Records Management Feature: Content Types

re: Records Management Feature: Content Types

Adam Pope — Thu, 01 Jun 2006 14:49:17 GMT

Dear Jason/MS Bloggers,

Thanks for the post, we're reading it with interest.

We've found particular problems with content that contains dynamic links.

For example, one spreadsheet contains inflation data. Thousands of current spreadsheet records (going back many decades) rely on this data which is always changing. Will the Sharepoint RM system allow such changes?

If you have an 'archive' that maintains the integrity of electronic documents, how will you cope with documents that change themselves? Will we be given the option to allow them to change?

Adam Pope

re: Records Management Feature: Content Types

hef — Fri, 02 Jun 2006 05:04:09 GMT

From a records manager's point of view, we'd be asking whether you're going to submit SharePoint for review under DoD 5015.2?

re: Records Management Feature: Content Types

tcp — Fri, 02 Jun 2006 17:00:12 GMT

...and not just Chapter 2 certification, will you have DoD 5015.2 Chapter 4 certification as well?

re: Records Management Feature: Content Types

Wendy K — Mon, 05 Jun 2006 20:37:45 GMT

We organize our records by, first, selecting the record type (as defined by my company as legal, HR, etc), then a corresponding record function code is selected.

However, this is all subjective since it is done manually by each employer. Two record types will be treated exactly the same as they have the same disposition, however an employee might not choose the same record type as another employee for the same record.

re: Records Management Feature: Content Types

recman — Mon, 19 Jun 2006 04:51:26 GMT

@ hef, tcp:

Microsoft has decided to pursue DoD 5015.2 (chapter 2) certification for Office SharePoint Server 2007.

Stay tuned for more information in a future posting.

- Ethan Gur-esh, Program Manager

BetterECM - russ stalters’ Blog on Exploring NextGen ECM » Breaking News! Microsoft Goes on Record That They Getting MOSS 2007 DoD 5015.2 Certified

Mon, 19 Jun 2006 05:46:38 GMT

PingBack from http://betterecm.wordpress.com/2006/06/18/breaking-news-microsoft-goes-on-record-that-they-getting-moss-2007-dod-50152-certified/

re: Records Management Feature: Content Types

SJ — Fri, 07 Jul 2006 19:49:26 GMT

I understand that SharePoint 2007 has limitations on the number of Content types ie., Only 50 Content types that can be defined. How can I define 300+ content types in SharePoint 2007.

re: Records Management Feature: Content Types

recman — Thu, 13 Jul 2006 05:13:22 GMT

@ SJ:

I've just checked with the SharePoint product team, and there is not a hard limit of 50 Content Types. For all practical purposes, there isn't a hard limit on the number of Content Types that can be defined -- and we can certainly handle more than 300.

Can you let me know where you saw/heard the "50" number? I'd be happy to help correct any confusion out there about the limitations of Office/SharePoint 2007. :)

Thanks,
- Ethan Gur-esh, Program Manager

re: Records Management Feature: Content Types

Dane — Tue, 18 Jul 2006 11:31:45 GMT

If RM is core to Office 2007, is it intended to produce a test drive of the functionality? e.g. Demonstrating full integration with the MSsuite and all other formats.

re: Records Management Feature: Content Types

recman — Tue, 25 Jul 2006 05:46:12 GMT

@Dane:

We are planning to have test drives for the entire Microsoft Office Server System, including the Records Management capabilities discussed on this blog.

These aren't online yet, but will be available soon. In the meantime, you can learn more about the Test Drive program (including the location to try out the server products once they're available) @ http://www.microsoft.com/office/preview/beta/testdrive.mspx .

And in the interim, you can also get the beta to try out on your own (including guides for how to configure/use the Records Management features) @ http://www.microsoft.com/office/preview/beta/getthebeta.mspx

Sorry for the delay.
- Ethan Gur-esh, Program Manager

re: Records Management Feature: Content Types

SJ — Wed, 09 Aug 2006 00:32:16 GMT

Can I assign more than 1 custom or default content type to a document or folder or a site? For example a "Medical benefits" document can be assigned a content type of "Employee" or "Contractor". How do I handle such scenarios?

re: Records Management Feature: Content Types

Tina Torres — Wed, 09 Aug 2006 03:40:36 GMT

I wonder why you would want two different default policies? It could easily invoke a conflict. Which policy applies first and why? Or would you keep the item for the longer of the two periods? What if one policy requires content review and the other doesn't?

I would need to understand the business need a bit better to help with the scenario.

Thanks,

Tina Torres - Corporate Records Manager

re: Records Management Feature: Content Types

recman — Wed, 09 Aug 2006 05:29:26 GMT

@ SJ:

It's great to hear that you're evaluating the Office 2007 system features to see how well they meet your needs. However you should direct these questions to the newsgroups & discussion forums that are part of the Office 2007 Beta program. These forums are specifically intended for providing technical support at the level of detail you're asking for.

We're trying to keep this blog at the level of conceptual / business requirements discussion, rather than being another tech support forum.

