Posted in Access controls, Information Management, Information Security, Microsoft 365, Microsoft Teams, Office 365 Groups, SharePoint Online

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 MS Teams, Microsoft 365 Groups and SharePoint.

SharePoint permission groups

Before discussing how Teams permissions relate to SharePoint, here is a brief reminder of how SharePoint permissions work.

SharePoint has always had three default permission groups, prefixed by the URL name of the site, as shown in the screenshot below (the name of the site always prefixes the words Owners, Members and Visitors).

Site Owners

  • People (including in a Group, see below) added to the Owners permission group have full access (full control) to all parts of the site and are usually responsible for managing the SharePoint site. There would normally be two or three site owners.

Site Members

  • People (including in a Group, see below) added to the Members permission group have add/edit (contribute) rights.

Site Visitors

  • People added to the Visitors permission group have read-only (view) rights.

These permissions are set at the site level and inherited on everything in the site, unless that inheritance is broken and unique permission are applied. Additional permission groups can be created as necessary but most SharePoint sites only use the default Owners, Members and Visitors groups.

Microsoft 365 Groups

Microsoft 365 Groups were introduced in 2017 and control access to resources, like Security Groups.

However, unlike Security Groups, which usually provide access to individual resources (such as a single SharePoint site, or Line of Business (LOB) system), Microsoft 365 Groups control access to multiple linked Microsoft 365 resources.

Microsoft 365 groups, distribution lists, mail-enabled security groups, and security groups (collectively referred to as Active Directory (AD) groups, are all created in ‘Groups’ area of the Microsoft 365 Admin portal.

When a new group is created, the following options appear.

As noted above, Microsoft 365 groups are recommended. It is important to understand the relationship between Microsoft 365 groups, Teams and SharePoint.

A new group has a visible mailbox and a Team is created by default

When a new Microsoft 365 group is created (from the dialogue above), it creates:

  • At least one Owner must be specified. The Owner/s are responsible for managing the Members group.
  • An Exchange mailbox with the same email @ name as the Microsoft 365 group. The mailbox is visible in Outlook to the members of the Group.
  • A SharePoint site with the same URL name as the Microsoft 365 group.
  • By default (unless the checkbox is unchecked), a new Team is also created in MS Teams.

When a new Team is created from MS Teams, or a new SharePoint Team site is created, it creates:

  • A Microsoft 365 Group with an Exchange mailbox and a SharePoint site (‘Files’ tab).
  • The name of the Team becomes the name of the Group and the SharePoint site.
  • The mailbox is not visible in Outlook and is only used for calendaring and for the storage of Teams chats (in a hidden folder).

Importantly, when a new Microsoft 365 group or Team is created (which creates a Microsoft 365 group), the Group Owners: (a) are the same as the Team Owners and (b) are added to the SharePoint Owners permission group, as explained below. .

Group/Team Owners and Members

In other words, the Microsoft 365 group owners (group) is added to the SharePoint site owners permission group – a ‘group within a group’.

That is, the Microsoft 365 group controls access to the Team and the SharePoint site as shown in the diagram below. Security Groups may also be added to the Microsoft 365 Group site, but this does not provide access to the Team.

The relationship between Microsoft 365 Groups, Teams and SharePoint

This ‘group within a group’ model is visible from the ‘Site Permissions’ section of the gear/cog icon as shown below (the name of the Microsoft 365 Group/Team/SharePoint site is ‘SharePoint Admin’). The SharePoint Admin Group Owners (group) is in the SharePoint site owners group, and the SharePoint Admin Group Members (group) is in the Site members group.

If a mouse hovers over the Group ‘icon’ (in the above example, GO or GM), it is possible to view the members of the Group and, for Owners, to modify that list. Confusingly, the ‘GM’ in the SharePoint site permissions group becomes ‘SG’ in the drop down list.

You can also see the ‘group within group’ model from the back-end ‘Advanced permissions’ section of the SharePoint site, but you cannot manage the Microsoft 365 Group members here.

Implementing the model

As with Security Groups, the members of Microsoft 365 Groups will usually be a logical group of people who require access to something, in this case access to the SharePoint site or the Team (for chat, files, or other resources).

The main thing to remember is that membership of the (backend) Microsoft 365 Group provides access to BOTH the Team and the Team’s SharePoint site (the ‘Files’ tab in a Team).

  • Every Team in MS Teams will usually consist of the members of a logical group with a common interest – a business unit, project team, or with some other work relationship, for example, the members of a committee. The Team Owners are responsible for managing the Team Members.
  • The Team Owners are the SharePoint site owners and are responsible for managing the site if they decide to access it directly. The Team Members are the SharePoint site members and have the ability to add or edit content, usually via the ‘Files’ tab in Teams.

Note: Security Groups with the same members as Microsoft 365 Groups (and Teams) may already exist. There is no need to add a Security Group if it has the same members as a Microsoft 365 Group.

As noted earlier, a Group/Team does not have visitors with read-only rights. Every Member of the Team has add/edit access to both the Team and its associated SharePoint site.

