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 is based on making the distinction between non-records content and content declared as records (as per DOD 5015.2), that may be stored in the same SharePoint site, or using Exchange in-place options.
The other ‘in place’ model is simply based on leaving records and other content where they were created or captured, and managing it there – including (where necessary) by applying the ‘in place’ options in the previous point.
The Microsoft in-place model
The Microsoft in-place model for managing records in SharePoint is based on the requirement to comply with the US Department of Defense (DOD) standard titled ‘Design Criteria Standard for Electronic Records Management Software Applications’, usually known by its authority number – DOD Directive 5015.2, Department of Defense Records Management Program, originally published in 11 April 1997.
Section C2.2.3 ‘Declaring and Filing Records’ of the standard defines 26 specific requirements for declaring and filing records, including the following points:
The capability to associate the attributes of one or more record folder(s) to a record, or for categories to be managed at the record level, and to provide the capability to associate a record category to a record
Mandatory record metadata.
Restrictions on who can create, edit, and delete record metadata components, and their associated selection lists.
Unique computer-generated record identifiersfor each record, regardless of where that record is stored.
The capability to create, view, save, and print the complete record metadata, or user-specified portions thereof, in user-selectable order.
The ability to prevent subsequent changes to electronic records stored in its supported repositories and preserving the content of the record, once filed
Not permitting modification of certain metadata fields.
The capability to support multiple renditions of a record.
The capability to increment versions of records when filing. Linking the record metadata to the record so that it can be accessed for display, export.
Enforcement of data integrity, referential integrity, and relational integrity.
Microsoft’s initial guidance on configuring in place records management describes how to activate and apply this functionality primarily in SharePoint on-premise. It is still possible to apply this in SharePoint Online (but see below). The SharePoint in place model refers to a mixed content approach where both records and non-records can be managed in the same location (an EDMS with RM capability):
Managing records ‘in place’ also enables these records to be part of a collaborative workspace, living alongside other documents you are working on.
The same link above, however, also refers to newer capability that was introduced with the Microsoft 365 Records Management solution in the Compliance admin portal. This new capability allows organisations to use retention labels instead to declare content as records when the label is applied, which ‘effectively replaces the need to use the Records Center or in-place records management features.’
The guidance also noted that, ‘… moving forward, for the purpose of records management, we recommend using the Compliance Center solution instead of the Records Center.’
A form of in-place management has also been available for Exchange on-premise mailboxes, with in place archiving based on using archive mailboxes – see the Microsoft guidance ‘In-Place Archiving for in Exchange Server‘.
One draw-back of this model is that the (email) records in these mailboxes were not covered by the same DOD 5015.2 rigor as those in SharePoint, but they could at least be isolated and protected against modification or deletion, for retention, control and compliance purposes.
Microsoft Exchange Online Archiving is a Microsoft 365 cloud-based, enterprise-class archiving solution for organizations that have deployed Microsoft Exchange Server 2019, Microsoft Exchange Server 2016, Microsoft Exchange Server 2013, Microsoft Exchange Server 2010 (SP2 and later), or subscribe to certain Exchange Online or Microsoft365 plans. Exchange Online Archiving assists these organizations with their archiving, compliance, regulatory, and eDiscovery challenges while simplifying on-premises infrastructure, and thereby reducing costs and easing IT burdens.
The new ‘in place’ model
A newer form of in-place records management has appeared with Microsoft 365.
Essentially, the new model simply means leaving records where they were created or captured – in Exchange mailboxes, SharePoint sites, OneDrive or Teams (and so on). and applying additional controls where it is required.
The newer model of in place records management is based on the assumptions that:
It will never be possible to accurately or consistently identify and/or declare or manage every record that might exist across the Microsoft 365 ecosystem. For example, it is not possible to declare Teams chats or Yammer messages.
Only some and mostly high value or permanent records, will be subject to specific additional controls, including records declaration and label-based retention.
The authenticity, integrity and reliability of a some records may be based more on system information (event metadata) about its history, than by locking a point-in-time version.
Microsoft appear to support this dual in place model with their information governance (broader controls) and records management (specific controls, including declaration) approach to the management of content and records across Microsoft 365, as described in the Microsoft guidance ‘Information Governance in Microsoft 365‘, which includes the graphic below, modified to show the relationship between the two in place concepts.
In place co-existence
Can both in place models exist? Yes. There is nothing to prevent both in place models existing in the same environment, in which some records may need to be better managed or controlled than others, but it is important to understand the distinction between the two when it comes to applying controls.
