All about managing records and information especially in Microsoft 365
Category: Office 365
With the large-scale adoption of Microsoft 365 (M365), many records managers have had to find ways to manage the records that have been (and continue to be) captured and stored across the ecosystem, including via Teams, SharePoint Online, OneDrive for Business and Exchange Online. The M365 ecosystem is more complicated than a single server-based Electronic … Continue reading Ten tips for records managers to monitor records in Microsoft 365
'Fools rush to implement retention without thought' - Tony Redmond, 13 April 2017 Tony Redmond's quote above, as well as the rest of the article in 'Bringing Compliance to Office 365 Groups', is as relevant today as it was in 2017. Tony is a contributing author to the e-book 'Office 365 for IT Pros', essential … Continue reading Planning for retention management in Microsoft 365
Microsoft announced the General Availability of its so-called 'records management' solution for Microsoft 365 on 30 April 2020. The announcement included a screenshot of the 'Overview' tab of the 'records management' section of the Microsoft 365 Compliance portal which contains a range of other options including the very similar looking 'information governance' section. The announcement … Continue reading Microsoft 365 – ‘Records Management’ solution
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 … Continue reading Planning for records retention in Office 365
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. 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 … Continue reading What happens when you create a Team in MS Teams
Records managers have been struggling with managing emails as records ever since they first appeared in the workplace. For a long time the accepted practice, as with other digital records, was to print them out and put them on the appropriate file. With the introduction of electronic document and records management (EDRM) systems, end users … Continue reading Managing emails as records in Office 365
Records management standards (see below) state that a defining feature of records is that they are associated with metadata - both 'point of capture' metadata and 'process' metadata that continues to evolve throughout the life of the record. For at least two decades, the requirement to capture and store metadata for digital records has driven … Continue reading Recordkeeping metadata in Office 365 and SharePoint
The third part of my recent series of posts, titled Setting up SharePoint Online to manage records, included an example architecture model with several Office 365 Group-based sites, shown in green in the graphic below. This post describes how Office 365 Groups, with their associated mailbox and SharePoint site, can be useful when there is … Continue reading Using Office 365 Groups to manage (some) records in context
This is the second of three posts that describe the main elements involved in setting up SharePoint Online to manage records. The first post was focused on Office 365 admin: Licences, roles and Groups; Compliance Admin - Retention labels and policies. This post focuses on SharePoint Online Admin centre configuration. The next and last post … Continue reading Setting up SharePoint Online to manage records (as part of Office 365) – Part 2/3
This is the third and last of three posts that describe the main elements involved in setting up SharePoint Online to manage records. The first post focused on the recordkeeping related elements in the Office 365 and Compliance admin portals, including user licences, Roles and AD Groups, and Compliance Admin - Retention labels and policies. … Continue reading Setting up SharePoint Online to manage records (as part of Office 365) – Part 3/3
Records about the world 