Understanding OneDrives – for records managers

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 …

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Sharing SharePoint sites

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 …

Avoid using folders to aggregate records in SharePoint

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 …

Understanding permission groups in Teams and SharePoint

One of the most confusing aspects of Teams and SharePoint in Microsoft 365 is the relationship between permission groups used to control access to both of these resources. This is especially the case as every Team in MS Teams has an associated SharePoint site (the 'Files' tab). This post explains how permission groups work between …

The enduring problem of emails as records

Ever since emails first appeared as a way to communicate more than 30 years ago they have been a problem for records management, for two main reasons. Emails (and attachments) are created and captured in a separate (email) system, and are stored in mailboxes that are inaccessible to records managers (a bit like 'personal' drives). …

Office 365/SharePoint Online – Accounts, roles and groups for records and information managers

Organisations have stored and managed records in on-premise versions of SharePoint for many years. Generally speaking, these records had to be managed in - and disposed from - individual site collections. Office 365 now includes a range of roles, access controls and settings that can be used to manage records across the ecosystem, making it …

Migrating to SharePoint Online Part 2 (implementation)

In my previous post I described what we did to prepare for the migration of our SharePoint 2013 (SP2013) environment to SharePoint Online (SPO). In this post I describe the process we undertook and the lessons we learned along the way. By August 2017 we had around 245 SP2013 sites across seven web applications: apps …

How Office 365 challenges traditional records management practices

If your organisation is using SharePoint on-premise now, or just starting out with Office 365, it is important to understand how the Office 365 ecosystem will challenge traditional ways of managing records practices while at the same time delivering a transformational all-digital experience for end users. SharePoint On-Premises When configured well, SharePoint on-premises (e.g. versions up to …

Information Security in SharePoint Online

Until now, the security of information stored in SharePoint on-premise implementations was largely based on access control groups that gave or restricted access to the content on the site. Access to the content, and ability to do anything with it (e.g., edit, read) depending on what group you belonged to. The main five access control groups …

Planning access controls in SharePoint 2010 team sites

A key factor that needs to be considered when planning for the creation of team sites for the management of records is access control. Getting this right (or as close to right as possible) early on for team sites with sub-sites will save a lot of potential pain later on. Team sites will normally have …