Image: Quarantine Building, Portsea, Victoria Australia. Andrew Warland 2021
A common question asked by many organisations is whether Microsoft 365 (M365) retention policies – labels in particular – can be applied to folders in SharePoint document libraries so the content in those folders will have the same label.
The quick answer is yes, but it is a manual process and – for all its perceived benefits – is likely to be more of an administrative and support burden and not worth the effort. Folders should NOT be thought of as the replacement for ‘files’ (aggregations of individual records), but more like dividers in a lever arch (= the document library).
This post describes how labels can be applied to and work with folders, including in SharePoint sites linked with Teams. It also suggests alternative options.
How retention labels are applied to a library
Retention labels are created in the M365 Compliance portal under either the Information Governance > Labels or Records Management > File Plan sections.
Labels created in the Compliance portal do not do anything once created; they must be applied to content in various ways to make them work. This includes by:
Publishing one or more labels as part of a retention policy to various locations including SharePoint sites, Exchange mailboxes and OneDrive (but not Teams – see screenshot of available locations below). In this scenario, each label will be visible to – and selectable by – end-users.
Auto-applying them to the same locations based on various options, including (for E5) trainable classifiers
Adding them to Content Types used in SharePoint Syntex.
Publishing labels to SharePoint sites
When one or more labels are published to SharePoint sites they don’t do anything until they are ‘manually’ enabled through one of the following options:
On each individual document library via the library settings option ‘Apply labels to items in this list or library’ (see screenshot below)
On each individual folder in a library (via the information panel, see screenshot below)
On each individual object in the library (also via the information panel)
Applying a label to the library
A label can be applied to the entire document library via Library Settings, as shown in the screenshot below.
If the drop-down option is set to ‘None’, and there are no options to choose from, it means that no labels have been published to this SharePoint site.
If labels exist, they will appear in the drop down list (below the default ‘None’). Note that only one label can be set as the default for the library. If the check box ‘Apply label to existing items in the library’ is selected, this will apply the label to all existing items. It will also likely override any existing label that may have been applied.
When the retention label has been applied to a library, the label only applies to the non-folder objects stored in the library as can be seen in the option below. That is, the retention label is NOT applied to the folders by default.
The retention label can be seen when the folder is opened:
Applying a retention label to a folder or document
It is also possible to apply a retention label to a folder or object stored in the folder via the information panel, even when a default library label has been set, as shown below. This can be done on each individual folder including, for Teams-based sites, each folder that maps to a channel.
When applied to a folder in this way, any content stored in the folder will inherit that retention label.
If a default label has already been applied at the library level, the folder-based label will replace it, although in testing this, one of the original default labels wasn’t replaced automatically as shown below, but could be manually changed via the information panel.
Implications for Teams-based records (Files)
Every Team in MS Teams has an associated SharePoint site linked with the underlying Microsoft 365 Group.
Every non-private channel in the Team maps to a folder in the Documents library of the SharePoint site as can be seen in the two screenshots below. (Every private channel has a separate SharePoint site that would be covered by a separate retention policy).
Keep in mind that retention labels remove the ability to delete objects stored in the library (including via the ‘Files’ tab in a Team). If end-users are working in Teams, this could be annoying and potentially put them off using Teams. However, end-users can remove the label by navigating to the SharePoint site and removing the label via the Information panel.
Why folder-based retention labels may not be a good idea
The default options to apply retention labels to content stored in SharePoint document libraries are:
By applying them at the library level. This can apply the label to all existing (and future) content stored in the library but does not apply to folders.
Through the auto-application of labels.
Via SharePoint Syntex using labels on Content Types.
Applying retention labels to individual folders in a document library is a manual-intensive process, one that may be a waste of time given the potential number of libraries that can exist and the ease with which they can be removed by end users.
Additionally, applying retention labels to the channel-linked folders of Teams may be pointless if end users:
Store documents at the same level as the channel-linked folders; that is, ‘above’ the folder structure.
Create new folders via a synced library or SharePoint. These folders are not linked to channels.
Create new libraries in the SharePoint site.
Keep it simple
It is very easy to deliberately or inadvertently establish over-complicated retention settings for content stored in SharePoint, especially as there is currently no simple way to see what label has been applied where.
Given the retention period linked with retention policies generally, there is a good chance that the person who applied the labels may not be around when the retention period expires, or to keep an eye on what has been applied or changed over time.
The best retention intentions may be overruled by practical necessity.
