Managing digital photos as records in SharePoint Online

Photographs (or, for that matter, any visual work) can be more powerful as a record of something than a written record. Some of the iconic events in history are only known from the visual record. Photos (and videos) are ubiquitous in the digital age. They are captured in multiple ways and stored on a range …

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Classifying records in Microsoft 365

There are three main options in Microsoft 365 to apply recordkeeping classification terms to (some) records: Metadata columns added to SharePoint sites, including those added to Content Types and/or added directly to document libraries. Taxonomy terms stored in the central Term Store, including those added as site columns and added to site content types and/or …

The complicated world of Tasks and To Do

We all have different ways to remind ourselves (and others) of things we (and they) need to do. In Outlook, we could create a task, something we needed to do. In the Microsoft 365 world, personal tasks are now things we need to assign in the To Do app. In Groups or Teams, tasks are …

SharePoint is not an EDRMS

In my February 2021 post A brief history of electronic document and records management systems and related standards, I quoted from a presentation by Philip Bantin in 2001 that summarised the difference between the two systems. An electronic document management system (EDMS) supported day-to-day use of documents for ongoing business. Among other things, this meant that the records …