Information governance in Office 365

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How are you dealing with applying information governance and/or retention policies in Office 365? How are you dealing with new applications such as Microsoft Teams where documents are loaded outside of a traditional document management system?

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Jacqueline Carmona
San Diego County Water Authority
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I am looking for the same information.  We are just readying for Office 365 implementation.  Do certain features have to be be activated?  What works and has worked for your organizations?

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Lorelei Chernyshov, CIP, IGP
Merrick Bank
Director of Information Governance
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Considering how badly, from an IG, IM, Standards, and security perspective (not to mention UX, sustainment, integration, I can go on….) many O365/M365 deployments are done, this is a very, very big topic (IMO, of course) and should (again, IMO) be addressed by engaging a competent, experienced, standards-driven partner (or at least individual resource) to guide you.  Assuming your organization doesn’t want to deploy O365/M365 just as badly as many others just to be “part of the club and get the t-shirt”.

But, that’s solely my individual take on it.��

Aria

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Will staff actually migrate business value information from O365 into a traditional document management system? The path of least resistance says…haha.

However, you can apply records retention to Office365 content in the form of labels.

Contoural (who always has great stuff) had a recent webinar entitled: Smart O365 Strategies for Information Governance. I shared this with our IT staff and they said the information on the webinar is going to save them valuable time during the O365 the roll out.

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John
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Hi, I agree with @Lorne Rogers on this. It is crucial to have someone that assists you in understanding the document structure within Office 365. Many do not know that Files in Teams are actually within a Team Site (Document Library) in SharePoint​. We have been assisting companies that come from files shares, SharePoint On Prem and even SharePoint Online which have not fully understood the connection between documents and files within Teams and other services in Office 365, like Onedrive and SharePoint.

In addition to that, the document management funcationality and permission levels are currently very limited within Teams and for more advanced document management you would always have to implement that within SharePoint. For instance, document approval process and metadata to name few.

In my opinion working with documents within Teams should be on the level of group/team/project collaboration, sharing and working on shared documents that belong to that structure where permissions levels are limited to full/contribute/read permissions only on the whole set of documents.

Again in my opinion, the information governance and architecture should be built around these four information pillars of Office 365

  • SharePoint – The backbone for all documents for the organization, teams, projects
  • Onedrive for Business – Employee documents, should be limited as possible
  • Outlook – Email and other communications, find ways to save important and relevant content to SharePoint
  • Teams – For collaboration within teams/groups/projects where permissions are limited to full/contribute/read permissions, is just a view/entry point into team sites in SharePoint
  • Other document / information structures if allowed such as dropbox. Google drive (not recommended)

Hope this clearifies and helps in you journey.

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Sigurjón Hákonarson
CEO/Owner
Ozio ehf
http://www.expectus.is
http://www.linkedin.com/in/shakonarson
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Lorne, Sigurjon, and others in multiple threads are all on point.

The topic is very vast and the solutions are very specific to the business.

Someone who knows the area for assistance…someone who can look at your use case in particular and couple it with the tools available…is required.  Resources here are good, check them out.  But also go to your local AIIM meetings and JOIN! 🙂 SharePoint users groups can be OK, but frankly, well attended with folks that have limited experience.

Wish you very well!  Reach out if you like, happy to help!
-Rick

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Richard Molique
ECM Consultant
IQ Business Group, Inc.
804-614-6445
rmolique@…
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Richard,

Just HAVE to give a shout out for the line “well attended with folks that have limited experience”!  That was just awesomely funny, LOL! And subtle! (and TRUE!)

 

Aria

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Ha!  Ya, I was just typing fast, I am more of an engineer and doing delivery so I would LOVE to respond to more of these…it is overflowing with opportunity to take out day to day frustrations with subtle jabs.  🙂

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Richard Molique
ECM Consultant
IQ Business Group, Inc.
804-614-6445
rmolique@…
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Jacqueline –

I think there are two key points here.

First, Teams loads documents to SharePoint.  If you’re inferring that SharePoint isn’t your document management system, I’d consider how to manage a hybrid environment.

Second, I think it’s important to understand the business needs for governance and understand what the features are of the platform.  Depending on your needs, classic SharePoint features may be sufficient, or you may find that you need to implement Microsoft’s Office 365 labels approach.  If you need to use labels, it’s important to understand what they do — and do not support from the perspective of your goals.

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Robert Bogue
President
Thor Projects LLC
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Rob,
Thanks for making those two points – There is also a records center in SharePoint that can be used to retain documents labelled as records when the team sites eventually go away, correct?​

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Peter Rahalski, CIP
Information Solutions Architect
EXCELLUS HEALTH PLANS
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Peter –

Yes, sort of.  Records centers can retain records but those are records which are declared as records and sent to the center.  There’s an additional records model which holds records in-place.  There’s not an automatic migration from one to the other.

If you’re using in-place records management in SharePoint (or SharePoint via Teams) you have to consider what you’re going to do when you want to retire the team to move the records into more permanent storage.  There’s not an out of the box way to do this currently.

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Robert Bogue
President
Thor Projects LLC
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