The best retention model, in my opinion, is a simple one that does not get in the way of end-users but ensures that records will be kept for a minimum period required. So, instead of applying retention labels to folders, especially on Teams-based SharePoint site libraries, it is recommended to:
Start by trying to avoid mixing content with different retention periods in the same SharePoint site or Team, or document library. That will make it easier to manage the retention outcomes. (If you can’t avoid mixing content, you may need to use auto-application of labels including via Syntex or trainable classifiers).
Use ‘back-end’ safety net retention policies applied to all SharePoint sites. This ensures a minimum retention period and does not get in the way of end-user activities.
Use retention labels on site libraries where more granular retention is required. Ideally, apply them as the default to all the content in a single document library (including the default library for all Teams-based SharePoint sites) and – preferably – only apply the labels when the content is inactive and the library can be made read only, to protect the records from that point.
Only use multiple labels on folders when (a) all the labels applied to the site relate to the same function/activity pair or subject matter, and (b) the content is largely inactive. Ideally, avoid folder-based retention to avoid complication in the future.
Microsoft 365 has become one of the world’s most accessed products for office collaboration. Jeff Teper, the ‘father of SharePoint’ at Microsoft, tweeted on 27 April 2021 that Teams had 145 million daily active users. (As reported in by the team at Office365ITPros.com.) According to the website ‘Microsoft Office Statistics and Facts (2021) | By the Numbers‘ , Microsoft Teams usage grew 40% during the COVID lockdowns.
Although organisations create, capture and store a range of records using the various Microsoft 365 applications, most records are likely to be created or captured in Exchange mailboxes or SharePoint (including OneDrive).
The volume and range of records has, in many respects, overwhelmed traditional standards-based models that required records (including emails) to be copied to a central electronic document and records management system (EDRMS) or identified and then ‘declared’ as records.
Given the reality of the new paradigm, organisations have tried various ways to manage records in Microsoft 365, including by retaining the EDRMS (for high value records), acquiring third-party products that promise to address the ‘gap’ in recordkeeping functionality, or working with the ‘out of the box’ capability.
Whichever method is chose, records managers need to have a very good understanding of where the records are in Microsoft 365 and how they can be managed. In many cases, leaving and managing them where they were created or captured (‘in place’ management), and using new and emerging capability to leverage the power of AI-based tools is likely to be the future state.
With the above in mind, and regardless of which method you follow, the following are ten points that I think are important to consider when managing records in Microsoft 365.
What are your recordkeeping obligations?
It is perhaps the most obvious question but organisations have sometimes rolled out Microsoft 365 without consideration of their obligations for managing records.
Records provide evidence of business activities and accordingly need to be protected to ensure their authenticity, integrity and reliability as evidence. The most common way of achieving this outcome until now has been to ‘lock’ digital records from change. Is this practical in the digital world? How do you lock Teams chats or stop a new thread in an email exchange? Could the same outcome be achieved by recording all changes and ensuring these are retained?
Records are usually subject to minimum retention requirements and understanding what these are is essential. Where there are minimum retention requirements, records cannot be destroyed before a specific period of time based on a particular trigger or event. These requirements are defined in legislation (sometimes based on statutes of limitation) or, for government agencies, in records disposal authorities or schedules (as shown in the example above).
As a starting point, look at these retention requirements and consider how these will be applied to Teams 1:1 chats, or team chats, or emails still in Exchange mailboxes, or OneDrive content. And then extend this to the content stored in Teams/Group-based SharePoint sites and sites not linked with Microsoft 365 Groups.
Consider also what is required to manage the outcome of retention. Do you need to review records due for destruction? Do you need to keep a record of what was destroyed? For all records?
There may be a requirement to categorise or classify records (especially to group them by context and/or for retention purposes where retention is based on classification). How will this outcome be achieved for Teams chats or emails that remain in Exchange mailboxes, or OneDrive content? What other metadata do you need for records?
Your recordkeeping obligations, in particular records retention requirements, should guide the management of records in Microsoft 365.
Where are the records created or captured in Microsoft 365?
Neither Microsoft 365 nor SharePoint is a dedicated recordkeeping system like an EDRMS (see my post ‘SharePoint is not an EDRMS’). Rather, it is an ecosystem of multiple applications that are used to create, capture, store and manage records.
Most records are likely to be stored in either SharePoint (OneDrive is a SharePoint service) or Exchange mailboxes.
