Webinar: Building Your Document Management Strategy for Office 365
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Whether you’re new to Office 365 or looking to refine your approach, this webinar focuses on document management and ways to leverage Office 365. There are many different apps within Office 365 that can provide document storage, but which one is right for the different stages of a document’s development? Planning how to roll out Office 365 for electronic files doesn’t have to be hard, and having a little help is never a bad thing. We share some of our best tips to rolling out document management with tools from Office 365. You will get a better understanding of: - Navigating the different apps within Office 365 that provide document storage - Creating a simple document lifecycle that maps to governance and document management - Setting up document management within Office 365, learn what should be turned on
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Webinar: Building Your Document Management Strategy for Office 365
- 1. withum.com Presented by: Withum Digital Jill Hannemann Building Your Document Management Strategy for Office 365 WEBINAR
- 2. About Jill Jill Hannemann @ImJillHannemann jhannemann@withum.com Principal Editor, Digital Workplace Today 10+ years in Knowledge Management Office 365 Expertise: Knowledge Management, Information Architecture, Records Management, Content Migration, Document Management Culinary project: Time to Grill!
- 3. Withum Digital - Microsoft Solutions and Services 3 We deliver Digital Workplace Products and Solutions that help organizations share what they know and find what they need by connecting people, data and content.
- 4. BE IN A POSITION OF STRENGTH | withum.com Document Management for Office 365 digital.withum.com
- 5. BE IN A POSITION OF STRENGTH | withum.com POLL: How long have you had Office 365 at your organization? digital.withum.com
- 6. Digital Workplace Digital Workplace Document Management Information Sharing Communication Process • Where do we store content? • Team workspaces • Document repositories • Metadata • Search • Corporate Intranet • Corporate Communications • Organizational Policies • Human Resources • Business Processes • Customer interaction • Sales • Business Applications • Conversations • Persistent Chat • Micro-blogging • Instant Messaging • Email
- 7. Document Management in SharePoint: Create, Share, Discover • Office integration on Windows, Mac, and mobile Save, share, real-time coauthoring Properties, recent, version history, check out/in • Content types Template and metadata, per-site or tenant-wide • News, pages, lists • Simple link sharing, internal and external • Office Lens • Discovery powered by Delve
- 8. Leveraging Office 365 for Document Management Set Up Organize Categorize Sharing Retain
- 9. Leveraging Office 365 for Document Management Set Up Organize Categorize Sharing Retain
- 11. Document Created Multiple author collaboration Final draft Publish document Create Best Practice Save File as a Record Document Lifecycle • Document creation can be - • Existing documents from search • Files shared on Yammer • MS Office • Files can be moved, linked, routed based on Content Type attributes
- 12. Apps for File Storage How do you use Office 365 for Files? • Team workspaces/collaboration • Document repositories • Metadata • Search • Records Management • Videos • Policies • Best Practices
- 13. Groups and SharePoint operate as a Content Service • Groups for Membership and Security • SharePoint for Files, Lists, Pages, and News
- 14. Document Library in Teams • Modern Team Sites document library capability in a Team Channel
- 15. Aligning Apps with Document Management Scenarios Scenario Collaboration Best App in Office 365 Personal File Storage Small Group Collaboration File Sharing and Collaboration Document Repository News, Pages, and Lists Videos Knowledge Library Records Management
- 16. Inner and Outer Loops Revised • SharePoint – Content and Document Collaboration underlying framework • Inner Loop – Teams • Outer Loop – Yammer • Everything Else - Outlook
- 17. Storing Content – Content Repositories 17 Knowledge Base Organizational Repositories Department Content Active Project/Team Content Team Repositories Individual Repositories Individual Content Org-wide and Social Collaboration Networks Electronic Records Inner Loop Outer Loop Outside Org. Video Libraries Communities of Practice
- 18. Document Created Multiple author collaboration Final draft Publish document Create Best Practice Save File as a Record Document Lifecycle • Document creation can be - • Existing documents from search • Files shared on Yammer • MS Office • Files can be synchronized or routed based on Content Type attributes New! OneDrive Sync Client can sync ODB files to SharePoint Libraries Link to Learn More
- 19. Leveraging Office 365 for Document Management Set Up Organize Categorize Sharing Retain
- 21. Hub Sites and Organization
- 22. Folders in Document Library Correspond with Teams Channel Files • View in SharePoint or View in Teams • The documents will be there. • Channel Files = Folder in Shared Documents • Cannot delete folder in SharePoint if corresponding with a Teams Channel
- 23. #Groupify Pros • Office 365 Group Permissions Administrator management • Group Messaging Associated distribution list Cons • No subsites with Modern Team Sites • Need to unnest Team Sites • Need to unnest security groups • Modern Team Sites are integrated with Office 365 Groups • Existing Team Sites can be connected to Office 365 Groups Assess Team Site readiness with the modernization scanner in Github - Sharepoint.modernization
- 24. Leveraging Office 365 for Document Management Set Up Organize Categorize Sharing Retain
- 25. Columns and Metadata Purposes of Metadata Information Retrieval Dissemination Resource Description Retention Ownership and Rights Management • Design Metadata at local library and department levels • Provide suggested or required metadata for all departments • Keep Org-wide required metadata to a minimum (2-3 fields) • Labels for Retention • Provide coaching and sessions to optimize metadata
- 26. Better Metadata Entry • Allow bulk population of metadata (e.g. upload 4 items, set their metadata quickly) • Continue to make metadata entry faster, more fluid, and more convenient • Bulk edit feature (Multi-select items, can edit all their metadata at once in the details pane) • Edit SharePoint properties in Word, PowerPoint, Excel
- 27. Coming in the Roadmap for Metadata
- 28. Investment Areas for Document Management in CY2018
- 29. Leveraging Office 365 for Document Management Set Up Organize Categorize Sharing Retain
- 30. Share Easily with Shareable Links Shareable links in OneDrive and SharePoint make it easy who can use a link. • Generate a link for a document you’d like to share • Share the link via email to internal or external users • No longer need a Microsoft account to view and edit a document
- 32. Secure External Sharing Control WHO can share with external users • Everyone • Only specific people • No one Control WHAT can be shared externally • Anything • Only specific sites • Only files without sensitive content Control WHICH external users can be shared with • Anyone • Only authenticated users • Only authenticated users except specific domains • Only authenticated users in specific domains • No one Control HOW externally shareable links can be used • Default • Enabled, but not default • Mandatory expiration date • Block externally- shareable edit links • Disabled
- 33. Leveraging Office 365 for Document Management Set Up Organize Categorize Sharing Retain
- 34. Labels for Records Management • Use labels to implement records management across Office 365 • Label policies can be published to different locations • Manual or Auto-Applied • Trigger a disposition or start a retention period • Auto-Applied (E5 only) can be triggered by sensitive info types or keywords or phrases
- 37. eDiscovery and legal hold • Find, preserve, analyze, and package data for legal investigation • Delegate to specialists such as compliance or HR • Single experience across Office 365 • All background processing • Advanced eDiscovery (E5) 37
- 38. Leveraging Office 365 for Document Management Set Up Organize Categorize Sharing Retain
- 39. BE IN A POSITION OF STRENGTH | withum.com Next Steps Office 365 Strategy Engagement Align your organization’s goals with your Office 365 Deployment Click Here to Sign Up White Paper: The Business Value of Office 365 Transform your organization by channeling your important business activities through Office 365. Download our white paper now >>