90 5.1 Document Management
In SharePoint Server 2007 ECM tools and technologies primarily surface
in four functional areas: document management, records management, Web
content management and electronic forms management. And all these func-
tional areas leverage common services, such as storage, workflow, security and
search. Let’s now look at some of these functional areas and highlight the
ECM features that can help you manage your enterprise content appropriately.
5.1 Document Management
Document management refers to all the things you can do to the content
you store in lists and libraries. In Chapter 2, Windows SharePoint Services
V3.0, we covered many of the key technologies that allow you to manage any
type of content that you choose to store in a site. Content types,site columns,
versioning, check-in/out, approval, security trimming are all involved in manag-
ing content, as is integration with workflow. All of these are available in the
base WSS 3.0, platform but MOSS extends the technologies to help you bet-
ter monitor your content, to help users better understand how content
should be used, to ensure your content meets specific requirements, and to
protect content when it is taken out of SharePoint. It does this via auditing,
information management policies and rights management integration. At a
high level, all of these technologies help you meet compliance requirements,
so let’s take a general look at that first.
5.1.1 Compliance
Compliance—be it legal, regulatory or corporate—is a major concern for
most businesses these days. You can read many horror stories of businesses
being fined billions of dollars for not complying with a particular regulation
such as Sarbanes-Oxley or HIPAA (the Health Insurance Portability and
Accountability Act). Regardless of the actual regulation, the root cause is usu-
ally a failure to manage digital content appropriately.
Being compliant needs to be a core business tenet, not just a separate
project that you embark upon and then deem complete. It needs to be
engrained in your common business processes, something that everyone
considers as they go about their day-to-day jobs. For example, users should
be aware of your policies with regards to retaining or deleting e-mail and
documents or know how to properly classify and secure information so that
it is not subsequently used inappropriately. As a business you need to first
decide what your policies are (some will be driven by regulations) and then
help your employees understand and comply with these policies. Ulti-
mately, these policies help ensure that information is handled appropriately,
stored appropriately and with the right metadata to allow its subsequent
discovery and retrieval.

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