A compliance copy of Teams chats are stored in a hidden folder of Exchange mailboxes. Content stored in the ‘Files’ tab is either stored in SharePoint or (for 1:1 chat) in OneDrive.
Of course, there will be some other records – Yammer conversations, tasks and plans, communication sites, calendar entries, forms and even WhiteBoard sessions. But, more than 95% are stored in Exchange mailboxes or SharePoint/OneDrive.
Knowing your recordkeeping obligations and the location of records are the main starting points. In fact, you can map your recordkeeping obligations (especially metadata and retention) to the location of the records.
Do you control the creation of Teams and SharePoint sites or not?
There two, broadly speaking, two approaches to controlling the creation of Teams and SharePoint sites:
Yes, we have controls – There is some kind of control or decision ‘gate’ for the creation of Teams and SharePoint sites.
No, we don’t have controls – End-users can create Teams and SharePoint sites whenever they want. In this case, the points below may not be of much use. You will likely rely on the built-in ‘records management’ capability to manage the records.
If your answer to the question above was ‘No’, then you will probably need third-party products and/or rely heavily on AI-based solutions to manage the records (which is the default Microsoft position).
Map sites and Teams to business functions – don’t mix content
Almost every organisation has a range of business functions. Some of these are common to all or most organisations (e.g., information technology, human resources, financial management, legal, property, etc) while others are ‘core’ (e.g., engineering, manufacturing, research, sales and marketing, etc).
Many organisations are structured around these business functions, and most records retention schedules are based on function (or business function).
If you can map new Teams and SharePoint sites to these functions, this will facilitate the management of records down the track. Mixing content across multiple functions – except where it makes sense to do this, such where there are related but smaller numbers of records in project sites – is going to make it harder to manage the records in the longer term – and more or less the same as letting end-users put whatever they want into a paper box for long-term storage.
A common example where records might be mixed are ‘Corporate Services’ areas that create or capture records across multiple functions, including property, IT, finance and so on. Unless all the records in a Team-based site can be kept for the same period of time, it may be a good idea to separate the records into different sites.
Also keep in mind that some business areas may exist for a long time; having a single (Teams-based) document library that has folders linked to channels may not be the best way to manage records long-term.
The suggestions above don’t take into account Exchange mailboxes, Teams chats or OneDrive accounts because these cannot be mapped to functions.
Naming conventions for sites and teams, and libraries
The main reasons for having naming conventions for SharePoint sites and Teams are:
It is good practice, to avoid acronyms and other less than useful names.
To prevent unnecessarily long names that end up creating very long URLs (e.g., ‘https://tenantname.sharepoint.com/sites/ExecutiveCommittee20202021MeetingsHeldDuringLockdownandrecordedviaMSTeamsSeniorManagersOnly‘.) It is important to know the difference between the URL name and the display name.
Ideally, the original names of Teams and SharePoint sites should be restricted to no more than 14 characters so that Document IDs (that have a 12 character prefix) can be the same as, or very close to, the URL name of the site. For example:
Aside from the default ‘Documents’ library of every Teams-based site, library names should also be subject to naming conventions and restricted to around 20 characters. There are several reasons for this.
The first is how they appear in the left hand navigation of a SharePoint site. There isn’t much point having multiple library names that aren’t easily visible (the two examples below have completely different names after ‘Financial Management’).
The third reason is that it is good practice to have some form of naming conventions.
Ideally, library names should map to the activities that produce the records AND include the year where this is relevant, e.g., ‘Meetings2021’.
There is NO need to repeat words in the tenant or site name – e.g., h**ps://tenantname.sharepoint.com/sites/TenantNameCorporateRecords/TenantNameFinancial%20Management%20%20Accounting%20%20Invoices%202021/Forms/AllItems.aspx
As noted above, this doesn’t apply to the default ‘Documents’ library in Teams-based SharePoint sites (the actual name is ‘Shared%20Documents’).
Metadata and Content Types
For many organisations, the minimum metadata requirements consist of (a) agent (e.g., the person who did something), (b) dates (when they did something) and (c) a unique identifier. That is, who did what and when?
If you need to add more metadata for certain types of records you can really only do this in SharePoint document libraries, including by adding them from the SharePoint Term Store (see below example). It can also be done in Outlook but these metadata terms are not linked with the SharePoint terms.
As for Content Types, do you really need them? SharePoint is made up of multiple Content Types already, including the default ‘Document’ Content Type. It is important to understand how Content Types work in SharePoint before making the assumption that they are required.
