About the Course

This course provides an in-depth exploration of digital records management, focusing on the integration and optimization of SharePoint and Office 365 within your organization. From structuring your digital files and automating records retention to ensuring compliance with legal and industry standards, this course takes a holistic approach to managing digital documents. You will learn how to create a centralized records management system that is intuitive, scalable, and secure, while leveraging the full capabilities of SharePoint and Office 365 to streamline operations.

By the end of this course, you’ll not only understand how to implement these tools effectively but also how to build a governance framework that ensures ongoing success in your digital records management strategy.

Target Participants

This course is designed for professionals responsible for the management, compliance, and security of organizational records. Ideal for:

• IT Managers and Systems Administrators
• Records Management Officers
• Compliance and Legal Teams
• Document Controllers and Information Managers
• SharePoint Administrators and Power Users
• Office 365 Administrators
• Project Managers overseeing digital transformation
• Business Analysts specializing in information management

What You Will Learn

By the end of this course the participants will be able to:

• Implement a scalable records management system using SharePoint and Office 365
• Classify, tag, and organize records for easy retrieval and compliance
• Automate the lifecycle of records from creation to disposal
• Configure records retention policies and ensure legal compliance
• Utilize SharePoint’s document management capabilities for version control and collaboration
• Securely manage access to sensitive information
• Integrate SharePoint with Office 365 tools like OneDrive and Teams for seamless collaboration
• Design and implement workflows for document approval and records management
• Monitor and audit your digital records management system for continuous improvement
• Develop a governance plan to sustain effective records management practices

Course Duration

One week

Course Outline

Introduction to Digital Records Management

• Understanding the Importance of Digital Records Management
• Key Concepts and Definitions
• Records Lifecycle: Creation to Disposal
• Legal and Compliance Considerations for Digital Records

SharePoint as a Records Management Tool

• Overview of SharePoint Architecture and Features
• Structuring Document Libraries for Records Management
• Using Metadata and Content Types for Organization
• Document Collaboration and Version Control in SharePoint

Office 365 Integration

• Connecting SharePoint with Office 365 Tools (OneDrive, Teams, Outlook)
• Automating Records Workflows Across Office 365
• Synchronizing and Accessing Documents on Multiple Devices
• Ensuring Seamless User Adoption Across Platforms

Classification and Metadata Management

• Implementing Taxonomies and Metadata in SharePoint
• Organizing Records for Efficient Search and Retrieval
• Using Metadata for Automated Workflows
• Case Study: Building an Effective Metadata System

Implementing Records Retention Policies

• Understanding Retention Policies in SharePoint and Office 365
• Creating Custom Retention Policies for Different Record Types
• Automating Retention and Disposition Workflows
• Monitoring and Auditing Retention Policies for Compliance

Security and Compliance in Records Management

• Managing Permissions and Access Control in SharePoint
• Ensuring Compliance with GDPR and Other Regulations
• Securing Confidential and Sensitive Records
• Implementing Data Loss Prevention (DLP) and Auditing

Automating Records Management Workflows

• Introduction to Power Automate for Office 365
• Creating Automated Document Approval Workflows
• Setting Up Alerts and Notifications for Key Records
• Streamlining Document Routing and Task Assignments

Auditing and Monitoring Your Records Management System

• Configuring Audit Logs in SharePoint and Office 365
• Tracking Document Activity and User Access
• Identifying Gaps and Bottlenecks in Your System
• Reporting and Analyzing Key Metrics for Continuous Improvement

Governance and Sustainability

• Developing a Governance Framework for Records Management
• Maintaining Consistency with Policies and Procedures
• Ensuring User Compliance with Governance Guidelines
• Future-Proofing Your Digital Records Management Strategy

Training Approach

This course is delivered by our seasoned trainers who have vast experience as expert professionals in their respective fields of practice. The course is taught through a mix of practical activities, presentations, group works and case studies.

Training notes and additional reference materials are provided to the participants.

Certification

Upon successful completion of this course, participants will be issued a certificate.

Tailor-Made Course

We can also do this as a tailor-made course to meet organization-wide needs.