  • If there is a requirement to give specific other people either add/edit or read-only access to the SharePoint site, that outcome is achieved by adding people by name, or a Security Group, to either the SharePoint Members or Visitors group.
  • If there is a requirement to give everyone in the organisation either add/edit rights, or read only access, to the SharePoint site, that outcome is achieved by adding ‘Everyone except external users’ to either the SharePoint Members or Visitors group.

External guests may also be added to the Team and the Team’s SharePoint site.

Posted in Electronic records, Office 365 Groups, Products and applications, SharePoint Online, Training and education

Different ways to access content stored in SharePoint

SharePoint Online (SPO) is the primary location to store digital objects and documents in Microsoft 365.

In this sense, it replaces on premise network file shares and drives as a location to store information although a bit ironically, it can also be accessed from File Explorer.

In Microsoft Teams channels, SPO sits behind the scenes via the ‘Files’ tab. This tab presents the content of the folder from the default Documents library that has the same name as the channel (General channel = General folder in the Documents library).

SPO can also be accessed via the SPO app on a mobile device and even directly from Outlook Online.

So, which one is the best way to access your information stored in SPO? The answer is – it depends on what you need to do. You could use all five options.

This post describes five ways to access content stored in SPO, with positives and negatives.

1- For day to day use – synced via File Explorer

Most people use File Explorer to store, organise and access their content, and generally only work from a few folder locations They don’t want to have to open a browser or other application.

The good news is that they can sync SPO document libraries to File Explorer and work directly from there. They can sync a document library from the SPO site or via Teams.

Syncing a library from SPO
Syncing the same library in Teams

So, for most users, the main change will be a different location to access their content from File Explorer. It looks a bit like the image below. The first words after the folder are the site name, then the hyphen, then the library name. To make it as easy as possible, the library should ideally be the same as the old top level folder on the network file share.

Syncing downloads the metadata about the content that is stored the SPO library. The content is not downloaded to the location device (C: drive usually) until it is opened. From that point on, there is a ‘local’ copy. If that local copy is modified, the changes are synced back to the SPO site.

The content of a synced library (example)

End users can share directly from File Explorer. The dialogue box is exactly the same as the SPO/Teams option. This makes it much easier to share rather than attach a document to email.

End users can co-author an Office document opened from File Explorer provided they have the most recent version of Office installed. Other end-users may be accessing the same document at the same time via the online versions of Office in Teams or SPO.

The main negatives about the sync option are as follows:

  • Only basic File Explorer metadata is visible – Name, Date modified, etc. If end-users need to add or see added metadata columns, they will have to access this via the Teams Files tab or the SPO library.
  • More restrictive, granular-level permissions cannot be set (e.g., on a folder or a document). These have to be set from SPO.
  • End-users cannot access the version history or Recycle Bin (to restore deleted items)
  • A folder added at the same level as a Teams channel-mapped folder, will not create a new channel. However, folders created under the Teams channel-mapped folder will be visible.

2 – To collaborate – access via MS Teams

Microsoft have positioned Teams to be an ‘all in one’ collaboration application, allowing end-users to chat, upload and store files, have video calls and more.

In the 1:1 chat area of Teams, the ‘Files’ tab presents documents shared from the OneDrive account of a participant in the chat. OneDrive is, of course, a SharePoint service.

In the Teams area of Teams, the ‘Files’ tab displays, for each channel, a folder with the same name in the Documents library of the Team’s SPO site (every Team has a SPO site). End-users can create, capture and manage content in the channel’s Files tab, as shown in the example below.

Files and folders in the ‘General’ folder of the SPO Documents library

There are several positives of accessing SPO via Teams:

  • Teams includes additional collaboration options, including the ability to chat at the same time as a document is viewed or edited. Content (and folders) can be shared easily.
  • If this library is synced to File Explorer, any changes made in either location will be automatically updated in the other.
  • Any metadata columns added to the SPO document library will be visible here.
  • The SPO site can be accessed directly from a link on the menu bar.

The main negatives of accessing content via the Teams ‘Files’ tab are as follows:

  • End-users have to open and use an unfamiliar interface (although it has become more common)
  • The three dot ‘ellipsis’ menu is limited compared with the full SPO version. For example, it does not include versions. See the screenshot below.
  • The Recycle Bin is not accessible – you have to click on ‘Open in SharePoint’ to access it there.
Ellipsis menu in the Teams Files tab

3 – To see Group emails and files – access via Outlook

Microsoft 365 Groups are a key element in Microsoft 365 and provide a range of functionality that can replace or supplement existing access control and collaboration purposes.

Every Microsoft 365 Group has an Exchange mailbox and a SPO site, and can be linked to a new Team.

  • If the Microsoft 365 Group is created first, the Exchange mailbox is visible to the Group members in their Outlook.
  • If the Team is created first, a Microsoft 365 Group with a SPO site and mailbox are created, but the Exchange mailbox is not visible via Outlook. It is there only to store the compliance copies of chats and for calendaring purposes.

Microsoft 365 Groups can be used to replace shared mailboxes or to give business areas the ability to access both email and SPO-stored content from the same location (as well as via File Explorer and Teams).

