Professional SharePoint® 2007 Records Management Development: Managing Official Records with Microsoft® Office SharePoint® Server 2007

Professional SharePoint® 2007 Records Management Development: Managing Official Records with Microsoft® Office SharePoint® Server 2007

by John Holliday
Released October 2009
Publisher(s): Wrox
ISBN: 9780470287620

Read it now on the O’Reilly learning platform with a 10-day free trial.

O’Reilly members get unlimited access to books, live events, courses curated by job role, and more from O’Reilly and nearly 200 top publishers.

Start your free trial

Book description

Unique guide to records management methodologies for Microsoft Office SharePoint Server 2007

There may be books available on how to develop solutions for Microsoft Office SharePoint Server 2007, but this is the first book to provide step-by-step guidance for designing and building records management solutions on the SharePoint platform. You'll learn the five core services of any records management system-confidentiality, information integrity, high availability, adherence to policy, and audit ability-then explore the tools and techniques needed to implement them in SharePoint.

The book helps you understand official records in the context of day-to-day collaboration and regulatory compliance; you'll also learn how to design extensible Windows Workflow Foundation (WF) components with records management as the central focus.

  • Reviews Office SharePoint Server and how it provides a solid foundation for managing official records using specially constructed web sites and custom components

  • Discusses the "File Plan", which describes where each record is stored, how long it is kept, and the manner and conditions under which it is destroyed

  • Shows you how to apply the powerful features of the SharePoint platform to convert collaborative documents into managed files in a record center site

  • Addresses best practices for creating records repositories, developing file plans to identify official records, controlling the creation and distribution of records using custom content types and information policy components, and more

  • The companion Web site includes downloadable code modules you can use as a starting point for building real-world records management solutions on the SharePoint platform

    • If you're a programmer, software architect, business analyst, or IT professional working in SharePoint, you'll want this unique book on your shelf.

