Workshops: Managing records in Microsoft 365

This series of five workshops is designed to help organisations understand how to manage records in Microsoft 365. The workshops, which are typically delivered on-line using Microsft Teams, usually run for up to two hours each, but may be selected individually or customised as necessary.

If you would like to learn more about any of these services, please contact us via email (opens your email client)

Overview: Introduction to managing records in Microsoft 365

This workshop covers the following points:
- Overview of 'in place' management of records.
- Understanding recordkeeping obligations.
- Review of where records are created, captured and managed in Microsoft 365.
- Understanding Roles
- Overview of relevant parts of the Microsoft 365 app admin portals.
- Understanding Microsoft 365 Groups.
- How to approach the management of records in Microsoft 365.
- The relationship of SharePoint and MS Teams.
- Search and discovery.

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Compliance: Creating and implementing records retention policies, and audit logs

This workshop covers the following points:
- Review of where records are created, captured and managed in Microsoft 365.
- The role of the Compliance admin.
- Regulatory obligations and compliance options.
- Mapping retention schedules to retention labels/policies.
- Introduction to information governance and records management.
- Creating and applying retention labels and policies.
- Trainable classifiers.
- Other records management functionality: File Plan, Events, Disposition Review.
- Understanding SharePoint Syntex.
- Options to manage disposition outcomes.
- Audit logs.
- Content searches.
- eDiscovery options including legal hold.

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Design: SharePoint Online (and Teams) architecture design and provisioning

This workshop covers the following points:
- Differences between SharePoint on-premise and SharePoint Online - avoiding 'tech debt'.
- Architecture design and conceptual overview and approach.
- Understanding the relationship between Teams and SharePoint.
- Walk through of the SharePoint Online admin portal options and settings.
- Decision making for managing records: Purpose, access, security and retention.
- Creating new sites/Teams: SharePoint Online site types, naming conventions.
- New site provisioning: Core features for records management and access controls.
- Sub-sites vs hub sites.

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Site Configuration: Configuring SharePoint Online sites to manage records

This workshop covers the following points:
- Mapping SharePoint sites/Teams and business functions.
- Walk through of a typical SharePoint Online site: pages, libraries, lists (including calendars).
- Review of Site Collection Settings to support records management.
- 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 sites.
- Versioning and audit logs.
- Search: Using the SharePoint Online portal (and mobile app).
- Working with document libraries to manage records.
- Syncing document libraries to Windows 10 File Explorer.
- Managing retention outcomes.

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Governance: Developing a governance plan

This workshop covers the following points. An example template is provided.
- Setting the context - government, business and legislative requirements for managing records.
- Records retention requirements.
- Understanding where records are stored.
- Understanding how records may be managed.
- Documenting records retention policies.
- Configuration settings for SharePoint.

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On demand customised workshops

These workshops can cover any of the above or following points and run as long as you need:
- 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.

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