In the first screenshot below from Outlook Online, you can see a square ‘documents’ icon to the right of the words ‘Send email’. This square icon opens the Group’s SPO documents library (next screenshot). In the installed version of Outlook, clicking this link opens the SPO site in the browser window.

The Group mailbox in Outlook Online

In the screenshot below, you can see the Group’s files from the Documents library, General folder in Outlook Online.

The Group’s files from Outlook Online

The main positives of accessing SPO content from Outlook Online is that it is relatively easy to move between the Group’s emails and document stored in SPO. End-users can open and documents directly from Outlook, although this (currently) opens Word Online.

The main negative of accessing SPO content from Outlook Online is the limited functionality available from the ellipsis menu, including the inability to see previous versions or access the Recycle Bin. It is also not possible to modify the view (display columns). However, any changes made to the view in either Teams or SPO will be visible in the Outlook Online view.

The ellipsis menu in Outlook

4 – Anywhere, anytime – via mobile devices

Both Google and Apple provide the SharePoint mobile app, as well as apps for OneDrive, MS Teams, Outlook and Microsoft Office.

This means that mobile users can access their SharePoint content directly from a mobile device. They can also use the SharePoint app to search for any content they have access to.

The document library from a mobile device

The main negative with accessing SharePoint from a mobile device is the functionality is very limited. End-users can access and edit the content (if they have the relevant app installed), and can share the documents, but that’s all.

On the other hand, they can access the content anywhere, any time. That makes it very useful.

5 – From the browser – the full SharePoint experience

Of course, the end-user may also access SharePoint from the browser and it is usually a good idea to let them know they can do this for the reasons below.

They can access the browser version in multiple ways:

  • From the end-user SharePoint portal and clicking on the site – https://tenantname.sharepoint.com/_layouts/15/sharepoint.aspx
  • By clicking on ‘Open in SharePoint’ from the Files tab in Teams.
  • By saving the site as a favorite in their browser.
  • By clicking on the files option in a Group’s email inbox area in Outlook installed on the desktop.

The main or common reasons they might want to access the browser version of SharePoint are:

  • To recover a file they deleted (from any of the other locations, including File Explorer), from the Recycle Bin. This option is available for 93 days after the file was deleted. After that point, unless a retention policy has been applied (in which case the document will be in the Preservation Hold library, accessible to admins), the file is gone forever.
  • To see who has been working on a file, from the version history.
  • To see who has viewed a file (when this feature is enabled).
  • To seek approval for, or see who has approved which version of, a document. This functionality comes with every SharePoint library and list.
  • To add additional metadata to the content.
  • To use the full functionality of document sets. Note that these appear as normal folders in a synced document library.
  • To copy or move documents.
  • To check out a document.
  • To search for content and to view content in multiple ways through views.
  • And more.

Summing up

Access to SharePoint has never been easier, but it is a good idea to let end-users know that they can access their SharePoint content in multiple ways.

Some users may rarely access it via Teams (unless they are interested in collaborating more effectively than attaching documents to emails), and even less so via the full SharePoint browser interface. In summary:

OptionBest for
File ExplorerDay to day use where no additional metadata or labels are needed. Sharing (instead of attaching)
MS TeamsCollaboration.
OutlookFor Groups that also use the Group mailbox.
Mobile deviceAnywhere, anytime access
BrowserFor the full set of functionality, including the Recycle Bin, versioning history, viewing, usage information, searching and more.

It is important to let end users know the functionality that they can access in the different areas, especially the version history and Recycle Bin in the browser version of SPO. These alone can be ‘life savers’.

Posted in Classification, Compliance, Electronic records, Governance, Information Management, Microsoft Teams, Office 365 Groups, Products and applications, Records management, Retention and disposal, SharePoint Online

Managing MS Teams chat as records

(The image above was part of collector’s album issued in 1930 by Echte Wagner, a German margarine company. Source – https://flashbak.com/wonderful-futuristic-visions-of-germany-by-artists-in-1930-381451/)

On 19 May 2020, Tony Redmond published a very helpful article on the Office 365 for IT Pros website titled ‘Using Teams Compliance Data for eDiscovery‘.

In the article, Tony describes where and how the chat component of MS Teams is stored and how this might affect eDiscovery.

He also makes the important point that, while it may be possible ‘… to backup Teams by copying the compliance records in an Exchange Online backup … you’ll never be able to restore those items into Teams.’ In other words, it is better to leave the data where it was created – in MS Teams. The post explains why this is the case. 

This post draws on the article to describe the factors involving in managing the chat element of Teams as records. It notes that, while is is technically possible to export chat messages (in various ways), it may be much better from a recordkeeping point of view to leave them where they are and subject them to a retention policy.

Two key reasons for leaving chat messages in place are: (a) chat messages are dynamic and may not always be a static ‘thread’, and (b) the chat messages exported from Exchange may not contain the full content of the message. 

What is a Teams chat?

A Teams chat consists of one or more electronic messages with at least two participants – a sender and a receiver. 

msteamschatteams-1

There are two types of chat message in MS Chat:

  • One-to-one/one-to-many ‘chat’ (top icon above).
  • Channel-based Teams chat (second icon above). Teams chat is visible to all members of the Team. Within channel-based chats, a person may create a private channel which is visible only the person who created the private channel and any participants.

