office 365 –opportunities and challenges...office 365 –opportunities and challenges 11 office...

Office 365 – Opportunities and Challenges 1

Office 365 – Opportunities and Challenges

Richard Jeffrey‐Cook CITP MBCS FIRMSHead of Information & Records Management, In‐Form Consult Ltd

20th September 2018

London


About usIn‐Form Consult (IFC) is a leading independent information management consultancy that helps businesses transform enterprise‐wide information into a powerful business asset. Our impartial solutions help you solve your information management needs whilst improving policies, processes, and procedures. Through consultancy, technology, training, and resourcing, we can help you reduce cost, minimise risk and increase the value of your information.

Our servicesIFC provides consulting expertise in the areas of information and records management, information governance, knowledge management, data management and enterprise solutions. We offer a wide range of bespoke consulting services including health checks, strategy development, process improvement and development, and technology selection and implementation; all of which are delivered to industry best practice for information and change management. Our consulting team are industry‐leading experts and individually are specialists within public, private and not‐for‐profit sectors.

Consultancy Resourcing Training Tools Support

Leading Independent Experts in Corporate informationand Records Management


Our Clients


Me! Chartered IT Professional Fellow ‐ IRMS Started in bespoke development

ProgrammerTeam LeaderProject Manager

1990s document management systems 2002 – got into Records Management by accident, specialised in RM since then


Office 365 Microsoft’s Cloud Office Suite Email – Exchange and Outlook Office Applications ‐ Word, Excel, PowerPoint ... One Drive SharePoint Skype for Business Microsoft Teams and more


Opportunities for Information & Records Mgt

Manage information throughout its lifecycleAvoid unnecessary duplicationImprove version controlApply retention and disposal schedulesImprove accessibility of informationImprove security and access controlsCollaboration


Benefits Business Benefits

Improve efficiency Avoid mistakes Reduce time searching for information Avoid re‐creating information

Improve governance and reduce riskSupport better ways of working

The benefits can be huge, butmost of the benefits are not tangible


Challenges Technology is not a “silver bullet”, your information management problems are not suddenly going to disappear... Good information management takes a lot of hard work


Ongoing challenge Don’t think of information management as a project with an end dateIt needs to be embedded into the way the organisation works

A successful system is not one that operates for 3 months A successful system is one that will last for 2 years, 5 years, 10 years and more

A successful system will allow you to migrate to new technology in the future


Users I expect the vast majority of users to do two things (and I am an optimist!)Give a file a sensible nameStore the file in the “right” place

If they can do this, Office 365 can take over and apply the appropriate policies The tricky bit is where is the “right” place...


Office 365 Components Personal storage areas – One Drive Corporate information storage – SharePoint

Active documents – SharePoint document librariesDocuments that are no longer active but need to be retained – SharePoint Records Center

Site Collection, Site and Library structures are crucial

Email – Exchange or SharePoint90%+ of information in most organisations is either sent or received by email


Business Classification Scheme BCS is your framework for applying policies Implement using a managed metadata term set Two options for implementing policies

1. SharePoint – Lifecycle management policies2. Advanced Data Governance – relatively new Applies not only to SharePoint, but other O365 applications Retention as well as disposal policies and other features Requires E5 license


Tips Design your system before you build it

If you just take your shared drive and dump it into SharePoint you will get very few benefits

EDRMS systems are at least 50% change managementUser behaviours need to be changedTraining and guidanceLocal information management (team level) as well as centralised control


Tips Don’t buy a plug‐in product until you know what you are doing Migration and cleansing always takes a lot longer and costs more than you expectRemember, garbage in ‐> garbage out

A small system working well produces much greater benefits than a large system working badly Few systems fail because too much testing was undertaken


Any Questions?