All about managing records and information especially in Microsoft 365
Category: Compliance
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
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
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
A recent (September 2021) Verge post titled 'File Not Found' by Monica Chin (@mcsquared96) noted how pre-defined storage locations for digital content have become mostly redundant for the younger generation that grew up using Google to find content - 'the concept of file folders and directories, essential to previous generations’ understanding of computers, is gibberish … Continue reading Changing patterns of office work
One of the difficulties for many records managers new to Microsoft 365 is that they may not know or have access to everything they need to know to manage records in that environment. This post provides an overview of the accounts, licences and roles that may be needed to manage records in Microsoft 365. As … Continue reading What licences or roles are needed to manage records in Microsoft 365
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
The ability to manage records 'in place' in SharePoint has existed since around 2013. But this is not the same thing as leaving records where they were created or captured and managing them there - 'in place'. This post explains the difference between the two 'in place' options. In brief: The Microsoft 'in place' model … Continue reading In place vs in place management of records in Microsoft 365
One of the first things to understand, when managing records in Microsoft 365, is where the records are stored. Generally speaking, most records will be stored in either (a) Exchange mailboxes (which also store the 'compliance copies' of Teams chats) or (b) SharePoint sites (including sites linked with MS Teams). Some emails may be copied … Continue reading A decision tree for managing records in SharePoint and Teams
Records about the world 