aos canadian tour sharepoint ecm
TRANSCRIPT
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aOS 2017Canadian Tour
Fueled by
QuebecMontrealOttawaToronto
February 6February 7 February 8February 10
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Document management with SharePoint, really?
Serge Tremblay
Conseiller stratégique collaboration
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• Overview of Document Management
• SharePoint tools for Document Management
• Questions
Agenda
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Overview of document Management
VS
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• 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
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Document Lifecycle
Create
Organize
ProtectPublish
Preserve
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Document lifecycle
Create
Creation
Receiving
Imaging
Organize
Classification
Indexation
Metadata
Protect
Security
Compliance
Workflow
Publish
Publish
Process
Search
Preserve
Dispose
Archival
Deletion
Transformation
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SharePoint TOOLS for Document Management
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SharePoint toolsFor document creation/capture
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• 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
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• Makes it easier to use corporate templates
• Makes it easier to apply retention rules to types of documents
Content types
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• 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
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• Version control
• Approval Workflow
• Recycle bin
• Check out / Check in
• Co-authoring documents
SharePoint functionalities for document creation and collaboration
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SharePoint fonctionalitiesto organize documents
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• 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
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• You can set managed metadata navigation for your document libraries
OrganizeOrganize
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Search refinementOrganize
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Can create custom workflows with SharePoint Designer or commercial applications
Out of the box WorkflowsOrganize
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• 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
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SharePoint fonctionnalitiesTo protect documents
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• Granular permission management
• Audit
• Data lost prevention(DLP) (SP2016 and Office 365)
• Rights management service(RMS)
• Record Center or InPlace Hold
• Digital signature
ProtectionProtection
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• Can log activities information about the following actions:
AuditProtection
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• 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
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IRM (RMS)Protection
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SharePoint functionalitiesTo dispose documents
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• 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
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• 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
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• There is a set of predefined actions for the retention policies
Retention policies actions Preserve
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• The user can view the compliance details for each document
Compliance detail Preserve
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Security and compliance center (Office 365) Preserve
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• source: https://support.office.com/en-us/article/Overview-of-preservation-policies-9c3b1d52-40ce-4ba3-a520-9ae0be15538a
Preservation (Retention) Policy Preserve
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• 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
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Questions?
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Thank you !