Deployment
Once you acquire your records software for Microsoft SharePoint, the path to achieve full recordkeeping compliance in SharePoint is a long, complex, and costly road.
Ensuring Successful, Compliant Deployment
Too often, projects end in a failure to properly and completely achieve genuine recordkeeping compliance. There are usually two reasons for such failure:
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The accuracy of the classification against the retention schedule is below the minimum threshold necessary to proceed with disposition.
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Case records (with event-driven retention rules) are improperly handled.
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RIMtech’s Rapid Records Software Deployment (RSD) methodology guarantees that these two fatal mistakes are avoided. The path to genuine recordkeeping compliance will be:
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Reliable. Genuine, measurable records compliance is assured, with no possibility of the two common fatal mistakes.
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Rapid. Compliance will be achieved in a fraction of the time it would otherwise take, thanks to the combination of the methodology and special Catalyst tools.
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Low cost. The cost to reach compliance will be greatly minimized due to the overall reduced effort and time.
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A Six-Step Process
Ensuring Successful, Compliant Deployment
Step 1
Define Retention Schedule
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Modify existing retention schedule to software-ready state, or create from scratch. Software-ready means machine readable, to be fully automated by any modern records software. Interview business units to define all business activities (categories) and suitable retention treatments. Create a Retention Category Details (RCD) artifact
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Step 2
Generate Retention Schedule
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​Produce final-form machine-readable Records Retention Schedule (RRS) artifact. Based on RCD artifact. Machine-readable, spreadsheet format. Include legal citations. Product neutral retention rules and structure.
Step 3
Load Retention Schedule
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Load retention schedule into records software.
Step 4
Define SharePoint AI
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​Define SharePoint IA (sites, libraries, metadata, lists, content types, library views). Produce a machine-readable Metadata MaP (MMP) artifact for rapid deployment.
Step 5
Deploy SharePoint AI
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Deploy SharePoint IA using Catalyst rapid deployment tools. Generate SharePoint Deployment Map (SDM) artifact. Showing full SharePoint deployment.
Step 6
Create Automated Retention Rules
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Define product-specific declaration and retention rules for specified records software product. Define the rules in the RRS artifact. Load rules into the records software.