Our services

We offer a range of specialist consulting and advisory services designed to help organisations understand where records may be created and stored, and how to manage them, in the Microsoft 365 ecosystem.

Workshops (Online or in person)

Introduction to managing records in Microsoft 365 (2 hours)

This workshop covers the following points:

  • Overview of the changed paradigm from EDRM systems to 'in place' management of records.
  • Understanding recordkeeping obligations.
  • Review of where records are created, captured and managed in Microsoft 365.
  • Roles
  • Walk-through of sections of the Microsoft 365 admin portals that impact on the management of records including: (a) the Microsoft 365 admin portal (users, groups, roles, reporting and dashboards, external sharing, search); (b) the Microsoft 365 Compliance portal (information governance, retention policies, information protection, 'records management', audit logs, content search); (c) the SharePoint/OneDrive admin portal (sites, settings); (d) the MS Teams admin portal (various settings and policies including private channels).
  • The core role of Microsoft 365 Groups.
  • How to approach the management of records in Microsoft 365.
  • Introduction to SharePoint and its relationship with MS Teams.
  • Search and discovery - implications for how information is managed and classified (inc metadata).

Compliance - creating and implementing records retention policies, and audit logs (2 hours)

This workshop covers the following points:

  • Review of where records are created, captured and managed in Microsoft 365.
  • The role of the Compliance admin.
  • Review of regulatory obligations.
  • Mapping retention classes to retention labels.
  • Information governance/records management: Publishing or auto-applying labels as retention policies to specific workloads. Using trainable classifiers.
  • Information governance/records management: Creating and applying non-label based retention policies.
  • Other records management functionality: File Plan, Events, Disposition Review.
  • SharePoint Syntex.
  • Managing disposition outcomes - existing functionality, limitations and options.
  • Audit logs.
  • Content searches and exporting results. eDiscovery options including legal hold.

SharePoint Online architecture design and provisioning (2 hours)

This workshop covers the following points:

  • Conceptual overview - where are the records stored and regulatory or compliance obligations.
  • Differences between SharePoint on-premise and SharePoint Online.
  • Walk through of the SharePoint Online admin portal options and settings.
  • Decision making for managing records - purpose, access, security and retention.
  • Creating new sites - SharePoint Online site types, naming conventions.
  • New site provisioning - core features for records management and access controls.
  • Sub-sites vs hub sites.

Configuring SharePoint Online sites to manage records (2 hours)

This workshop covers the following points:

  • Understanding relationship between SharePoint sites and business functions.
  • Review of Site Collection Settings to support records management.
  • Understanding access controls, including for Office 365 Group-based sites.
  • Creating and using site pages. Creating libraries and lists and other options.
  • Using lists to manage physical records.
  • Metadata options - Managed, Site and Library.
  • Content Types - what are they and when would you use them.
  • When and how retention policies should be applied to SharePoint Online document libraries.
  • Versioning and audit logs. Using the SharePoint Online portal (and mobile app), including for search, following sites.
  • Walk through of a typical SharePoint Online site: pages, libraries, lists (including calendars).
  • Working with document libraries to manage records, including: metadata options, content types, adding new content, editing existing content, the 'thee dot' menu options, sharing (instead of attaching), changing permissions, check out/in, move and copy, creating and modifying views, searching.
  • Syncing document libraries to Windows 10 File Explorer - implications for metadata.
  • Managing retention outcomes, including exporting metadata.

Developing a governance plan (2 hours)

This workshop covers the following points:

  • Setting the context - government, business and legislative requirements for managing records.
  • Records retention requirements.
  • Understanding where records are stored.
  • Applying records retention policies to email, Teams chat and OneDrive content. Configuration model for SharePoint, applying records retention policies.
  • Bringing the detail together in a template plan (provided).

On demand services

These workshops cover any of the following points:

  • Understanding Active Directory Groups (Security Groups, Distribution Lists, Microsoft 365 Groups).
  • Mapping retention labels to classes in a Records Authority.
  • Deeper dive into the relationship between Teams and SharePoint.
  • Migrating content from network file shares.
  • Using reporting and dashboards to monitor the creation and volume of records.
  • Additional security options to protect records, including data loss prevention (DLP).
  • End-user communication and training, including for SharePoint site/Team owners.
  • Support issues for Microsoft 365 and SharePoint relating to the management of records.

The services described above are delivered through (a) workshops (in person or via MS Teams), or email. They are charged in 15 minute intervals.

If you need help with managing records in Microsoft 365, please contact us.