Messages created in both options could be regarded as records because they may contain evidence of business activity.

However, one-to-one chats have no logical subject or grouping. Only the chat messages in Team channel chat are connected through the context of the Team/channel. 

Where and how are chat messages stored?

The following is a summary from Tony Redmond’s article.

Chat messages are stored directly in the backend Azure Cosmos DB (part of the so-called Microsoft 365 ‘substrate’). The version in the database is the complete version of the chat message.

The messages are then copied, less some content elements (for example: reactions, audio records, code snippets), to a hidden folder in either (a) end-user mailboxes for one-to-one chat and private channel chats, and (b) M365 Group mailboxes for channel chat.

Most export options, including the export option in Content Search and eDiscovery, draw their content from the mailbox version of the message. This has potential implications for the completeness of the chat message as a record.

Additionally, any export can only be a ‘point in time’ record unless there is absolute certainty that all chat on a given subject have ceased. 

Implications for records managers

In addition to the concerns about a chat message (or exports of them) being complete, there are (at least) two other points relating to the management of chat messages as records in MS Teams:

  • Knowing if chat messages on any given subject exist. 
  • Applying an appropriate retention policy. 

Both of these points are discussed below. 

Finding content

The primary way to locate content on any given subject across Microsoft 365 is via the Content Search option in the Compliance portal. Access to the Content Search option is likely to be restricted. So, if records managers do not have access, they will need to ask the Global Administrators to conduct a search. 

Content searches are very powerful. This Microsoft article, ‘Keyword queries and search conditions for Microsoft 365‘ provides details on how to search. The screenshot below shows an example of a very simple keyword queries with the option to add conditions. 

ContentSearchQuery

Searches can be configured to find content in any or all of the following locations:

  • Users, Groups, Teams
    • Exchange email
    • Office 365 group email
    • Skype for Business
    • Teams messages [the copy in the mailbox]
    • To-Do
    • Sway
    • Forms
  • SharePoint
    • SharePoint sites
    • OneDrive accounts
    • Office 365 group sites
    • Teams sites
  • Exchange public folders

Note that content search only works on the copies of the items in the Exchange mailboxes, not the backend Teams database. Accordingly, there is some potential for it to not find some content.

Both the mailbox content and the content discovered by the search can be exported.  Teams chat messages can be exported as individual items or as a PST – but note that these message may exclude the elements as described in Tony’s article.

The problem with exporting the content either this way or via other export options (such as described in this post ‘How to export MS Teams chat to html (for backup)‘ (using the Microsoft Graph API) is that it creates a single ‘point in time’ copy; additional content could be added at any time and, if the chats were subject to a retention policy, they may already be deleted.

Managing chat messages ‘in place’ as records

As any export only creates a ‘point in time’ version, it makes more sense from a recordkeeping point of view to leave the chat messages where they are and apply one or more retention policies to ensure the records are preserved. 

Ideally, organisations that may create or capture records on a given subject will have taken the time to establish a way for users to do this, including through the creation of a dedicated Microsoft 365 Group with an associated SharePoint site and Team in MS Teams. 

For example, if there is a requirement to store all records relating to COVID-19, it would make sense (at the very least) to create a Microsoft 365 Group with that name; this will create: (a) a linked mailbox accessible by all members of the Group, (b) a SharePoint site with the same name, and (c) a Team in MS Teams. All of the content – emails, documents, chat, is linked via the same (subject) Group. 

This model makes it easier to aggregate ‘like’ information and apply a single retention policy. It assumes there is (or will be) some degree of control over the creation of Teams (or very good communication to users) to prevent the creation of random Teams, Groups and SharePoint sites – AND to ensure that end-users chat about a given subject within a Team channel, not in one-to-one chat. 

What retention period should be applied to chat messages?

The retention period applied to either one-to-one or Team channel messages will depend largely on the organisation’s business or regulatory requirements to keep records. There are two potential models. 

The simplest model is to have a single retention policy for one-to-one chats, and a separate retention policy for all Teams channel chats.

As one-to-one chats are stored in the mailboxes of chat participants, it makes sense to retain the chat content for as long as the mailboxes. However, some organisations may seek to minimise the use of chat and have a much reduced retention period – even as little as a few days. 

The creation and application of retention policies to Teams channel chat may require additional considerations. For example:

  • As every Team is based on a Microsoft Group that has its own SharePoint site, it is probably a good idea to establish Teams based on subjects that logically map to a retention class. For example, if ‘customer correspondence’ needs to be kept for a minimum 5 years, and there is a Group/SharePoint site/Team for that subject, then all the content should have the same retention policy – although the Group mailbox and SharePoint site may have a policy applied to the Group, with a separate (but same retention period) applied to the Team. 
  • There may be a number of Teams that contain trivial content that does not need to be retained as records. These Teams could be subject to a specific implicit policy that deletes content after a given period – say 3 years. 

In all cases, there is a requirement to plan for retention for records across all the Microsoft 365 workloads. 

