My company is undergoing a records management change journey leveraging on the Office 365 tools.
2 key messages we have been actively communicating to our users are
1) start labelling important documents to ensure they dont get deleted unless it meets the retention schedule policy.
2) good housekeeping of managing information wherever it is stored (sharepoint, individual mailboxes, one drive, etc) in terms of defining which documents are records and where it should grt storrd as well as which ones are non records ie for temporary keeping only and should be disposed off as soon as its no longer needed.
It has been a challenge to get people to start embedding this good housekeeping for one I think it is because people do not have time and also due to having many information kept over the years – they struggle to start somewhere. Of course we dont expect an overnight change.
I am reaching to you for support in case you’ve gone through similar journey and would like to hear best practices on managing this change , successful campaigns, effective change and engage approach that worked. Also, if you do have any practical tips or chekclist that can help users to start looking into their data and embed good housekeeping regardless in a team working space (sharepoint, group mailboxes) or individual space (personal mailbox, one drive) that would be most helpful.
Attempting to push records declaration responsibilities to end users will fail. Hard stop.
There are lots of reasons, but one of the foundational reasons is that the way that the vast majority of ‘business users’ think about how they would classify and organize (taxonomies) their content is virtually never the same as how they need to be classified for retention purposes. Which pits “ECM” (think productivity) and “RM” (retention, compliance) at odds.
That is why the products that are on the market today for RM focus so heavily on auto-discovery, auto-classification, and generally have some sort of workflow design capability to try to take as much of this burden off the users as possible. And the vendors continue to invest heavily including now building ML (Machine Learning) and AI (Artificial Intelligence) capabilities into their products. It’s also why organizations that are successful at this realize and accept that there needs to be a logical mapping between the 2 classification models. And that this should be handled as much as possible by the system(s).
SharePoint (on prem or online) is one of the worst culprits for this as the native SP functionality only allows one “model” with the Content Types and how those are used for retention. It literally mandates that you build your taxonomy that the users need to use to be aligned to retention requirements. As far as O365 labels and such, unless your records management needs are pretty simplistic, the built-in tools in O365 simply aren’t yet up to the task. They may be at some point in the future, but not today. And I say those things as a “SharePoint/Office 365 guy”. Oh, and the file plan functionality requires the most expensive licenses!
If you want to chat further, send me a PM .