SharePoint is over 20 years old and so it's not surprising that various legacy elements continue to float about or get created, even in SharePoint Online. Legacy elements in SharePoint can be both a blessing and a curse. The blessing is that some core elements haven't changed (or changed much) in a very long time … Continue reading Managing SharePoint legacy
Category: Records management
Modern SharePoint sites include the option to 'Share site' or 'Share site only' (for sites linked with Microsoft 365 Groups). This option is found under 'Site Permissions'. Left - Non-Group based site / Right - Group based site When the option to share site is selected, a note states the following: 'Add users, Microsoft 365 … Continue reading Sharing SharePoint sites
The following are observations from using the 'Move To' function in a SharePoint Online library to move close to 18,500 files and folders over a weekend, from a 'classic' SharePoint subsite in a SharePoint Online site to a new and 'free standing' site in the same tenant. The moving was completed over a weekend to … Continue reading Observations on ‘Move To’ in SharePoint Online
Every SharePoint document library, including the Teams 'Files' tab, includes the ability to move or copy files somewhere else in the tenant. For some unknown reason, the arrow in the SharePoint library points to the right but in Teams it points to the left, and in Teams the 'to' is missing. What actually happens when … Continue reading What happens when files are moved in SharePoint?
Recordkeeping requires the capture and retention of event or process metadata about records; that is, data about who did what and when. This information is usually captured in audit logs or trails. In legacy EDRM systems, event metadata was captured with all other metadata about the record in the system's database; the actual digital object … Continue reading Understanding why SharePoint viewers vanish when documents are moved
Sensitivity labels are one element in a range of tools that can be deployed in Microsoft 365 to protect information, as shown in the diagram below. Image source: Microsoft page 'What is Azure Information Protection' If you are new to information protection, it is important to understand that Azure Information Protection (AIP) is not the … Continue reading Sensitivity labels in Microsoft 365
As evidence of business activities, records should be authoritative. According to ISO 15489:2016, the characteristics that define authoritative records are authenticity, reliability, integrity and usability. These characteristics may be met by either: Securing or locking a record to prevent unauthorised changes ('declaring a record'). Recording the details of any events - the 'event history' - … Continue reading Audit trails for records in SharePoint Online
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 … Continue reading Where are the records in Microsoft 365?
Teams chats and channel posts are a bit of a problem to manage as records because it is not easy to capture them - either individually or as a thread. The most common solution is to screenshot them but this is hardly ideal. End-users may be able to delete or edit sent chats and posts. … Continue reading What happens when you delete or edit sent Teams chats and posts
Folders provide a simple way to group content on network file shares. But, while they may look the same in SharePoint (or in a synced library in Windows File Explorer), and are the default way to group content in Teams-linked SharePoint sites, they are not always the best way to aggregate let alone manage digital … Continue reading Avoid using folders to aggregate records in SharePoint