Microsoft 365 – ‘Records Management’ solution

-

Microsoft announced the General Availability of its so-called ‘records management’ solution for Microsoft 365 on 30 April 2020.

The announcement noted that organisation would be able to use the records management solution to:

  • Classify, retain, review, dispose, and manage content without compromising productivity or data security.
  • Leverage machine learning capabilities to identify and classify regulatory, legal, and business critical records at scale.
  • Demonstrate compliance with regulations through defensible audit trails and proof of destruction.

Proposed licensing model

Microsoft have published extensive information in its service description for the Security and Compliance elements of Microsoft 365. It is a good idea to discuss these options with a Microsoft licensing partner.

At a general level, the difference between the ‘information governance’ (E3/E5) and ‘records management’ (E5 only) options are as follows:

  •  Info Governance – ‘Broad policies to catch everything and keep it simple’. According to the service description (link above) this provides for ‘a single organization-wide or location-wide retention policy and/or manual retention labelling’.
  • Records Management (E5) – ‘Deeper dives into classifying content, enforcing particular process and workflows’. According to the service description, this means ‘automatically applying retention labels or policies, starting the retention period of a retention label based on a custom event, triggering a manual disposition review at the end of the label’s retention period, importing third-party data through native data connectors, discovering labelled content and monitoring labelling activity.’ and ‘automatically applying retention labels based on trainable classifiers’.

What is available now?

As a starting point, the new ‘records management’ solution is not a standalone recordkeeping system or application within Microsoft 365, along the lines of an electronic document and records management system (EDRMS).

It is not a place where records are stored. It is one of several options within the Compliance portal.

In summary, the ‘records management’ solution (which is still separate from the ‘information governance’ set of options – see below) is a set of advanced options in Microsoft 365 that allow organisations to:

  • group (‘classify’) records for retention purposes based on several options including search, auto-classification and pre-defined events;
  • allow a review of certain records due for disposal;
  • destroy records; and
  • retain a record of what was destroyed.

Prometix as a Microsoft Gold certified partner and certified O365 consultants (Sydney, Canberra, Melbourne & Perth), we have extensive experience in delivering Office 365 based records management solutions. We have also developed toolset that will migrate records from your legacy system to SharePoint without losing the digital continuity. For more information, please contact us from enquiries@prometix.com.au

Comments

Post a Comment

Popular posts from this blog

Microsoft 365 Records Management Compliance

-
As a SharePoint consulting practice, we at Prometix had a chance to implement a Microsoft 365 Records Management service This is a fairly new service and Microsoft announced in May the commercial release of the Microsoft 365 Records Management service. This service, which lets organisations apply "labels" to documents, as well as machine learning to automatically apply those labels, is designed to address legal compliance tracking issues for organisations. Microsoft claims it'll help demonstrate compliance with regulations through defensible audit trails and proof of destruction. This will assist in integrating with Business Intelligence such PowerBI, and artificial intelligence such as Azure services. The Records Management service is currently available through the  Microsoft 365 Compliance Center . Organisations need to have Microsoft 365 E5/A5 or Microsoft 365 Insider Risk Management licenses to use the service, which gives them the rights to automatically apply ...
Read more

Collaboration with SharePoint VS MS Teams

-
With all the hustle and bustle of the workplace, it can be hard to find exactly what you’re looking for or know who to ask. Defining who is working on what and how they’re involved in the project isn’t always a simple task. Although SharePoint has made managing and sharing content easier, it still isn’t as seamless as its end users would hope. Being able to access content and applications all in one place is useful but doesn’t solve the problem of how to organize information that is only relevant to certain groups. The main goal of SharePoint is to facilitate collaboration, but when content is broadcasted to the entire organization, it can make end users unsure which information applies to them. Microsoft has acknowledged this issue with the creation of its new collaboration tools, SharePoint team sites and Microsoft Teams . These allow end users to create separate areas specifically designed for certain projects they’re working on and for the teams they’re working with. By organizi...
Read more

Data Governance with Azure Purview

-
Image
The modern workplace his a data-centric world. Organisations are always increasing the amount of data they must collect, store, and analyse to inform critical business decisions and measure their organisation’s performance. As data becomes increasingly important, so do the tools needed to discover, manage, and track information in the absence of a data governance program. In the absence of a data governance program, the decisions made about key data systems are made by association staff who “own” the system. When there are different owners for systems (which is very common), the result is inconsistencies in data availability, collection, usability, integrity, and security. This instantly causes data quality problems. It also can negatively impact user experience if there is no integration or procedures to update the existing data within your environment. If you and your organisation find yourselves in such a predicament, Prometix highly recommends deploying an Azure Purview solution....
Read more