All about managing records and information especially in Microsoft 365
Category: Retention and disposal
In November 2012, I published a post titled 'Can predictive coding be used to classify records'. My post referred to an October 2011 article by (now retired) Judge Andrew Peck, at the time a judge for the Southern District of New York. Peck's article was titled ‘Search, Forward: Will manual document review and keyword searches … Continue reading Using predictive coding in Microsoft 365 to find records
In late 2022, Microsoft announced a change to how retention policies and retention labels would be applied to SharePoint sites, including sites linked with Microsoft 365 Groups and Teams, enforcing the requirement for policies to be applied, and labels to be published (via label policies), to either (a) SharePoint classic and communication sites or (b) … Continue reading Missing the ‘Apply label’ option in SharePoint Online?
(Update 27 April 2023 correcting the issue about 'Apply label') Applying retention policies or labels in Microsoft 365, including SharePoint Online, is relatively easy but should be planned carefully. From time to time, there may be a requirement to undo or remove retention. This post explains how. Applying retention There are, generally speaking, two main … Continue reading Undoing retention in SharePoint Online
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
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?
Records about the world 