SharePoint 2007 Automates Records Management

SharePoint Server 2007 includes features to automate records management, in which organizations systematically categorize, organize, retain, and destroy official records according to predefined policies. The timing of these features could be opportune, as recent legal cases and stricter regulations governing the handling of sensitive data push companies to more seriously consider formal processes for handling records and e-mail. However, some organizations may find that SharePoint Server 2007 falls short-the product does not yet meet the minimal U.S. government requirements for records-management applications, although Microsoft is working with a partner to supplement the product to meet those requirements.

What Is Records Management?

Many organizations need to collect, categorize, store, and dispose of corporate records according to predefined policies. Although what constitutes a record varies from one organization to the next, records are generally documents (electronic or paper) or other artifacts that need to be retained without alteration for a period of time, either for internal strategic reasons (to document business agreements, such as vendor contracts) or external regulatory reasons (to document filings with government agencies). Formal records-management processes are generally built according to a file plan, a specification that spells out: