SharePoint 2013 vs. 2010 – Part 2 – ECM

Enterprise Content Management in 2013 My second has to be about Enterprise Content Management in SharePoint 2013. The records management and compliance features in SharePoint 2013 provide improved ways to help you to protect the business. The records archive and in-place record retention from previous versions of SharePoint Server are still supported. SharePoint 2013 adds:

New features

Enhanced features

1. Site Retention: Retention policies that are applied at the level of a site.
2. eDiscovery: A site collection from which you can perform eDiscovery queries across multiple SharePoint farms and Exchange servers and preserve items.
3. Mail as a record: In-place preservation of Exchange mailboxes and SharePoint sites — including list items and pages — while still allowing users to work with site content.
4. File shares: Support for searching and exporting content from file shares.
5. Export: A tool to export discovered content from Exchange and SharePoint.

Site-based compliance Compliance features of SharePoint 2013 have been extended to sites. You can create and manage retention policies in SharePoint 2013, and the policies will apply to SharePoint sites and any Exchange team mailboxes that are associated with the sites. Compliance officers create policies, which define:

• The retention policy for the entire site and the team mailbox, if one is associated with the site.
• What causes a project to be closed
• When a project should expire.

When a project begins, the project owner creates a SharePoint site and an Exchange team mailbox. The project owner selects the appropriate policy template, and invites team members to join the project. As the team adds documents to the site, sends email messages, and creates other artifacts such as lists, these items automatically receive the correct retention policies. When the work has been completed, the project owner closes the project, which removes the project's folders from the team members' user interface in Microsoft Outlook®. After a certain period of time, as specified by the policy, the project expires, and the artifacts associated with the project are deleted. Discovery Center SharePoint 2013 introduces a new site for managing discovery cases and holds. The Discovery Center site template creates a portal through which you can access discovery cases to conduct searches, place content on hold, and export content. For each case, you create a new site that uses the Discovery Case site template. Each case is a collaboration site that includes a document library which you can use to store documents related to the management of the case. In addition, you can associate the following things with each case:

• Sources: Exchange mailboxes, SharePoint sites, or file shares from which content can be discovered.
• Queries: The search criteria, such as author, date range, and free-text terms, as well as the scope of the search. Queries are used to identify content to export.
• Discovery sets: Combinations of sources, queries, and whether or not to preserve content. Discovery sets are used to identify and preserve content.
• Exports: A list of all of the exports that have been produced relating to the case.

When there is a new need for discovery — for example, a legal case or an audit — a user with the appropriate permission can create a new case, add sources of information to be searched, create queries to identify the specific material to be located, and then execute the queries. The user can then preserve the sites and mailboxes in which content was discovered, retain the items that matched the queries, and export the items. When the case is closed, all of the holds associated with the case are released. In-place preservation In SharePoint 2013, content that is placed on hold is preserved, but users can still modify it. The state of the content at the time of preservation is recorded. If a user modifies the content or even deletes it, the original, preserved version is still available. Regular users see the current version of the content; compliance officers who have permission to use the eDiscovery features of SharePoint 2013 are able to access the original, preserved version. Preserving content is similar to placing it on hold, with the following enhancements:

• Documents, list items, pages, and Exchange Server 15 mailboxes can be preserved.
• Preservation is done at the level of a site. Preserving a site preserves the contents of the site.
• Users can continue to work with content that is preserved. The content remains in the same location, and users can edit, delete, and add new content.
• A user with the permission to perform eDiscovery can access the original version of preserved content.
• You do not have to preserve an entire site or mailbox. You can specify a query to define the preservation scope, and preserve only the content that matches the query.

Discovery export SharePoint 2013 includes the Discovery Download Manager, a Windows 7 application that you can use to export the results of an eDiscovery search for later import into a review tool. The Discovery Download Manager can export all of the content that is associated with a discovery case, including:

• Documents: Documents are exported from file shares. Documents and their versions are exported from SharePoint 2013.
• Lists: If a list item was included in the eDiscovery query results, the entire list is exported as a comma-separated values (.csv) file.
• Pages: SharePoint 2013 pages, such as wiki pages or blogs, are exported as MIME HTML (.mht) files.
• Exchange objects: Items in an Exchange Server 15 mailbox, such as tasks, calendar entries, contacts, email messages, and attachments, are exported as a personal storage (.pst) file.

An XML manifest that conforms to the Electronic Discovery Reference Model (EDRM) specification provides an overview of the exported information. Enterprise-wide eDiscovery With SharePoint 2013, you can centrally manage eDiscovery across multiple SharePoint farms, Exchange servers, and file shares. From one discovery center you can:

• Create a case, define a query, and search SharePoint 2013, Exchange Server 15, and file shares throughout the enterprise for content that matches the query.
• Export all of the content that was identified.
• Preserve items in place in SharePoint 2013 or Exchange Server 15.
• Track statistics related to the case.

To implement eDiscovery across the enterprise, you first select one farm to host the discovery center. The Search Service application that is associated with this farm becomes the central Search Service application, for eDiscovery purposes. You create a proxy to the central Search Service application in each SharePoint Server farm that contains discoverable content, and configure the central Search Service application to crawl file shares that contain discoverable content. SharePoint 2013 automatically discovers the connection to Exchange Server 15. Any content from SharePoint 2013, Exchange Server 15, or a file share that is indexed by the central Search Service application or by Exchange Server 15 can be discovered from the discovery center.