الجمعة، ديسمبر 20، 2013

Create a file plan to manage records in SharePoint Server 2013

Summary: Learn how to create a file plan to identify what information that you will keep as records.
Applies to:  SharePoint Server 2013 Enterprise 
The file plan is the primary records management planning document in SharePoint Server 2013. Although file plans can differ across organizations, they typically:
  • Describe the kinds of items the organization acknowledges to be records.
  • Describe what broader category of records the items belong to.
  • Indicate where records are stored.
  • Describe retention periods for records.
  • Delineate who is responsible for managing the various kinds of records.
This article describes the contents of a file plan and summarizes how to create a file plan for your organization. The article also directs you to a worksheet in which you can record the file plan.
In this article:

Identify kinds of records

Determining which active documents in your organization might be declarable as records requires the collaboration of records managers, lawyers, compliance officers, and content managers. Note that, even if your enterprise is not in a highly regulated industry, there are general laws that might obligate your enterprise to keep records. Along with general business laws, you must evaluate legal requirements that are specific to your enterprise.
It is beyond the scope of this article to provide more than general information about how to determine what is a record in your organization. Most likely, your enterprise is already doing some form of records management and has filled most of the records management roles that you need, and you might already have a taxonomy of records.
Generally, to determine what are records in your organization:
  1. Understand your enterprise's legal obligations and business needs.
  2. In a collaborative effort across the divisions of your organization, analyze how active documents are used.
  3. Develop a list of the kinds of documents that should become records. For example, you might determine that the following should be retained as records:
    • Contracts to rent corporate space.
    • Documents related to employees' benefits.
    • Documents related to product research and development.
  4. Categorize the records. Records in the same category often have the same retention periods and might require similar treatment in other ways.
Record the information that you collected. You can use the worksheet mentioned in the section Record categories worksheet for this purpose. Record the kind of record, the category that records of this kind belong to, and a brief description of the kind of record.

The following is a sample worksheet:
Kind of record Record category Description
Benefit plans, insurance plans, pension plansEmployee Benefit DescriptionsDescriptions of all employee benefit plans.
Payroll timesheets, supplementary payroll informationPayroll RecordsSummaries of hours worked, overtime, and salary paid.
Vendor invoicesInvoicesRecords of goods or services purchased from vendors.
Product surveys, questionnaires, training manuals, training videosTraining MaterialsProvides internal or external training.
Shipping forms, shipping reportsShipping RecordsDocuments the shipment of materials.
Press releases, newspaper articlesPress ReleasesPublic relations information about products and services.
Emergency contact sheets, medical plan enrollment forms, resumes, benefits status reportsPersonnel RecordsRecords of individuals' employment histories and related personnel actions.

Complete the file plan

After you determine which documents should be retained as records and after you create a set of record categories, complete your file plan by providing additional information about each kind of record. Indicate the following:
  • How long each kind of record should be retained.
  • How records should be disposed of when the retention period expires.
  • Who is the primary records manager for records of this kind.
  • What kind of media are records of this kind stored in.
The following is a completed sample file plan:
Records Description Media Record category Retention Disposition Contact
401k plansDescription of employee benefit plan.Web pagesEmployee Benefit PlansX yearsNoneKathi Flood
Insurance plansDescription of employee insurance plan.PrintEmployee Benefit PlansX yearsNoneReshma Patel
Pension plansDescription of employee pension plan.PrintEmployee Benefit PlansX yearsNoneReshma Patel
Payroll timesheetsSummaries of hours worked, overtime, and salaries paid.Electronic documentsPayroll RecordsX yearsDestroyReshma Patel
Supplementary payroll informationSummaries of sick time, vacation time, and other non-salary payroll items.Electronic documentsPayroll RecordsX yearsDestroyReshma Patel
Vendor invoicesRecords of goods or services purchased from vendors.PrintInvoicesX yearsDestroyEric Lang
Product surveysCustomer satisfaction survey.Web pagesSurvey MaterialsX yearsArchiveMolly Dempsey
QuestionnairesQuestionnaire to determine customer demographics.PrintSurvey MaterialsX yearsArchiveMolly Dempsey
Training manualsHard-copy training content.PrintTraining MaterialsX yearsDestroyMolly Dempsey
Training videosVideo training content.VideoTraining MaterialsX yearsDestroyMolly Dempsey
Shipping formsConfiguration of materials shipmentsPrintShipping MaterialsX yearsDestroyEric Lang
Shipping reportsDocumentation of the shipment of materials.Electronic spreadsheetsShipping MaterialsX yearsDestroyEric Lang
Press releasesReleases about products and services.Electronic documentsPublic Relations InformationX yearsArchiveMolly Dempsey
Newspaper articlesNews about products and services.PrintPublic Relations InformationX yearsArchiveMolly Dempsey
Emergency contact sheetsEmployee information.Electronic documentsPersonnel RecordsX yearsDestroyReshma Patel
Medical plan enrollment formsEmployees' sign-up forms for health plans.Electronic documentsPersonnel RecordsX yearsDestroyReshma Patel
ResumesResumes received.MixedPersonnel RecordsX yearsDestroyReshma Patel
note Note:
The example earlier in this section is a sample. It is not a recommendation of any particular file plan settings. To reinforce that this is an example and not a recommendation of any records management policy, no retention periods are supplied.
Link : http://technet.microsoft.com/en-us/library/cc261708.aspx
 

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