All about managing records and information especially in Microsoft 365
Category: Electronic records
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
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?
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
Records about the world 