Implementing records management in SharePoint

With the significant increase in SharePoint installations within government agencies, many are now starting to wrestle with ensuring that their SharePoint installation is records management compliant. SharePoint “out of the box” is not records management compliant. A lot of government agencies are in dilemma on how to handle making SharePoint compliant.

Things to consider when investigating how to make your SharePoint records management compliant are:

  • What is it you are trying to achieve?
    • Do you want all of your SharePoint data and documents to be captured as records?
    • Do you want your users to know they are declaring their information as records or do you want it as a “back office” function i.e. hidden from users?
    • Do you have more “paper-based” or “electronic documents” currently to manage
      • Do you have a large holding of paper records and are moving towards electronic records?
      • Are the majority of your records already digital and you don’t have many paper records?

Questions like this help you to determine your “records management profile” which in turn influence the best solution for you. The “one size fits all” approach does not work with records management and you need to consider your organisation’s records management profile to find the best option available for your organisation. Paper records based organisations are better with records management software like TRIM and Objective compared to primarily electronic records based organisations. Organisations with a records management profile of mainly electronic records should consider software built specifically for electronic records, such as RecordPoint.

There are a large number of options for making SharePoint records management compliant and it is important to determine what is the records management profile (characteristics) of the organisation before rushing into the purchase of software. Consider all aspects of your records management profile, such as the ratio of paper versus electronic records and the level of visibility of records management functions provided to users before determining which option you select.

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On August 2nd, 2016, posted in: News, Records Management, Services, SharePoint by
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