Thanks for understanding,
- Ethan Gur-esh.

re: Records Management Feature: Content Types

Eddie Geller — Mon, 14 Aug 2006 16:43:02 GMT

Can you still utilise the MOSS RDMS features without office 2007 installed on the client? How does it work with Office 2003?

re: Records Management Feature: Content Types

recman — Thu, 17 Aug 2006 23:44:30 GMT

@Eddie Geller:

You can certainly use the MOSS Document & Records Management features without Office 2007 installed on the client.

Most of the features discussed in this blog will work just as well for organizations using the Office 2003 client applications as those with the Office 2007 client applications. Many features have a “better” experience with the Office 2007 applications, but the core RDMS capabilities require only MOSS 2007 on the server.

In future postings we’ll try to be more explicit about where the Office 2007 client applications are required or beneficial, but here’s the breakdown of client vs. server requirements for our posts so far:

-Content Types: With MOSS 2007 & Office 2003 applications, you can still define & use Content Types as described in this post. The Office 2007 client makes it easier for users to see/change Content Type information in the context of the applications, but Office 2003 users can still interact with Content Types via the browser.

- Document Information Panel: This feature is specific to the Office 2007 client applications. But with MOSS 2007 and Office 2003, you can still create Content Types with rich metadata schema… users will need to fill in that metadata via a browser-based experience, which they’ll only see at “save” time, not from the moment they create the document.

- Information Management Policies: With Office 2003 & MOSS 2007, you can still define policies on server content, which will be enforced regardless of what client applications are being used. However, Office 2003 users will not see the “user communication statement” when working in the applications.

- Expiration: This feature does not require the Office 2007 client applications.

- Auditing: This feature does not require the Office 2007 client applications.

- Barcode & labels: Barcode & label policies can be configured & enforced for items using only MOSS 2007. However, the ability to automatically add barcodes/labels into documents before they’re printed requires the Office 2007 client applications.

Hope this helps,
- Ethan Gur-esh, Program Manager.

re: Records Management Feature: Content Types

Yuri — Mon, 21 Aug 2006 18:18:47 GMT

Hello Jason,
I think the decision to support both content types and folders for the purpose of document classification is the right one.

We are busy building the additions to MOSS 2007 for better physical record management, and we will defintely use folders for classification based on locations and content types for semantic classifications.

We will be happy to provide you as much feedback as you need from our work, and hope you'll beable to help with advice.
We also will be glad to share our experience (and our problems) in building the full-featured physical record management system on MOSS 2007.
Here is an e-mail address, if you decide to contact us directly:
yurik@prjsoft.com
Thanks,
YX(Yuri)

Records Management Feature -- Declaring Records in SharePoint Sites

Microsoft Records Management Team Blog — Thu, 24 Aug 2006 04:35:27 GMT

Finally! After much patience on the part of this community, we can now talk about the next big area...

Enterprise Content Strategies » Records management in SharePoint 2007 DoD-certified

Fri, 25 Aug 2006 01:32:31 GMT

PingBack from http://www.enterprisecontentstrategies.com/2006/08/06/records-management-in-sharepoint-2007-dod-certified/

Sharepoint 2007: Document/Records Management resource list V0.1

Arno Nel 2.0 — Thu, 31 Aug 2006 10:57:22 GMT

Planning Plan document management Chapter overview: Plan document management What is document management?

Physical Records Management in the 2007 Office system

Microsoft Records Management Team Blog — Thu, 05 Oct 2006 11:00:15 GMT

So far in this blog, we’ve talked directly about electronic records – the files created in document authoring

re: Records Management Feature: Content Types

edgedev — Fri, 10 Nov 2006 00:44:04 GMT

Thanks for this great blog! I’m just now catching up on the whole thing since I started planning a customer's MOSS 2007 records management solution in earnest with RTM finally here. Hopefully someone is still watching this topic, because I ran into a BIG question (which I’ll try my best to keep scoped to this big picture forum).

What would be the best mechanism(s) to share look-up data across site collections (i.e. between collaboration spaces and records spaces)? It seems, given the preferable model of keeping them in separate site collections (as discussed in this blog) that the design of the Content Types being isolated to the site collection (and any of its subsites) is a major limitation.

What if a Content Type in site collection A (which is the collaboration space) has a look up column based on a list in site collection A. When that Content Type is routed to a given place in site collection B (the records space) what happens to the possible look up values that reside in a list back in site collection A? What if that field wasn’t filled in correctly and the records manager needs to correct it in the records space? Can they still select the right value? Or do you have to build a parallel Content Type / look-up field / data source list in site collection B? And how would you keep the two synced? Do you see my dilemma?

Am I overlooking something obvious? Sorry if this is too specific for this forum. Thanks!

E-mail Records Management, Part 2

Microsoft Records Management Team Blog — Sat, 06 Jan 2007 00:22:25 GMT

In the previous post , we covered the basics of what’s involved in e-mail records management and why

Sharepoint 2007 Document and Records Management resource List (update)

Mirrored Blogs — Wed, 03 Oct 2007 18:16:35 GMT

Document and Records Management Definition Document Management According to Wikipedia : "A document

Sharepoint 2007 Document and Records Management resource List (update)

Arno Nel 2.0 — Mon, 28 Jul 2008 14:28:21 GMT

Document and Records Management Definition Document Management According to Wikipedia : "A document