all about documents in o365 - aos brussels 2016/12/05

aOS BrusselsDecember 5th 2016

All about your documents in Office 365Sébastien Paulet

@SP_twit

aOS Brussels December 5th 2016

Speaker presentation

France

Enterprise Solutions

Architect

SPT Conseil

Speaker on

#DMS, #Archiving,

#SharePoint,

#Scrum, #Lean,

#Ergonomy

@SP_twit

Bloghttps://sppublish.wordpress.com


Where documents go in Office 365?


History…

Paper

Files

DMS

Collaborative

Social

1970 1980 1990 2000 2010


Where documents go?

Web Site

Extranets

Intranet

DMS

Collaborative

Records Management

…

No tools O365Mini. TCO

O365

Personaldocuments

Records / Archives

InternalPublic

ExternalRestricted

ExternalPublic

Internal Restricted / confidential formal

Internal Restricted / confidential Informal


About DMS


Projets/typical business needs for a Document Management System• Paper flow digitalization (mail, invoices, etc.)

• Reglementary files

• Technical documentation

• Projects

• Process/procedures related documents, forms

…All mature processes


Features

Valorisation Classification Permissions Check In/Out

Email alerts Bookmarks History Lifecycle

Rendition Composites Search Workflows

Storage

Archiving

Restore


SharePoint as a DMS


SharePoint DMS features

Valorisation Classification Permissions Check In/Out

Email alerts Bookmarks History Lifecycle

Rendition Composites Search Workflows

Storage

Archiving

Restore


And also

• Sharing data (news, calendar, tasks, Wiki, …)

• 100% Office integrated

• Integrated publishing (portal, branding)

• Multimedia assets

• Totally integrated search engine

• Integrated ESN

• Integrated BI


Attention point

Document = File + Properties (+ versions)

No attached files or renditions


File rules

• Forbidden characters # % ?

• Name and URL limited

• Unauthorized file formats

• Maximum file size (10 Gb)

• No empty documents (0 byte)


Archiving


Features

• Retention period

• In place document freeze (Records InPlace)

• Records mass storage (Records Center) ISO 15489 compliant

• Case management with integrated eDiscovery (SharePoint, Exchange, Lync, FileSystems)


Limitations

• Compliant with anglo-saxon norms, not « europeans » (Moreq, eiDAS)

• Document location (country)


Workflows


Workflows

• Standards Workflows

• Custom process : SharePoint Designer

• Tiny individual process : Flow

• Custom form : Infopath

• Mobile app : Power Apps

• Custom actions : Visual Studio


Attention point

• No loops

• Document attached Workflow

• No delegation mecanism


Permission access


Information organization

Collection de sites

Ferme SharePoint 2013

Site racine

Sous-sites

Bibliothèque

Dossiers / sous dossiers

Documents (Word, Excel, PDF )


Compared with classical DMS

• No content type related permissions

• No metadata based permissions

• No permissions on document metadata


Storage


Limitations

• Site collection quotas

• Files max size

• Up to 30 000 000 documents per library

• Up to 5 000 documents in the same view

• Up to 5(0) 000 security scopes per document library


Conclusion


Keep in mind

• DMS YES and even more!

• Keep permission rules simple and stupid (inpact on information architecture)

• If necessary, replace workflow engine

• Beware of special charaters in file names…

• Volumetry boundaries which impact information architecture


Limites par version


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