    Table of contents

    1. Copyright
    2. Credits
    3. About the Author
    4. Acknowledgments
    5. Introduction
      1. Who This Book Is For
      2. What This Book Covers
      3. How This Book Is Structured
      4. What You Need to Use This Book
      5. Conventions
      6. Source Code
      7. Errata
      8. p2p.wrox.com
    6. 1. Official Records
      1. 1.1. What Are Official Records?
      2. 1.2. Core Records Management Principles
      3. 1.3. Content Modeling
        1. 1.3.1. Understanding the Content Life Cycle
        2. 1.3.2. Content Modeling Goals
        3. 1.3.3. The Role/Activity Modeling Technique
          1. 1.3.3.1. Enumerating Roles
          2. 1.3.3.2. Enumerating Responsibilities, Activities, and Tasks
            1. 1.3.3.2.1. A Simple Example
          3. 1.3.3.3. Factors to Consider When Applying the Technique
            1. 1.3.3.3.1. Discovery Empowers Knowledge Workers
            2. 1.3.3.3.2. Roles and Activities Are Easily Understood
            3. 1.3.3.3.3. Modeling Artifacts Support Component Building
      4. 1.4. Developing a File Plan
        1. 1.4.1. Identifying Roles and Responsibilities
        2. 1.4.2. Identifying Applicable Policies and Procedures
        3. 1.4.3. Identifying Custom Routing and Workflow Requirements
        4. 1.4.4. Identifying Document Categories and Groups
        5. 1.4.5. Identifying Document Sources
        6. 1.4.6. Analyzing Storage Requirements
        7. 1.4.7. Analyzing Security Requirements
      5. 1.5. Summary
    7. 2. Preparing for Records Management Development
      1. 2.1. Understanding Current U.S. Regulations
      2. 2.2. Setting Up Your Development Environment for Maximum Productivity
        1. 2.2.1. CAML.NET IntelliSense
          1. 2.2.1.1. Using Annotated Schemas
        2. 2.2.2. ECM2007: A Foundation Class Library for Records Management
        3. 2.2.3. Creating a SharePoint Feature Project Template
        4. 2.2.4. Leveraging XML Schemas for Maximum Flexibility
        5. 2.2.5. Generating Schema Classes from within Visual Studio
      3. 2.3. Summary
    8. 3. SharePoint Tools for Managing Records
      1. 3.1. Document Libraries
        1. 3.1.1. Creating Document Libraries
        2. 3.1.2. Document Libraries and Property Promotion
      2. 3.2. Content Types
        1. 3.2.1. Uses for Content Types
          1. 3.2.1.1. Organization
          2. 3.2.1.2. Classification
          3. 3.2.1.3. Validation
          4. 3.2.1.4. Control
        2. 3.2.2. Content Type Definitions
        3. 3.2.3. Creating Content Types
          1. 3.2.3.1. Declaring Content Types Using CAML
          2. 3.2.3.2. A Content Type Browser Utility
          3. 3.2.3.3. Creating Content Types Programmatically
      3. 3.3. Versioning
        1. 3.3.1. Versioning Rules
        2. 3.3.2. Check-Out, Check-In, and Versioning
        3. 3.3.3. Versioning Pitfalls
        4. 3.3.4. Programmatic Versioning
          1. 3.3.4.1. C# 3.0 Extension Methods
          2. 3.3.4.2. Calculating Version Metrics
      4. 3.4. Content Security
        1. 3.4.1. SharePoint Permissions
          1. 3.4.1.1. Personal Permissions
          2. 3.4.1.2. List Permissions and Groups
          3. 3.4.1.3. Site Permissions and Groups
          4. 3.4.1.4. Permission Dependencies
        2. 3.4.2. Strategies for Controlling Access to Content
        3. 3.4.3.
          1. 3.4.3.1. Role-Driven Strategy
          2. 3.4.3.2. Content-Driven Strategy
          3. 3.4.3.3. Life-Cycle Access Control Strategy
        4. 3.4.4. Information Rights Management
      5. 3.5. The Records Management Object Model and API
      6. 3.6. The Official File Web Service
      7. 3.7. Summary
    9. 4. The MOSS 2007 Records Center
      1. 4.1. The Records Management Feature
      2. 4.2. The Records Center Site Definition
      3. 4.3. Records Center Components
        1. 4.3.1. The Records Repository Users Group
        2. 4.3.2. The Record Routing Table
        3. 4.3.3. The Holding Zone
        4. 4.3.4. The Holds List
        5. 4.3.5. Workflow Provisioning
        6. 4.3.6. Default Record Series
        7. 4.3.7. Default Expiration Actions
      4. 4.4. Records Center File Processing
        1. 4.4.1. The Core Record Routing Mechanism
        2. 4.4.2. Custom Record Routing
        3. 4.4.3. Property Storage
        4. 4.4.4. Audit History
        5. 4.4.5. Property Promotion and Demotion
      5. 4.5. Summary
    10. 5. Building and Configuring a Records Repository
      1. 5.1. Creating the Records Center Site
        1. 5.1.1. Creating a Records Center Manually
        2. 5.1.2. Creating a Records Center Programmatically
      2. 5.2. Working with Traditional File Plans
        1. 5.2.1. Creating Document Libraries and Content Types
        2. 5.2.2. Setting Up the Record Routing Table
      3. 5.3. Building and Using Dynamic File Plans
        1. 5.3.1. Designing the File Plan Schema
        2. 5.3.2. A Quick Introduction to InfoPath 2007
          1. 5.3.2.1. Using the InfoPath Forms Designer
          2. 5.3.2.2. Designing the File Plan Form
        3. 5.3.3. Generating Serialization Classes
        4. 5.3.4. Building the File Plan Gallery
        5. 5.3.5. Executing the File Plan
      4. 5.4. Summary
    11. 6. Populating the Records Repository
      1. 6.1. Submitting Individual Records
        1. 6.1.1. Configuring the Farm for Manual Submission
        2. 6.1.2. Granting Users Permission to Submit Records
        3. 6.1.3. Testing the Farm Configuration
        4. 6.1.4. Submitting Records Programmatically
      2. 6.2. Submitting Multiple Records
      3. 6.3. Summary
    12. 7. Information Management Policy
      1. 7.1. Information Policy Architecture
        1. 7.1.1. Limitations of Information Policy in SharePoint Server 2007
      2. 7.2. Policies, Policy Features, and Policy Resources
        1. 7.2.1. The Information Policy Life Cycle
      3. 7.3. Building Custom Policy Features
        1. 7.3.1. Designing for Extensibility
        2. 7.3.2. Creating Reusable Policy Components
