SharePoint is not a record keeping system; HP TRIM is hence the need to integrate the two systems to satisfy your compliance with the legislation on record keeping.

SharePoint provides the ability to organize and logically group information in a way that relates to how people create and consume it hence facilitating greater collaboration.  TRIM is designed to allow easy application of records management principles as such it structures the information in a way that makes compliance with legislation easier by allowing rapid application of classifications, security and retention schedules to related contents.  These two approaches in organizing information are very different. 

How does the solution work?

The HP TRIM for SharePoint Integration can be configured to synchronize the term sets in SharePoint to the same values as the Classifications in TRIM.  Once the content to be managed has been identified the module can be configured to map the content between SharePoint and TRIM. Additional configuration may be required in SharePoint to collect the metadata for the content which need to be stored in TRIM as records. The module can be configured to move or copy content from SharePoint into TRIM.  This can be done at a site level, at a list level or as specified on an item-by-item basis. The content could be managed at point of creation, certain tasks could be performed depending on the Status when the Status is Completed the content is finalized.  A complete site could be archived at a defined time after the documents are last accessed.      

The module is highly flexible hence requires to be configured to suit your particular requirements. The integration can be configured to be synchronous if you are expecting small volume of content or otherwise asynchronous. There are four configuration options for managing the content:

• Managed content: can be updated in both TRIM and SharePoint independently
• Archived not finalized: the content will be moved from SharePoint into TRIM.  It can still be modified either from SharePoint or from TRIM
• Archived Finalized: the content will be moved from SharePoint into TRIM and it can no longer be modified.
• Updated: Content in SharePoint is updated from SharePoint and TRIM copy is maintained synchronized.

Record management with SharePoint 2016

The records management and compliance features in SharePoint Server 2016 provide improved ways to help you protect your business. The records archive and in-place record retention from earlier versions of SharePoint Server are still supported. SharePoint Server 2016 adds retention policies that are applied at the level of a site.

Site-based retention

Compliance features of SharePoint Server 2016 have been extended to sites. You can create and manage retention policies in SharePoint Server 2016, and the policies will apply to SharePoint sites and any Exchange Server 2016 team mailboxes that are associated with the sites.

Compliance officers create policies, which define the following:

• The retention policy for the whole 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 Server 2016 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 is completed, the project owner closes the project, which removes the project’s folders from the team members’ user interface in Outlook 2016. After a certain time, as specified by the policy, the project expires, and the artifacts associated with the project are deleted.