aos mumbai aall about documents o365 04/04/2017

All about document management in Office 365Sébastien PauletSPT Conseil

4th April 2017 @SP_twit

Speaker introduction

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

Microsoft Offer

Classical SP

Modern SP

PlannerYammer

Groups

OneDriveDocs.com

Teams

Where documents go?

Web Site

Extranets

Intranet

DMS

Collaborative

Records Management

…

No tools O365Mini. TCO

Personaldocuments

Records / Archives

InternalPublic

ExternalRestricted

ExternalPublic

Internal Restricted / confidential formal

Internal Restricted / confidential Informal

Office Groups

Your groups

Current group tabs

OneDrive

Where documents go?

Web Site

Extranets

Intranet

DMS

Collaborative

Records Management

…

No tools O365Mini. TCO

Personaldocuments

Records / Archives

InternalPublic

ExternalRestricted

ExternalPublic

Internal Restricted / confidential formal

Internal Restricted / confidential Informal

Modern team site

Where documents go?

Web Site

Extranets

Intranet

DMS

Collaborative

Records Management

…

No tools O365Mini. TCO

Personaldocuments

Records / Archives

InternalPublic

ExternalRestricted

ExternalPublic

Internal Restricted / confidential formal

Internal Restricted / confidential Informal

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

Attention point with SharePoint

Document = File + Properties (+ versions)

No attached files or renditions

SharePoint as a DMS

Highlight Classification Permissions Check In/Out

Email alerts Bookmarks History Lifecycle

Rendition Composites Search Workflows

Storage

Archiving

Restore

File rules

• Forbidden characters # % ?

• Unauthorized file formats

• URL length (260 characters max)

• No empty documents (0 byte)

• Maximum file size (10 Gb)

Limitations

• Up to 5 000 documents in the same view

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

• Up to 30 000 000 documents per library

• Max 2000 subsites / site collection

• Storage location (for legal purpose)

• For site collections online … pooled storage (25Tb+)

Limits by version

Localization and norms

• Storage in India (?)

• International attestions and norms :

• Think about O365Protection Center

SharePoint as a DMS

Highlight Classification Permissions Check In/Out

Email alerts Bookmarks History Lifecycle

Rendition Composites Search Workflows

Storage

Archiving

Restore

Classical SharePoint Information organization

Classical SharePoint security

Users are grouped in SharePoint Groups.

Security is by default set at site collection level.

SharePoint Groups can also use LDAP groups.

Classical SharePoint securityPermissions level are granted to SharePoint Groups : - Read- Contribute- Full Control

By default, all SharePoint artefact inherits security permissions from his parent (Sub-site inherits from collection, etc.). Administrators can break inheritance at any level : - Sub site- Document Library / List- Folder / Document Set- Document / List Item

Keep security plan as simple as possible .Avoid security by folder or document.Why ?- Administrator workload- Unmanageable -> security leak- Performance issues if more than 50 000 security scopes by list

Compared with classical DMS

• No content type related permissions

• No metadata based permissions

• No permissions on document metadata

SharePoint as a DMS

Highlight Classification Permissions Check In/Out

Email alerts Bookmarks History Lifecycle

Rendition Composites Search Workflows

Storage

Archiving

Restore

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)

SharePoint as a DMS

Highlight Classification Permissions Check In/Out

Email alerts Bookmarks History Lifecycle

Rendition Composites Search Workflows

Storage

Archiving

Restore

Workflows

• Standards Workflows

• Custom process : SharePoint Designer

• Tiny individual process : Flow

• Custom form : Infopath

• Mobile app : Power Apps

• Custom actions : Visual Studio

Attention points

• No loops

• Document attached Workflow

• No delegation mecanism

SharePoint as a DMS

Highlight 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

Keep in mind

• DMS YES and even more!

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

• If necessary, replace workflow engine, or wait for Flow evolutions

• Beware of special charaters in file names…

• Volumetry boundaries which impact information architecture

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

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