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Hello Everyone,
I would very appreciate if someone could help me understand which features are currently present, and which are on the road map for implementing full records management capability in O365?
Thanks a lot!
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Royal College of Physicians and Surgeons of Canada
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You can see the information MS makes publicly available as far as roadmap for O365/M365 here.
In terms of current capability it is still an immature and limited capability, but, it is increasing, so, at some point, it may catch up to the 3rdparty ISV addon solutions. Or not. That is something only MS really knows.
Currently, based on my decade plus of experience in the SharePoint (and now O365/M365) space, I still heartily recommend organizations to look to one of the leading 3rd party solutions (Gimmal, RecordPoint, or Collabware), unless they’re quite a small organization, or they operate in a low compliance space. In either of those cases, it is much more likely that the current capabilities can meet, or even exceed, the needs.
If you would like to chat further, feel free to reach out directly (I’m in Calgary).
Hi,
It may be worth a quick look at this blog post. At the bottom of the page there are also links off to other areas within ADG that may be of interest.
I think Lorne hits the nail on the head with his remarks.
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Ben Henderson
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Thanks a lot Ben and Lorne for your responses!!!
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Royal College of Physicians and Surgeons of Canada
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Hi,
Attached is a PPT presentation I just presented to a SharePoint group highlighting all the records management capabilities currently offered in O365. One of the newest feature is the Centralized File Plan Manager.
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HELUX
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Attachment(s)
Harmon.ie 2019 – Records Management in Office 365 and Sha…ie 2019 – Records Management in Office 365 and SharePoint Online
Hello,
Thank you very much for sharing your presentation!
I’ve noticed that Microsoft recently released new feature – “Modern Library Content Types”. Do you have an opinion on how all the RM elements (File Plan, Labels, Retention Policies, Content Types) should be used to design a solid information architecture and enable records management capability?
Thanks a lot again!
Kind Regards,
Natalia
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Royal College of Physicians and Surgeons of Canada
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Keep in mind that the File Plan and Labels functionality is an Office 365 feature, meaning it applies across multiple services in O365 (but also ONLY in O365), and Content Types are a SharePoint-only construct.
Hi,
Attached is how I understand how to construct IA in Modern SharePoint on a very high level . Does that align with your understanding as well?
Thanks a lot!
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Royal College of Physicians and Surgeons of Canada
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Hi,
Not quite. You should have an arrow that goes from Document to Content Type, but also an arrow from Document to Labels.
Additionally, the “container” in SharePoint that is Content Types do more than just the metadata. They also allow you to assign a file ‘template’ (in your context, say a template for physician disciplinary action or some such as well as obvious classics such as an ‘invoice’ template), and workflows, and you can even associate entire custom solutions to them, as well as assign the DIP (Document Information Panel) which shows up at the top of Office files (Word, Excel, PowerPoint, etc.) as an in-file place to choose/assign the data to the metadata fields associated to the type of document you’re trying to upload, and you assign SharePoint-specific Information Management Policies to them, and you can even control the ‘publishing’ with them. They are also very important in driving actually useful search experiences! So, in SharePoint, Content Types are very foundational and cornerstone.
Thank you Lorne for making it so much more clearer!
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Royal College of Physicians and Surgeons of Canada
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You’re welcome!
Note: that point about actually useful search should be a KPI in any sort of ECM/RM undertaking, in my opinion. I’ve even created the attached animation of my own expanded version of the content lifecycle that kind of emphasizes it
Hi
I’m a firm believer of having “Records Management” work behind the scenes as much as possible. The way that the File Plan and Labels feature work in O365, you will end up with a set of labels that corresponds to the leaf nodes of your file plan. Those “labels” can be manually applied to a document to each user. Going back to my point about “Records Management” happening behind the scenes, I would leverage their feature to auto apply labels as much as possible. There are 3 ways to auto apply (assuming you have E5):
. Sensitive Info Types found in a document (So having a Bank Account Number makes it a Financial Record)
. Keywords found in a document
. A Document Library can be configured to apply a default label
#1 and #2 would generate a bit of false positives but if you can develop your information architecture where each library is mapped to a node in your file plan, then it would be easy to configure it with the right Label to enable it the right retention rules.
I’ll be more than happy to have the chat if you have further questions.
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HELUX
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Also, for Option #2, using keywords to auto apply. You can also target a content type by defining you keywords like the following “ContentType:NameOfContentType” in the event you have multiple content types in a single library. Preferably I like to enable only one content type per library since it reduces another decision point for the user and you don’t have metadata that applies to only certain documents within one library.
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HELUX
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Thank you!
I absolutely agree regarding having RM work behind the scenes!
Do you know if its possible to auto apply two labels to 1 document? For example, to a document that should be classified as “Performance Appraisal” AND “Confidential”?
Thank you very much!
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Royal College of Physicians and Surgeons of Canada
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Yes, so long as 1 is a “retention” label and the other is a “sensitivity” label.
Perfect!
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Royal College of Physicians and Surgeons of Canada
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