PRA Compliance and SharePoint – what myths?

There is much talk about PRA (Public Records Act) Compliance and it usually comes up in so many conversations that I’ve been having. Lot of the times I get the following question “So is SharePoint 2010 PRA Compliant?”

Now for my readers who are NOT from New Zealand go over to NZ Archives site on what PRA compliance guidelines have been set out for NZ [ http://archives.govt.nz/advice/digital-continuity-action-plan ]. In a previous post many moons ago I did an overview on “SharePoint DoD 5015.2 and what it means to New Zealand public agencies who are looking at PRA compliance” . Which was just an overview. You’d also notice that some of my previous links to Archives.govt.nz has changed which I’ve updated as well. (Hmm change.. PRA.. )

This current post is most relevant to anyone who is working in the NZ public sector who are using or planning to use SharePoint 2010 to meet PRA compliance. For those of you who already have deployed SharePoint 2007 and would like to move to SharePoint 2010 please see my post series on upgrade planning. (*Warning: They are quite “techy” in nature)

So going back to the question “So is SharePoint 2010 PRA Compliant?” It certainly is NOT! In reality the question that should be asked is “Can SharePoint be used to achieve PRA Compliance?” Then the answer is YES! It certainly can! The rest of the dilemma is should it be and how can it be? The “should” part is partly driven by uncertainty in terms of knowing the capabilities of SharePoint and process, compliance maturity and technical maturity etc.

Recently at the Information Management Summit in Wellington I saw some great case studies of local NZ organisations that are using SharePoint 2007 for achieving PRA compliance. This is great to see. And there have been quite a number of sessions that have been presented at local user groups on SharePoint PRA and compliance. We also had some great debates about Open Government where NZ is one of the leading countries in the world in terms of having a great Open data initiative locally.

Open is the way to go in my opinion. We should make all govt records open and do away with the PRA! (JUST Kidding!!)

Anyways back to SharePoint and Records Management, Compliance and what not! So what’s the story in SharePoint 2010?

To get your team (I am assuming that there is a team consisting of a number of people in your organisation who have background in Information science or have a very good understanding of current information management practices in your organisation). started here are some great starting points. (Disclaimer : These are starting points only)

For a quick overview of what’s new in Records and Compliance in SP 2010 read this great post from the SharePoint ECM team !

Note the below links may change when SharePoint 2010 is released in April and Subsequently public availability in May. But these would give you guidance and help to get started.

You might say, well that’s all not good enough for meeting PRA General Disposition Authority guidelines in NZ? My question is does it really have to? If you are a local govt agency and are willing to share your thoughts on this it would be great to collaborate on a series of posts that would outline the “How do I use SharePoint to achieve NZ PRA compliance?” question!  

Look at these guys for example from the Mid central DHB in NZ who are actually using SharePoint 2003 and outlining there journey online! > [https://teams.midcentraldhb.govt.nz/pra/Lists/General%20Disposal%20Authority%20GDA/AllItems.aspx](https://teams.midcentraldhb.govt.nz/pra/Lists/General Disposal Authority GDA/AllItems.aspx) Great work I say.

I’m planning to write a series of posts around SharePoint, PRA and NZ Compliance and I would welcome your contribution and plus we can share this with everyone! Open YES that should be the way!