What happens to chat messages at the end of a retention period?

At the end of a Microsoft 365 retention policy period, both the mailbox version and the database version of the Teams chat message are deleted. To paraphrase Tony’s article, the Exchange Managed Folder Assistant removes expired records from mailboxes. Those deletions are synchronized back to Teams, which then removes the real messages from the backend database.

No record is kept of this deletion action except in the audit logs. Accordingly, if there is a requirement to keep a record of what was destroyed, this will need to be factored in to whatever retention policy is created. 

 

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 […]

Posted in Classification, Compliance, Exchange Online, Information Management, Microsoft Teams, Office 365, Office 365 Groups, Products and applications, Records management, Retention and disposal, SharePoint Online, Training and education

Planning for records retention in Office 365

Office 365 is sometimes referred to as an ‘ecosystem’. In theory this means that records could be stored anywhere across that ecosystem.

Unlike the ‘old’ on-premise world of standalone servers for each Microsoft application (Exchange, SharePoint, Skype) – and where specific retention policies could apply (including the Exchange Messaging Records Management MRM policy), the various elements that make up Office 365 are interconnected.

The most obvious example of this interconnectivity is Microsoft Teams which stores chat content in Exchange and provides access to content stored in both SharePoint (primarily the SharePoint site of the linked Office 365 Group) and OneDrive, and has links to other elements such as Planner.

Records continue to be created and kept in the various applications but retention policies are set centrally and can apply to any or all of the content across the ecosystem.

Managing records in Office 365, and applying retention rules to those records, requires an understanding of at least the key parts of the ecosystem – Exchange, Teams, SharePoint and OneDrive and how they interrelate, and from there establishing a plan for the implementation of retention.

What types of records are created in Office 365?

Records are defined as ‘evidence of business activity’ and are often associated with some form of metadata.

Evidence of business activity is an overarching term that can include:

  • Emails
  • Calendars
  • Documents and notebooks (in the sense of text on a page)
  • Plans, including both project plans and architectural plans and diagrams
  • Images/photographs and video
  • Chat and/or messages
  • Conversations (audio and/or video based)
  • Social media posts

All digital records contain some form of metadata, usually displayed as ‘Properties’.

Where are the records stored in Office 365?

Most records created organisations using Office 365 are likely to be created or stored in the following parts of the ecosystem:

  • Exchange/Outlook – for emails and calendars.
  • SharePoint and OneDrive – for documents and notebooks (in the sense of text on a page), plans, images/photographs and video.
  • Stream – for audio and video recordings.
  • MS Teams – for chat and/or messages, conversations (audio and/or video based). Note that 1:1 chats are stored in a hidden folder of the Exchange mailbox of the end-user/s participating in the chat, while Teams channel chat is stored in a hidden folder of the linked Office 365 Group mailbox.
  • Yammer – for (internal) social media posts.

It is also possible to import and archive certain external content such as Twitter tweets and Facebook content in Office 365.

The diagram below provides a overview of the main Office 365 applications and locations where records are created or stored. Under SharePoint, the term ‘Sites’ refers to all types of SharePoint sites, including those associated with Office 365 Groups. Libraries are shown separately because of the potential to apply a retention policy to a library – see below.

O365WheretheRecordsare

Note also that this diagram does not include network file shares (NFS) as the assumption is made that (a) NFS content will be migrated to SharePoint and the NFS made read only, and (b) all new content that would previously have been stored on the NFS is instead saved either to OneDrive for Business (for ‘personal’ or working documents) or SharePoint only.

Creating a plan to manage records retention across Office 365

In previous posts I have recommended that organisations implementing Office 365 have the following:

  • A basic architecture design model for SharePoint sites, including SharePoint sites linked with Office 365 Groups (and Teams in MS Teams).
  • A plan for creating and applying retention policies across the ecosystem.

Because SharePoint is the most likely location for records to be stored (aside from Exchange mailboxes and OneDrive accounts), there should be at least one retention policy for every SharePoint site (or group of sites), as well as policies for specific document libraries if the retention for the content in those libraries may be different from the retention on the overall site.

For example, a ‘Management’ site may contain a range of general content as well as specific content that needs to be retained for longer. 

  • The site can be covered by a single implicit retention policy of (say) 7 years. This policy will delete content in the background, based on date created or data modified. 
  • The document library where specific types of records with longer or different retention requirements are stored may have one or more explicit label-based policies applied to those libraries. This content will be retained while the rest of the site content is deleted via the first policy.

Structure of a retention plan for records in Office 365

A basic plan for creating and applying retention policies might look something like the following:

  • User mailboxes – one ‘general’ (implicit) retention policy for all mailboxes (say, 7 years after creation) and another more specific retention policy for specific mailboxes that require longer retention.
  • SharePoint sites – multiple (implicit) retention policies targeting one or more sites.
  • SharePoint libraries – multiple (explicit) label-based retention policies that are applied manually. These policies will usually a retention policy that is longer than any implicit retention policy as any implicit site policy will prevent the deletion of content before it reaches the end of that retention period.
  • Office 365 Groups (includes the associated mailbox and SharePoint site) – one ‘general’ (implicit) retention policy. See also below.
  • Teams channel chat – one ‘general’ (implicit) retention policy. Note that this content is stored in a special folder of the Office 365 Group mailbox.
  • 1:1 chat – one ‘general’ (implicit) retention policy. This content is stored in a special folder of the participant mailboxes.
  • OneDrive documents – one ‘general’ (implicit) retention policy for all ODfB accounts, plus the configuration of retention after the account is inactive.

