All about managing records and information especially in Microsoft 365
Category: Classification
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
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
Microsoft 365 includes the capability, subject to licencing, to apply retention labels and non-label retention policies to content stored in Exchange mailboxes, SharePoint Online sites, Microsoft 365 Groups and OneDrive for Business accounts. Non-label retention policies may also be applied to Teams chats, Teams channel (including private channel) posts, and Yammer messages. For Teams chats … Continue reading How records managers can manage retention labels and policies in Microsoft 365
As organisations increasingly move content from network file shares to SharePoint, many have found that folders in SharePoint (and via the Files tab in Teams channels) are a bit less friendly. For example, there is no way to 'expand' the folder view, so it is not possible to see the folder hierarchy (unless the library … Continue reading Combining metadata with folders in SharePoint
Humans have natural instinct for grouping, classification and categorisation of things. It helps us find what we are looking for and gives us a sense of satisfaction, whether it be household items, computer storage, or much broader social and population groupings. Humans have created and kept records ever since we developed a way to record … Continue reading Are auto-generated topic cards the future for aggregations of records?
SharePoint Online document libraries include the option to move content to a different location. But what happens to the metadata when this content is moved? This post explains what happens to the metadata when different types of content stored in a SharePoint Online document library is moved (not copied) using the 'Move to' option to … Continue reading Metadata persistence when records are moved in SharePoint
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 … Continue reading Classifying records in Microsoft 365
In late 2012, IDM magazine published an article I co-authored with Umi Asma Mokhtar in Malaysia titled 'Can technology classify records better than a human?' The article drew on research into recent advances in technology to assist in legal discovery, known as 'computer-assisted coding', or 'predictive coding', including the following two articles: A 2011 article … Continue reading Can Microsoft technology classify records better than a human?
The classification of records is fundamental recordkeeping activity. It is defined in the international standard ISO 15489-1:2016 (Information and Documentation - Records Management) as the 'systematic identification and/or arrangement of business activities and/or records into categories according to logically structured conventions, methods and procedural rules'. (Terms and Definitions, 3.4) The purpose of classification is defined … Continue reading Classifying records in Microsoft 365
Microsoft released its 'Records Management' solution for Microsoft 365 during 2020. The solution is only accessible to organisations with an E5 licence (or an E5 Security and Compliance licence). Some of the retention-related options previously available to E3 licences, such as disposition review, are now only available with an E5 licence. However, for cost and … Continue reading Managing the retention of records in Microsoft 365 with an E3 licence
Records about the world 