OTT, Inc.

Understanding SharePoint Server 2013 Records Management

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 Every organization has records, whether they are in print or electronic form. These records may serve as evidence of transactions, communications, partnerships, or any other activity the organization performs. Because every organization has records, they all need records management in some form. Microsoft SharePoint can help you with records management, but you need to have a management plan in place before you begin.

 There are a number of factors you need to determine before you begin records management:


  • What information will you designate as records?
  • Once you know which active documents are records, how will you handle them, and how will you collect them once they are designated as records?
  • How long will you retain records in order to comply with laws, regulations, and business needs?
  • What technology and business processes are necessary to comply with the aforementioned obligations?
  • How will you dispose of expired records, and how will you store and secure sensitive documents, such as those from lawsuits?

 The responsibility of determining what constitutes a record falls on the shoulders of your corporate compliance officers, records managers, and lawyers.

 Records management systems include the following components: content analysis, a file plan (where and how records are stored, how long to retain, etc.), compliance requirements documents, a method for collecting inactive records, a records auditing method, a metadata capturing method, a holding (suspending) records method, and a records monitoring and reporting method.

 Using SharePoint Server 2013, organizations can implement integrated records management systems and processes effectively and efficiently. For a full overview of the records management planning process, you can visit Microsoft’s TechNet Library online.


By OTT, Inc, a SharePoint Partner in the Twin Cities area, Minnesota,

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