At a high level, the retention policy plan might look something like the following – ‘implicit’ policies are shown in yellow, SharePoint document libraries may be subject to ‘explicit’, label-based policies. The ‘+7 years’ for OneDrive relates to inactive accounts, a setting set in the OneDrive Admin portal.

O365WheretheRecordsare2

Regarding Microsoft Office 365 Groups, Microsoft notes the following on this page about managing retention in Office 365:

To retain content for a Microsoft 365 group, you need to use the Microsoft 365 groups location. Even though an Microsoft 365 group has an Exchange mailbox, a retention policy that includes the entire Exchange location won’t include content in Microsoft 365 group mailboxes. A retention policy applied to an Microsoft 365 group includes both the group mailbox and site. A retention policy applied to an Microsoft 365 group protects the resources created by an Microsoft 365 group, which would include Microsoft Teams.

The actual plan should contain more detail and included as part of other recordkeeping documentation (perhaps stored on a ‘Records Management’ SharePoint site). The plan should include details about (a) where the policies have been applied and (b) the expected outcomes or actions for the policies, including automatic deletion or disposition review (for document libraries).

Keep in mind that, unless the organisation decides to acquire this option, there is no default backup for content in Office 365 – once a record had been deleted, it is gone forever and there may be no record of this beyond 90 days.

Posted in Governance, Information Management, Microsoft Teams, Office 365, Office 365 Groups, Products and applications, SharePoint Online

What happens when you create a Team in MS Teams

On 27 March 2020 I asked, via Twitter, whether organisations that rolled out MS Teams will wonder in the future who created all the random (and randomly-named) SharePoint sites.

20200414_122632

The reason for this question was because many organisations, scrambling to establish ways for staff to work from home, decided to make use of MS Teams in their (often newly implemented) Office 365 suite of apps.

I have seen multiple organisations since late 2019 ask ‘who created all those SharePoint sites?’ when they reviewed the list. The current COVID-19 work-from-home situation will only make this situation ‘worse’ and, without effective oversight or controls, result in the creation of multiple uncontrolled SharePoint sites.

Unlike other products like Zoom, Whatsapp, Facetime and Skype, however, MS Teams is not a standalone product, but a core element in the Microsoft Office 365 ecosystem.

The key point is this – every Team in MS Teams has a linked SharePoint site (and an Exchange mailbox, where all the chat content is stored). You can’t disable these options.

What happens if you create a Team in MS Teams?

The good thing about the one-to-one chat element of MS Teams is that it’s relatively intuitive and easy to use, including on the mobile app. You only need to tell users it’s like Skype or Whatsapp, but for internal user only, and most pick it up quickly.

The Teams part of MS Teams is not quite as intuitive, but early adopters generally understand the basic concepts – that a Team has members, and you can have multiple chat channels for each Team.

Once end-users understand how a Team works (and this can take some time because one-to-one chat can include multiple people), they might notice this option at the bottom left of the app:

JoinCreateTeam

Creating a new team sounds like a great idea, so end-users may try:

JoinCreateTeam2

My guess is that end-users are more likely to want to ‘build a team from scratch’ as shown below, because the second option doesn’t really make sense.

JoinCreateTeam3

There is a good chance they will want the Team to be ‘Private’, although may not fully understand what this means. A Public Team sounds like a Yammer Group (or Community).

JoinCreateTeam4

So far, so good, the end-user can give the Team any name they like:

JoinCreateTeam5

At the bottom of the naming screen is the option to ‘Create’. The end-user is then invited to add members to their new Team. This seems a fairly obvious step, and they can add whoever they want. New members are by default ‘Members’ but they can be changed to ‘Owners’ if necessary. There is no control over this process.

JoinCreateTeam6

The new team now appears on the left-hand menu of MS Teams:

JoinCreateTeam7

The new team opens at the default ‘General’ channel.

On the main part of the Team, the following options are offered:

  • Along the top, ‘Posts’, ‘Files’, ‘Wiki’ and a + to add more applications. (Hint – the ‘Files’ option points to the SharePoint site that has been created behind the scenes).
  • Across the middle, three options to ‘Add more people’, ‘Create more channels’ and ‘Open the FAQ’
  • At the bottom, the option to ‘Start a new conversation’ with various other options including the ‘Meet now’ video option.

The end-user can now get on with chatting, sharing files, and adding apps to do other things.

But what else has happened?

As noted above, the ‘Files’ tab in the General channel gives a clue to the existence of the connected SharePoint site. End-users may not care terribly much about this, for them it provides the option to create, upload, share and collaborate on files.

