A basic retention model for Microsoft Teams

In my previous post about managing inactive Teams, the third option listed was to apply retention policies to those Teams. It included the graphic below. This post provides more details of a basic retention model that can be applied to both active and inactive Teams. Key takeaways Key takeaways from this post for records and …

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Different approaches for managing records with Microsoft 365

The COVID pandemic from early 2020 led to the requirement for many employees to work from home (WFH). IT Departments scrambled to enable this capability, many making use of Microsoft (MS) Teams that was already bundled with their Microsoft 365 licences. The rapid enabling and uptake (rather than an actual 'implementation') of MS Teams was …

Ten things to consider when managing records in Microsoft 365

Microsoft 365 has become one of the world's most accessed products for office collaboration. Jeff Teper, the 'father of SharePoint' at Microsoft, tweeted on 27 April 2021 that Teams had 145 million daily active users. (As reported in by the team at Office365ITPros.com.) According to the website 'Microsoft Office Statistics and Facts (2021) | By …

A decision tree for managing records in SharePoint and Teams

One of the first things to understand, when managing records in Microsoft 365, is where the records are stored. Generally speaking, most records will be stored in either (a) Exchange mailboxes (which also store the 'compliance copies' of Teams chats) or (b) SharePoint sites (including sites linked with MS Teams). Some emails may be copied …

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 …

Can Microsoft technology classify records better than a human?

In late 2012, IDM magazine published an article I co-authored with Umi Asma Mokhtar in Malaysia titled 'Can technology classify records better than a human?' The article drew on research into recent advances in technology to assist in legal discovery, known as 'computer-assisted coding', or 'predictive coding', including the following two articles: A 2011 article …

Understanding permission groups in Teams and SharePoint

One of the most confusing aspects of Teams and SharePoint in Microsoft 365 is the relationship between permission groups used to control access to both of these resources. This is especially the case as every Team in MS Teams has an associated SharePoint site (the 'Files' tab). This post explains how permission groups work between …

A brief history of electronic document and records management systems and related standards

[NOTE - This post may be updated with additional content - last updated 2 March 2021 with information about DMS systems available in the UK in 1996] This post provides a brief history of electronic document and records management systems, and standards that had an impact on the latter. It notes the following: Early electronic …

Managing the retention of records in Microsoft 365 with an E3 licence

Microsoft released its 'Records Management' solution for Microsoft 365 during 2020. The solution is only accessible to organisations with an E5 licence (or an E5 Security and Compliance licence). Some of the retention-related options previously available to E3 licences, such as disposition review, are now only available with an E5 licence. However, for cost and …