay, bonuses, holiday pay and so on.

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Bill of materials – It is the important document in bakery department, includes

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list of items, parts, other materials that are required to create a product as well as it also explains how and where to buy items and instructions to get something productive from available items. Products detail document – it consists of all the products that are made in the

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bakery and the ingredients that are required to make those sweet items. This document will also help customers to choose items according to their requirements by looking at the ingredients.

Three Different Types of Considerations There are three different types of considerations Bakers Delight should think before uploading documents to SharePoint. 

Proactive Records Management Planning

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Identify Records

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Planning for Content Holds

1. Proactive Records Management Planning – Before using SharePoint records management, first of all, one must define requirements for managing records and this planning should include these things: 

All final materials documents should be identified and uploaded to SharePoint for access and retention purpose.

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Describing records retention rights.

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Content consumption approaches should be defined for the material.

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Expiration rules and approaches should be considered.

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2. Identify Records – In records management planning is to identify all materials such as product specification, contracts and procedures that have to managed and for each item, define it: a) The procedure to bring the content in to the required environment, do the following things: 

A completed material should be uploaded for consumption and retention purpose.

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Upload those material that need further modifications in the environment.

b) Every single detail about items should be tracked that includes fields to support targeted searching, manage records retention and content requirements. c) Security of items should be considered as a primary need to an organisation and to be updated with time. d) How data is viewed by the users through search function in the SharePoint. e) Plan before uploading document about the deletion and archival of content in future. 3. Planning for Content Holds - This makes easier to look up the desired information in pre-Hold planning based on details that content hold needs. These planning steps will help in preparing for content holds: 

Identify the scenarios where content holds will be needed

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Specify the attributes to identify the materials needed to support expected situations.

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Best option to manage records Manage through Record Retention Rules – The rules will help to declare and undeclare settings of records and automatically manage the declaration and declaration of records as well as help to protect the document so that they do not get delete accidently. One can create an information management procedure, it will create a document record on that specific date and termination of the document after specific date. Steps to configure a retention policy: 1. Go to the list or library where you want to apply the retention policy. 2. Select list or library setting and click on the information management policy setting in the permission option. 3. Now select the content type or library settings. 4. Under the edit policy page, edit policies for an item. a) Select the enable retention policy. b) Click on the Add a retention stage link and open the stage properties window. c) In stage properties window, enter this information:  Add a date property and date offset value for that item in the event section.  Identify the activity when the item enters the stage in the auction section.

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Permanently delete.

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Move to recycle bin.

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Transfer to Another location.

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Start a Workflow.

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Skip to Next stage.

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Declare record.

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Delete all previous versions.

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Delete previous drafts.

 Now repeat those actions for the item and set time in the recurrence section.  Click OK Button to final the changes. d) Click the OK button to save the policy.

Client decision The company decided to use the record center site template to store and manage records. As this record center contains preconfigured, content organiser in the site and it will collect all records of the organisation such as contracts. Create a record repository libraries based on the organisation and document storage requirements. To use the library, you want to manage content, you need to create a content manager rule for routing documents from the Drop away library to the appropriate record repository library.

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Document center site template is to store and manages all documents in organisation such as sales order document, employee detail, employee pay detail, bill of materials, products detail document, record center and document center. The best choice to upload documents in to a document repository library is the document center sites. The homepage of document center includes an upload button and Like other sites in SharePoint, the Document Center site supports record management policies that allow materials to be constrained by structured management processes.

References What is sales order? definition and meaning. (2019). Retrieved June 10, 2019, from http://www.businessdictionary.com/definition/sales-order.html Smith, T. (2016). SharePoint 2016 User’s Guide Learning Microsoft’s Business Collaboration Platform (Fifth Edition, pp. 397-429). S.L. Springer Verlag. In-text citation: (Smith, 2016, pp. 397 – 429) M. (2019, June 11). Introduction to the Records Center. Retrieved June 10, 2019, from https://support.office.com/en-us/article/introduction-to-the-records-centerbae6ca5a-7b19-40e0-b433-e3613a747c2c

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