A new Office 365 Group is created

But before we get to the SharePoint site, it’s important to understand the one-to-one relationship between a Team in MS Teams and an Office 365 Group. If you do not know what an Office 365 Group is, please read this Microsoft guidance on Office 365 Groups.

In very simple terms:

  • Every new Team in MS Teams creates a new Office 365 Group.
  • The Owner of the Office 365 Group is the Owner of the team; the members of the Group are the Members of the team, as added by the person who created the Team.

The new Office 365 Group appears in the list of Groups in the Office 365 Admin portal, as shown below. Access to this part of the Admin portal is normally restricted to Global Admins (who would normally be responsible for creating other types of AD Groups, such as Security Groups and Distribution Lists.

A new Exchange mailbox has been created

Note that the process has also created an Exchange mailbox with a Group email address. The new Exchange mailbox will now appear in the Outlook client of everyone in the Team – something they are unlikely to notice.

JoinCreateTeam8

As noted above, all the chat messages in the Team are stored in a hidden folder in the Exchange mailbox for the Team.

A new SharePoint site has been created

If we go across to the SharePoint Admin portal, which is normally restricted to Global Admins and SharePoint Admins, we can see that a new SharePoint site has been created, and is owned by the ‘Group owners’.

JoinCreateTeam9

The SharePoint Admin has had no involvement in the creation, naming, or structure of this new site. And, just to add another factor, the SharePoint Admin cannot access the site – see below.

The Team owner may not realise it, but they now have a SharePoint site. The new site’s ‘Documents’ library appears in the ‘Files’ tab as shown below.

JoinCreateTeam11

And, just to add a confusing element, the site includes the invitation (at the bottom left) to create a new Team!

JoinCreateTeam10

As noted above the SharePoint Admin can ‘see’ that this site exists in the list of sites but cannot actually access it. The Global Admin, on the other hand, can access it.

JoinCreateTeam12

So the person responsible for managing SharePoint across the organisation cannot access the SharePoint site, which is not a good thing from an information governance point of view.

The reason they cannot access the site is because they were not added to the Site Collection Admin Group when the site was created. And, just to make it a bit more confusing, the ‘Users and Permissions’ section of Site Settings, where the ‘Site collection administrators’ section is found (see screenshot below), does not appear in Office 365 Group-based SharePoint sites.

SPOSiteSettings

So, how does the SharePoint Admin get access to this site to configure and manage it? There are two ways:

  • The Global Admin can go to /_layouts/15/mngsiteadmin.aspx (after the site name URL) and add them (or a Security Group with them in it) there.
  • The SharePoint Admin can click on the site details in the SharePoint admin portal and add him/herself as an Owner. This puts them in the Site Collection Admin section along with the Group Owner.

Summary

This post began with a simple question – if organisations allow end-users to create Teams to work from home, how will they manage all the SharePoint sites that are created through the process described above?

There is no one answer to this question but it’s worth understanding exactly what happens – and what else is created (including Planner) – when a Team is created. Organisations seem to go one of two ways:

  • Let end users create Teams and deal with the consequences later, including attempts at auto-classification and retention policy application across the various elements of the new Office 365 Group – mailbox, SharePoint site, Team chat. This is the Microsoft default and the preference of many organisations that are don’t have compliance issues or can accept the risks of uncontrolled information stores.
  • Control the creation of Teams, but make any controlled process as easy as possible for end-users to keep them working quickly, and manage the content in mailboxes, SharePoint and Teams proactively. While not the preferred option, it will help with the management of corporate information down the track.

 

Posted in Electronic records, Exchange Online, Governance, Information Management, Microsoft Teams, Office 365, Office 365 Groups, Products and applications, Records management, Retention and disposal, SharePoint Online

Setting up SharePoint Online to manage records (as part of Office 365) – Part 1/3

This is the first of three posts that describe the main elements involved in setting up SharePoint Online to manage records.

This post focuses on the recordkeeping related elements in the Office 365 and Compliance admin portals:

  • Office 365 Admin – Licences, Roles and AD Groups (including Office 365 Groups)
  • Compliance Admin – Retention labels and policies (and some more options)

The second post focuses on SharePoint Online Admin centre configuration.

The third and last post focuses on SharePoint site collection provisioning and configuration to manage records

Office 365 admin center

O365AdminPortalUsersRolesGroups

The main elements that impact on the management of records in Office 365 are Users (for licences), Roles and Groups, as can be seen in the screenshot.

Users – licencing and applications

Organisations that acquire Office 365 will generally have the relevant licences required (a) to set up and administer SharePoint Online, and (b) for users to use it (and OneDrive for Business).

This post assumes that organisations will have at least an E3 licence which includes SharePoint for end users, visible as an app when they log on to https://office.com, along with all other applications included in the licence, for example Exchange/Outlook, OneDrive for Business, MS Teams and so on. End users with access to these items will also be able to download and use the equivalent mobile device apps.

