Achieve Records Management Compliance with Microsoft M365
An Electronic Document & Records Management System (EDRMS) consists of a content management system (in this case SharePoint Online) that has been fully enabled with records management compliance capability. Every document stored in SharePoint is managed as a record, subject to deletion in accordance with the official retention schedule. This recordkeeping control can even be extended to Microsoft exchange, Microsoft OneDrive, file shares, and more. The records management capability can be delivered either via the native recordkeeping capabilities of M365, or via a specialized third-party records management product that works with SharePoint. The native recordkeeping capabilities of M365 are suitable for a very basic/rudimentary records requirement. Most organizations however will require the capabilities of a third-party records management product that integrates with SharePoint. We will help you select the most suitable third-party product, then we’ll deploy it with SharePoint to deliver a fully records-compliant solution based on Microsoft’s M365 platform.
The retention schedule forms the foundation of the entire solution, as all records must be classified against the schedule. Your retention schedule will likely have to be somewhat modernized in order to be fully utilized by modern recordkeeping software. We can facilitate this for you either by working with a records specialist consultancy such as RIMtech consulting, or we can train you how to bring your retention schedule up to par on your own.
The success of your SharePoint deployment will be largely driven by metadata. All SharePoint deployments require metadata. No two businesses are alike, therefore the metadata that works best for you is highly customized to your particular business. We will work with you to define suitable metadata that fits your business practices. We will also define certain metadata in support of recordkeeping compliance.
Where do you store documents in SharePoint? We configure SharePoint by defining all the libraries, content types, metadata, security permissions, etc. needed to fit your business perfectly, while meeting all recordkeeping compliance requirements.
Records Management Configuration
Third-party records management software applies recordkeeping control to all the various libraries throughout SharePoint. This control can be extended outside SharePoint to include OneDrive, Microsoft exchange, file shares, and even other content management systems. We will load the retention schedule into the software, then define all necessary records retention rules to apply to all libraries in SharePoint, in accordance with the retention schedule.
Using SharePoint as an enterprise-wide repository is a significant sea change for workers. We will help you with an enterprise adoption plan unique to your organization and culture that will help to ease the transition. We then develop end user training for your custom SharePoint deployment, and deliver it to your users.
Records Management Training
Your corporate Records Manager is an integral part of the solution development and deployment. This is a crucial role, and they will require full mastery of the third party records management software. We will work closely with them by involving them deeply in the solution architecture and development, and delivering both formal and informal training and coaching throughout the process. We typically also help to divest some records responsibilities within departments via a role know as Information Management Administrators (IMA). This role is typically embedded within each department and contributes to performance measures, case creation, event recording, physical records management, and other low-contact records responsibilities.
Organizations often have a legacy document management system that contains millions of records accumulated over many years of operation. We can help you migrate the content of the legacy system into SharePoint. Once migrated to SharePoint, these documents can then be fully compliant with the retention schedule rules.
Case System Integration
Most organizations have critical business system data stored in corporate databases. These databases are used to manage mission-critical business functions such as human resources, financial, asset management, customer management, etc. We often integrate such systems with SharePoint so that current corporate data is surfaced within SharePoint such as employees, customers, assets, etc.
Physical Records Management
Nearly all organizations have physical records that must be dealt with. These can be boxed records or folders on shelving systems. These physical records must be disposed of in accordance with the official retention schedule, and the same manner and at the same time as electronic records. Microsoft M365 does not offer physical records management capabilities. These third-party products we utilize to manage electronic records also handle physical records. We will apply the same level of control to your physical records. This can include the assignment of barcode labels, inventory management, space management, records destruction, etc.