          1. 7.3.2.1. Policy Features
          2. 7.3.2.2. Policy Resources
        3. 7.3.3. Creating a Printer Control Policy Feature
        4. 7.3.4. Creating the Policy Feature Class
        5. 7.3.5. Adding Custom Policy Feature Settings
        6. 7.3.6. Creating a Print Monitor Add-In for Word 2007
      4. 7.4. Summary
    13. 8. Information Policy and Record Retention
      1. 8.1. The Expiration Policy Feature
      2. 8.2. Creating Custom Expiration Formulas and Actions
        1. 8.2.1. Expiration Formulas
        2. 8.2.2. Expiration Actions
      3. 8.3. The Expiration Timer Job
      4. 8.4. Planning for Retention
        1. 8.4.1. Extending the File Plan to Include Expiration Policies
        2. 8.4.2. Adding Expiration Policy Support to the Dynamic File Plan
      5. 8.5. Summary
    14. 9. Information Policy and Record Auditing
      1. 9.1. Understanding Auditing in SharePoint
        1. 9.1.1. Enabling and Disabling Auditing
        2. 9.1.2. Managing Audit Entries
        3. 9.1.3. Audit Reporting
      2. 9.2. Using the Auditing Policy Feature
      3. 9.3. Auditing in a Records Center Site
        1. 9.3.1. Creating an Audit Viewer Web Part
        2. 9.3.2. Viewing Historical Audit Records
        3. 9.3.3. Additional Considerations for Auditing
      4. 9.4. Extending the File Plan Schema to Support Auditing Policy
      5. 9.5. Summary
    15. 10. Managing Physical Records
      1. 10.1. Physical Records and List Items
        1. 10.1.1. Create a Physical Record Content Type
        2. 10.1.2. Create a Physical Records List
        3. 10.1.3. Configure Information Policy Features
      2. 10.2. Physical Records and Folders
      3. 10.3. Automating the Process
      4. 10.4. Physical Records and Workflow
      5. 10.5. Summary
    16. 11. Suspending Record Processing Using Holds
      1. 11.1. The Holds Architecture
      2. 11.2. Creating and Removing Holds
        1. 11.2.1. Placing a Hold
        2. 11.2.2. Removing a Hold
      3. 11.3. The Search & Process API
      4. 11.4. Summary
    17. 12. Building and Deploying Custom Routers
      1. 12.1. Building Custom Routers
        1. 12.1.1. Creating a Simple Filtering Router
        2. 12.1.2. Installing the Router
        3. 12.1.3. Activating the Router
        4. 12.1.4. Creating a Tracking Router
        5. 12.1.5. Creating a Redirecting Router
      2. 12.2. Extending the File Plan Schema to Support Custom Routing
      3. 12.3. Summary
    18. 13. Maintaining Record Integrity
      1. 13.1. Building a Content Validation Framework
        1. 13.1.1. Defining a Validation Schema
        2. 13.1.2. Building Validation Components
        3. 13.1.3. Using the Validation Framework with a Self-Validating Proposal Content Type
        4. 13.1.4. Using the Validation Framework to Build a Validating Router
      2. 13.2. Summary
    19. 14. Managing Electronic Mail Records
      1. 14.1. Configuring Exchange 2007
        1. 14.1.1. Configuring Exchange 2007
        2. 14.1.2. Creating Managed Folders
          1. 14.1.2.1. Setting Up the Records Center E-Mail Address
          2. 14.1.2.2. Configuring Managed Content Settings
          3. 14.1.2.3. Creating a Mailbox Policy
          4. 14.1.2.4. Running the Managed Folder Assistant
        3. 14.1.3. Handling the Folders in Outlook 2007
        4. 14.1.4. Handling Missing Properties
      2. 14.2. Summary
    20. 15. Using Workflow to Manage Records
      1. 15.1. A SharePoint Workflow Primer
      2. 15.2. Official Records, Workflow, and Complexity
        1. 15.2.1. Primitive Activities
        2. 15.2.2. Useful Activities for Records Management
        3. 15.2.3. Domain-Specific Records Management Activities
      3. 15.3. Workflow Modeling
      4. 15.4. Building a Workflow Activity Library
        1. 15.4.1. Testing Your Activities
      5. 15.5. Building Workflow Activities for Records Management
        1. 15.5.1. Executing a File Plan
        2. 15.5.2. Validating List Item Metadata
      6. 15.6. Extending SharePoint Designer to Use Records Management Workflows
        1. 15.6.1. Deploying and Registering the Activity Library
        2. 15.6.2. Creating the .ACTIONS File
      7. 15.7. Summary
    21. 16. The DoD 5015.2 Add-On Pack
      1. 16.1. Requirements Addressed by the Add-On Pack
        1. 16.1.1. New Concepts
          1. 16.1.1.1. Global Periods
          2. 16.1.1.2. Global Events
          3. 16.1.1.3. Disposition and Cutoff Processing
            1. 16.1.1.3.1. Global Event Disposition Instruction
            2. 16.1.1.3.2. Record Event Disposition Instruction
            3. 16.1.1.3.3. Global Period Cutoff Instruction
            4. 16.1.1.3.4. Global Event Cutoff Instruction
            5. 16.1.1.3.5. Folder Event Cutoff Instruction
          4. 16.1.1.4. Record Categories
          5. 16.1.1.5. Vital Records
          6. 16.1.1.6. Supplemental Markings and Access Constraining Columns
          7. 16.1.1.7. Record Relationships
        2. 16.1.2. Enhanced Search
      2. 16.2. Installing the Add-On Pack
      3. 16.3. The Components Installed by the Add-On Pack
        1. 16.3.1. The RecordCenterRouter Feature
        2. 16.3.2. The RecordCenterAddonPack_Web Feature
        3. 16.3.3. The RecordCenterAddonPack_SiteWorkflows Feature
        4. 16.3.4. Custom Field Types and Field Controls
        5. 16.3.5. Content Types
        6. 16.3.6. Timer Jobs
        7. 16.3.7. Workflows
          1. 16.3.7.1. The Cutoff Approval Workflow
          2. 16.3.7.2. The Cutoff Approval Reverse Workflow
          3. 16.3.7.3. The Disposition Approval Transfer
          4. 16.3.7.4. The Vital Record Review Workflow
        8. 16.3.8. STSADM Commands
      4. 16.4. The Records Center E-Mail Router
      5. 16.5. Summary

    Product information

    • Title: Professional SharePoint® 2007 Records Management Development: Managing Official Records with Microsoft® Office SharePoint® Server 2007
    • Author(s): John Holliday
    • Release date: October 2009
    • Publisher(s): Wrox
    • ISBN: 9780470287620