Roles

The three key roles that impact on the management of records in SharePoint are as follows:

Global Admin (GA)

Global Admins:

  • Are responsible for managing the entire Office 365 environment. This includes creating new Groups (Security Groups, Distribution Lists and Office 365 Groups).
  • Are responsible for assigning key roles, including the SharePoint Administrator and Compliance Administrator (and other roles).
  • May have responsibility for, and/or the skills and knowledge required to set up and administer SharePoint Online and create new sites for the organisation.
  • May also be able to create and publish retention policies in the Compliance admin portal.

Note – Organisations that outsource the administration of Office 365 should always have at least one GA account to access the tenant if ever required. If they don’t have a log on, they should have or acquire a very good understanding of the access and privileges afforded to the outsourced company. 

SharePoint Administrator (SP Admin)

The SP Admin role will usually be a ‘system’ role that is responsible for managing the SharePoint environment, including OneDrive for Business. As noted above, a GA with the right skills can also manage the SharePoint environment. 

Generally speaking, SharePoint Administrators will focus on the technical and configuration aspects of SharePoint. They are not usually responsible for confirugint SharePoint to manage records, managing records, or creating and publishing retention policies. This role usually falls to either the GA or Compliance Administrator.

Compliance Administrator

The Compliance Admin role is responsible, among other things, for the creation and publishing of retention labels and policies in the Compliance Admin portal. A GA can perform this role (along with all other roles) if required.

Compliance Admins will usually be responsible for disposition reviews linked with retention labels, and be involved in eDiscovery cases.

The Compliance Admin can search and view the audit logs for all activity across Office 365 and can carry out broad content searches with the ability to export the content of those searches. As this role is relatively powerful, it should be limited to key senior individuals in the organisation.

Office 365 and Security Groups

Office 365 Groups are Azure/Exchange objects just like Security Groups and Distribution Lists. Accordingly, there should be controls around their creation, including naming conventions.

As every Office 365 Group has an associated SharePoint site, organisations should consider restricting the ability for end users to create Office 365 Groups, and only allowing Global Admins and members of a Security Group to do this. Neither SharePoint Admins or Compliance Admins would normally create AD Groups.

If the ability to create Office 365 Groups is not restricted, an Office 365 Group will be created with an associated SharePoint site whenever:

  • A new Team is created in MS Teams.
  • A new Group is created from Outlook.
  • A new Yammer Group/Community is created.

External sharing

The ability to share content externally from SharePoint and OneDrive for Business is controlled from the Office 365 Admin portal. This is a global setting that can be disabled by the Global Admins if required.

It is assumed, for the purpose of this post, that that setting is enabled to allow external sharing.

Note that enabling external sharing at the global level does not enable it globally for all SharePoint sites; sites must be individually modified to allow it.

Compliance Admin

The Compliance admin portal can be accessed by the GAs and also the Compliance Admins (and some other roles). It is where retention labels and policies are created (in line with the corporate file plan/BCS) and published, and disposition reviews are undertaken, so records managers need access.

Other options in this section that relate to the management of records include the audit logs, content search and eDiscovery.

Retention policies

Retention policies may be applied to all the key workloads in Office 365 where records are stored:

  • Exchange Online
  • SharePoint Online
  • OneDrive for Business
  • MS Teams
  • Office 365 Groups

Retention labels published as retention policies are visible to and can be applied by end-users. Generally these are more likely to be applied at the document library level rather than to individual records, or in mailboxes or OneDrive for Business.

Retention policies that are not based on labels may be applied to all, or parts of, the four workloads listed above. For example, they may be applied to all, or a sub-set of Exchange mailboxes or OneDrive for Business accounts, or SharePoint sites. Retention policies may also be applied to individual or team chats in MS Teams.

Organisations seeking to use retention policies in Office 365 should understand how these work, have a plan for their implementation, and keep track of what has been applied where.

  • Retention policies for all mailboxes or all ODfB accounts may replace previous on-premise backup options for those workloads. It is unlikely that end-users will (or will want to) apply retention labels published as policies to individual emails or folders in mailboxes or OneDrive.
  • SharePoint sites are likely to have either or a combination of explicit and implicit/invisible retention policies. Implicit, single period retention policies may be more suitable for entire smaller, short-lived SharePoint sites. Explicit retention policies may be more suitable for the diverse range of content on more complex and long-lasting sites. Some sites may be created and populated around the need to keep a particular type of record for a long period of time – for example, employee records.

Audit logs

The Office 365 audit logs are found in the Compliance admin portal. For an E3 licence, the content in the logs is stored for 90 days.

As audit logs are an important element in keeping records, organisations may need to consider ways to retain this content for a longer period.

Note – SharePoint document libraries record the name of anyone who edited a document (and also previous versions), but they don’t record the name of anyone who simply viewed it. SharePoint lists also include audit trails, making it possible to track changes in individual rows of a list.

Content searches and eDiscovery

The Compliance admin portal provides two similar options to search for content across Office 365. Both the Content Search and eDiscovery options provide the ability to establish a ‘case’ that can be run more than once.

The eDiscovery option provides the added ability to put content on Legal Hold. Advanced eDiscovery is available with a higher licence.

Next

Click on the links below to read the next two posts:

  • SharePoint Online Admin centre configuration.
  • SharePoint site collection provisioning and configuration to manage records.