IRMS018 – The recordkeeping world of Office 365

In this episode James Lappin interviews Andrew Warland, author of Records about the World – an exceptionally informative blog on records management in Office 365 and SharePoint

Andrew talks us through the different component parts of Office 365.

He characterises the Office 365 model as an ‘in place’ records management model. Content stays in the application in which it was created (Exchange, SharePoint, OneDrive for Business, Teams, Yammer etc.) and is managed through retention rules set in the Compliance Admin Centre that sits outside of any of those applications.

Administering Office 365 and SharePoint

Andrew explains:

  • The use of the Compliance Admin Centre to set retention rules across Office 365;
  • The Compliance Admin Role in Office 365 and its relation to the permissions needed by a senior records manager;
  • The importance of records managers being included in the Site Collection Administrator Security Group for all SharePoint sites;
  • The application of retention rules to Exchange mailboxes and One drive accounts via the Compliance Admin Centre.

MS Teams

Andrew and James discuss the interrelationship between MS Teams, MS Exchange, MS SharePoint and One Drive.   Andrew explains how content on Microsoft Teams is stored:

  • one-to one chat messages group chat messages are stored in individual email accounts in MS Exchange;
  • group chat messages are stored in the group email account associated with that Team;
  • documents exchanged in one-to-one chats are stored in the individual’s One Drive;
  • documents exchanged in group chats are stored in a document library in the SharePoint site associated with the Team.

Andrew shares his views on the optimum size of a MS Team, and how to accommodate those SharePoint sites that are linked to MS Teams within the architecture of a SharePoint implementation. 

Office 365 Groups

Office 355 Groups are crucial to the operation of MS Teams. Each team is linked to an Office 365 group and you cannot set up a Team without one. Andrew explains why he recommends that you do not let end users create new Office 365 Groups.  Andrew has also written a blogpost on this topic.

Microsoft’s strategic direction for Office 365

MS Teams is increasingly becoming the main focus of Microsoft’s marketing strategy or Office 365.   It is being positioned as providing the main user interface into both documents; and as being the main communications tool. This could potentially end up with SharePoint becoming a back office document store and email being reserved for more formal messages.

Yammer

Yammer is a place for organisation wide conversations, in contrast with the team based conversations that take place in MS Teams.  Andrew explains how Yammer can be used to add currency and life to a corporate intranet.

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IRMS018 – The recordkeeping world of Office 365

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