Understanding OneDrives – for records managers

OneDrive is a standard feature in Microsoft 365 licences. OneDrives: Provide a 'personal' space to store content, with up to 1 TB of storage, that cannot be accessed by anyone except the relevant admins (no different from their previous ability to access 'personal' or 'home ' drives). Can be accessed by end-users directly from File …

Advertisement

Where are the records in Microsoft 365?

One of the consequences of the (relatively sudden) requirement to work from home from early 2020, was that Microsoft 365 - primarily Outlook and Teams (with 'Files' or SharePoint and OneDrive for Business behind the scenes) - became the de facto system to create and capture 'unstructured' records. Unlike centralised electronic document and records management …

Sync vs Add Shortcut to OneDrive from SharePoint

UPDATE 30 June 2022: Based on feedback and some live troubleshooting with MacOS users, I have changed the text to read MacOS instead of iOS. Also, one MacOS user noted that if there are problems with the sync on those devices, it is sometimes easier just to delete the app and re-install it. Microsoft 365 …

Recordkeeping metadata in Office 365 and SharePoint

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 …

Managing the retention of content stored in OneDrive for Business accounts

The methods available to manage the retention of content stored by end-users in their Office 365 OneDrive for Business (ODfB) accounts are not always well understood. Organisations may initially default (in their thinking) to backing up the content because that's what was always done in the past. A change of thinking may be required. This …

Managing the outcomes of records retention in Office 365

The retention of records in Exchange Online (EXO), SharePoint Online (SPO), OneDrive for Business (ODfB) and Office 365 (O365) groups can be achieved through the application of retention labels published in the O365 Security and Compliance admin portal. This post describes: How retention labels work (in summary), including the 'per record' rather than the container/aggregation …

Migrating to SharePoint Online Part 2 (implementation)

In my previous post I described what we did to prepare for the migration of our SharePoint 2013 (SP2013) environment to SharePoint Online (SPO). In this post I describe the process we undertook and the lessons we learned along the way. By August 2017 we had around 245 SP2013 sites across seven web applications: apps …

SharePoint Online and OneDrive for Business – Preventing external sharing of data

A recent (September 2017) article suggested that OneDrive for Business (ODfB) (and by extension SharePoint Online (SPO); ODfB is a SharePoint-based service), a key application in Office 365 was a potential source of data leaks and/or target for hacking attacks. I don't disagree that, if not configured correctly, any online document management system - not …