All about managing records and information especially in Microsoft 365
Category: Records management
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
Office (later Microsoft) 365 (M365) Groups were introduced to Office 365 in 2014. Although Microsoft Teams was introduced in March 2017, there has been a general lack of understanding about the relationship between Teams and M365 Groups on the part of both records managers and IT. This post explains what both records managers and IT … Continue reading Why records managers and IT need to understand Microsoft 365 groups better
Email mailboxes have long been the primary repository for work-related emails (and attachments) and calendaring information. Some of these emails may have been copied to electronic document and records management (EDRM) systems or saved to network drives. Very often some form of mailbox archiving was introduced to help reduce storage by moving inactive content to … Continue reading What is stored in an Exchange Online mailbox?
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 … Continue reading Understanding OneDrives – for records managers
Microsoft 365 Exchange Online (EXO) mailboxes and OneDrives assigned to individual end users have one thing in common - they may contain the only copy of corporate records (and other content) that cannot be easily accessed or managed as records. Organisational efforts to encourage end users to save emails (and other potential records) to a … Continue reading Delete or do nothing – retention policy outcomes on Exchange Online mailboxes and OneDrive accounts
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
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
Records about the world 