In many cases, choice metadata fields can replace the need for Content Types. Custom Content Types may only be needed for specific or high value record types.
Document retention policies and labels
In the first section about recordkeeping obligations, it was noted that most records will be subject to minimum retention requirements. Retention labels and policies are created in the Compliance admin portal of Microsoft 365.
Unfortunately, the current Compliance admin portal provides very little information to show what label or policy was applied where. The only way to do this is to document it yourself. One way to do this is to create a spreadsheet that lists on each row:
The business function and activity from a File Plan or Business Classification Scheme (e.g., Financial Management – Accounting)
Each retention class for that function/activity pair, including the reference number
If that class has been created as a label, what the label name is. If it has been created as a non-label retention policy, what that retention policy name is. (Generally speaking, disposal authority classes don’t refer to Exchange mailboxes, SharePoint sites, MS Teams chats or OneDrive content, so the organisation may need to determine what this minimum retention period should be and how it will manage the retention outcomes).
(Note, the above can be created in the File Plan section of the Records Management part of the Compliance admin portal, E5 licences only. However, it only documents the above information and does not show where the label has been applied.)
Where the label has been applied ‘manually’ – to which SharePoint site/document library, Exchange mailbox or OneDrive account. This point may have multiple location references.
Where the label has been auto-applied through the basic E3 option or, for E5 licences, the document understanding model (DUM) in SharePoint Syntex, or via trainable classifiers.
When the retention will expire.
Retention outcome – If a disposition review (E5 only) exists, the records will be destroyed automatically without any record kept, or ‘do nothing’. See also below.
Remember that retention labels and policies apply to individual items (emails, Teams chat, SharePoint or OneDrive content stored in libraries), not to aggregations (e.g., the entire library or site). The aggregation will continue to exist after the content has been destroyed and no ‘stub’ (a record of what used to exist) will remain.
How will you manage retention outcomes?
Generally speaking, Microsoft 365 retention policies destroy records when they are due for destruction unless they are subject to a label that has the disposition review option enabled or the ‘do nothing’ option has been selected.
Organisations need to understand how they will manage these retention outcomes especially as, in most cases, a review process is required. (See ‘Recordkeeping obligations’ above).
Even when retention label have the disposition review option enabled (E5 only), there are two points that need to be understood:
The ‘disposition review’ interface presents individual records with no context except for the original site URL name. Some additional (default) metadata is now included (from May 2021) but not any added metadata. In most cases, it will be necessary to return to the original library to view the context of the records presented for disposal, and if there are any others.
If records are destroyed through that review process, only basic metadata is retained about what was destroyed.
Organisations that have an obligation to undertake a full review of records due for disposal will likely need to consider establishing workarounds such as exporting the full set of metadata from a document library and then using that to review whether the content of the library can be destroyed. If approval is granted, that decision should be recorded, along with the metadata extract.
Allow end-users to get on with their work
End-users generally don’t have much interest in the management of records beyond the period of time they are important to them. They want to do whatever they want, whenever they want, using the applications they have available to them.
Collaboration no longer consists of email exchanges and document-based records. Creating control gates for the creation of Teams and sites, and insisting on naming conventions for sites and libraries (and folders) may be interpreted negatively.
There needs to be a fine balance between control and freedom and this can impact the creation, capture and management of records. Some of the ways to minimise the impact of recordkeeping requirements include:
Enabling Document IDs on every site.
Creating custom metadata columns on sites or libraries with default values.
Applying non-label ‘safety net’ retention policies to all workloads. Retention policies (along with the Recycle Bin for 90 days) helps with the recovery of accidentally deleted content.
Using various communication methods to highlight useful features including sharing (instead of attaching), the Recycle Bin, versioning in SharePoint/OneDrive, and the ability to have a ‘single source of truth’. These features can be used to ‘soften’ the impact of other recordkeeping obligations in some sites.
Pro-actively monitoring activity across the Microsoft 365 ecosystem, including by monitoring the various dashboards, searches, and audit logs, and responding to events.
Learning more about the Microsoft Graph Explorer and the potential to use AI-based options to manage records.
Use the system for other recordkeeping purposes
The Microsoft 365 environment can be used for other recordkeeping purposes as well. For example:
Managing physical records stored offsite in a SharePoint list.
Keeping a record of records (and SharePoint sites or other systems) that have been destroyed, as well as ongoing destruction review and approval processes.
Publishing policies and procedures (in a SharePoint site, not necessarily a communication site).
Communicating information about managing records (communication site).
