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Document management with SharePoint, really?

Serge Tremblay

Conseiller stratégique collaboration

• Overview of Document Management

• SharePoint tools for Document Management

• Questions

Agenda

Overview of document Management

VS

• A document management system (DMS) is a system (based on computer programs in the case of the management of digital documents) used to track, manage and store documents and reduce paper. Most are capable of keeping a record of the various versions created and modified by different users (history tracking).

• It is often viewed as a component of enterprise content management (ECM)

• The five ECM components and technologies were first defined by AIIM as capture, manage, store, preserve, and deliver

Document Management System

Document Lifecycle

Create

Organize

ProtectPublish

Preserve

Document lifecycle

Create

Creation

Receiving

Imaging

Organize

Classification

Indexation

Metadata

Protect

Security

Compliance

Workflow

Publish

Publish

Process

Search

Preserve

Dispose

Archival

Deletion

Transformation

SharePoint TOOLS for Document Management

SharePoint toolsFor document creation/capture

• Can easily add existing documents to SharePoint• Drag and drop in document library

• Upload one or multiple documents

• Create document from a template (Content Types)

• Use commercial tools to migrate existing documents and addmetadata

• Commercial tools for document imaging

Creation/capture

• Makes it easier to use corporate templates

• Makes it easier to apply retention rules to types of documents

Content types

• A content type is a reusable collection of metadata (columns), workflow, behavior, and other settings for a category of items or documents in a Microsoft SharePoint list or document library.

• Content types enable you to manage the settings for a category of information in a centralized, reusable way.

• Makes it easier to find the content

• https://msdn.microsoft.com/en-us/library/office/ms472236(v=office.14).aspx

Content types

• Version control

• Approval Workflow

• Recycle bin

• Check out / Check in

• Co-authoring documents

SharePoint functionalities for document creation and collaboration

SharePoint fonctionalitiesto organize documents

• Web applications

• Site collection/sites/sub-sites

• Document libraries

• Content organizer

• Workflows

• Column/managed metadata

• Default values

• Content types

• Document sets

• Unique identifier

Functionalities to organize documentsOrganize

• You can set managed metadata navigation for your document libraries

OrganizeOrganize

Search refinementOrganize

Can create custom workflows with SharePoint Designer or commercial applications

Out of the box WorkflowsOrganize

• Provides a central location to upload or send documents

• The Content Organizer can automatically do the following tasks:• Route documents to different libraries or folders• Upload all documents to a Drop Off Library• Manage folder size• Manage duplicate submissions• Maintain audit logs

• https://support.office.com/en-gb/article/Configure-the-Content-Organizer-to-route-documents-b0875658-69bc-4f48-addb-e3c5f01f2d9a

Content organizerOrganize

SharePoint fonctionnalitiesTo protect documents

• Granular permission management

• Audit

• Data lost prevention(DLP) (SP2016 and Office 365)

• Rights management service(RMS)

• Record Center or InPlace Hold

• Digital signature

ProtectionProtection

• Can log activities information about the following actions:

AuditProtection

• Data loss prevention (DLP) in SharePoint Online provides you with a way to identify that data, so you can work with document owners to reduce any risk to your organization

• Identify sensitive information across many locations, such as Exchange Online, SharePoint Online, and OneDrive for Business.

• Prevent the accidental sharing of sensitive information.• Monitor and protect sensitive information in the desktop versions of Excel

2016, PowerPoint 2016, and Word 2016. • Help users learn how to stay compliant without interrupting their

workflow.• View DLP reports showing content that matches your organization’s DLP

policies. • https://support.office.com/en-us/article/Overview-of-data-loss-

prevention-policies-1966b2a7-d1e2-4d92-ab61-42efbb137f5e

Data loss prevention

IRM (RMS)Protection

SharePoint functionalitiesTo dispose documents

• Information management policies

• Record centers• Automatic declaration as a record

• Can prevent modification or deletion

• Declare as a record manually (In Place)

• Declare as a record with workflow

• Declare as a record with information management policy

• Ediscovery

• Deletion policy

• Preservation(retention) policy

• Commercial tools

Disposal / Archival Preserve

• Using the « information management policies » you can associate a retention (Retention policy) to a content type.

• Each content type could have it’s own retention schedule

Retention policy Preserve

• There is a set of predefined actions for the retention policies

Retention policies actions Preserve

• The user can view the compliance details for each document

Compliance detail Preserve

Security and compliance center (Office 365) Preserve

• source: https://support.office.com/en-us/article/Overview-of-preservation-policies-9c3b1d52-40ce-4ba3-a520-9ae0be15538a

Preservation (Retention) Policy Preserve

• Overview of SharePoint document management• https://technet.microsoft.com/en-us/library/cc261933.aspx

• Content types• https://msdn.microsoft.com/en-us/library/office/ms472236(v=office.14).aspx

• Declare item as a record• https://support.office.com/en-us/article/Declare-any-list-or-library-item-as-a-record-5d09480c-4b6b-4d3d-

b46c-8b90a0f56f59?ui=en-US&rs=en-US&ad=US

• Configure Audit settings• https://support.office.com/en-us/article/Configure-audit-settings-for-a-site-collection-f5a346d0-ee0f-4412-

a5e6-d9b5abaa1012?ui=en-US&rs=en-US&ad=US

• Overview of data loss prevention policies• https://technet.microsoft.com/en-us/library/ms.o365.cc.dlplandingpage.aspx

• Apply Information Rights Management to a list or library• https://support.office.com/en-us/article/Apply-Information-Rights-Management-to-a-list-or-library-

3bdb5c4e-94fc-4741-b02f-4e7cc3c54aa1?ui=en-US&rs=en-US&ad=US

• Overview of preservation policies• https://support.office.com/en-us/article/Overview-of-preservation-policies-9c3b1d52-40ce-4ba3-a520-

9ae0be15538a?ui=en-US&rs=en-US&ad=US

Links

Questions?

Thank you !