Archiving social media content (to Exchange mailboxes).
Searching for content stored in other locations or systems including File Explorer and Line of Business systems (via connectors).
Archiving network file share content, where it can be better protected and then subject to retention and disposal outcomes.
Understanding where records are stored (via dashboards and Power BI reporting).
An electronic document management system (EDMS)supported day-to-day use of documents for ongoing business. Among other things, this meant that the records stored in the system could continue to be modified and exist in several versions. Records could also be deleted.
An electronic records management system (ERMS) was designed to provide a secure repository for authentic and reliable business records. Although it contained the same or similar document management functionality as an EDMS, a key difference was that records stored in an ERMS could not be modified or deleted.
It could be argued that SharePoint began its life in 2001 as an EDMS and began to include ERMS functionality when SharePoint 2010 was released. So, how is it not an EDRMS?
In simple terms, unlike a traditional EDRMS model that was intended to be the repository for all business records, SharePoint is only one of several repositories that are used to store and manage business records. Instead of centralising the storage and management of records, systems such as Microsoft 365 provide centralised management of records wherever they are stored.
The EDRMS model
Almost all EDRM systems since the mid-1990s have had the following characteristics:
Compliance with a standard. For example, DOD 5015.2 (1997), AS 4390 (1996)/ISO 15489 (2001), ISO 16175 (2010), VERS (1999), MoReq (2001)/MoReq2, etc.
A relational database (for the various functions, metadata and controls (see diagram below) and a separate file share (for the actual content/records), accessed via a user interface.
An expectation that most or all (digital) records would be copied from other systems used to create or capture them to the EDRMS for ongoing storage and protection. This outcome might be achieved through integration with other systems, for example to copy emails to the EDRMS.
The integrated EDM/ERM system model was described in the following diagram in 2008 by the International Standards Organisation committee, ISO/TC171/SC2, in its document ‘Document management applications’:
There are two key problems with the EDRMS model:
They do not (and cannot) realistically capture, store or classify all business records. Emails have remained a problem in this regard for at least two decades. Additionally, there is now a much wider range of born-digital records that remain uncaptured.
Many of the born-digital records that were copied to the EDRMS continue to exist where they were first created or captured.
Any organisation that has been subject to a legal subpoena or Freedom of Information (FOI) request for records will know the limited extent to which EDRM systems provide evidence of all business activities or decision making.
And yet, almost every organisation has a requirement to manage records. There is clearly a disconnect between the various requirements and standards to keep records and the ability to keep them.
To paraphrase from Tony Redmond’s recent (21 March 2021) post ‘SharePoint Hits 20: Memories and Reflections‘, SharePoint was originally designed to allow content (including page-based content in the form of intranets) to be accessed via the web, thereby replacing network file shares.
In practice, most organisations retained their network file shares, built their intranet using SharePoint, and otherwise used SharePoint to manage only some digital content.
It could be argued SharePoint started out as an EDM system and became more like an ERMS when more recordkeeping capability was introduced in SharePoint 2011. But that doesn’t make it an EDRMS in the traditional sense of being a central repository of business records.
The reality is that records are, have been, and will continue to be created or captured in many places:
Email systems. In Microsoft 365, Exchange Online mailboxes are also used to store the ‘compliance copy’ of Teams chats messages.
Network file shares.
SharePoint, including OneDrive.
Other online document management systems, including Google Drive.
Text, chat and instant messages often created in third-party systems, often completely inaccessible or encrypted.
The type and format of a record can vary considerably. For example:
A calendar entry.
A photograph or video recording (including CCTV recording).
The recording of a meeting, in video or transcript form, or both.
Virtual reality simulations.
Social media posts.
3D and digital drawings (e.g., via digital whiteboards).
And, of course, all the data in line of business systems.
Instead of trying to save records into a single EDRM system, Microsoft 365 provides the ability to apply controls over the management of most records where they were created or captured – in email (including archived social media and other records), Teams chat, SharePoint, or OneDrive, and Yammer.
Is there a need for an EDRMS?
There is nothing stopping organisations acquiring and implementing traditional EDRM systems, or even setting up some SharePoint sites, to manage certain high value or permanent records, including some records that can be copied from other create/capture systems (such as email).
But there is also a need to address the management of all other records that remain in the systems where they were created or captured.
In most modern organisations, this requires broader controls such as applying minimum retention periods at the backend, monitoring usage and activity, and the proactive management of disposals. Not trying to copy them all to SharePoint.