Course Details

Training on Modern Record Management through SharePoint and Office 365

INTRODUCTION 

In today's digital age, effective records management is critical to organizational success. SharePoint and Office 365 offer powerful tools to streamline the management, storage, retrieval, and security of records in a modern work environment. This Training on Modern Record Management through SharePoint and Office 365 is designed to equip participants with the skills to utilize these platforms for efficient document and records management, ensuring compliance with regulatory requirements, improving productivity, and enhancing data security.

Participants will learn how to use SharePoint and Office 365 to create, manage, and maintain records in a structured and efficient manner. This course is ideal for records managers, IT professionals, document controllers, and anyone responsible for managing digital records in an organization. Through a combination of practical exercises, demonstrations, and case studies, participants will gain hands-on experience in leveraging the advanced features of SharePoint and Office 365 for modern records management.

DURATION

5 days

COURSE OBJECTIVES

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

1. Understand modern records management principles: Gain a comprehensive understanding of the principles and best practices of records management in a digital environment.
2. Utilize SharePoint for records management: Learn how to create and manage records in SharePoint, including setting up libraries, metadata, retention policies, and access controls.
3. Leverage Office 365 tools for document management: Understand how to integrate Office 365 applications (such as OneDrive, Teams, and Outlook) with SharePoint for efficient records management and collaboration.
4. Set up retention policies and compliance features: Learn how to apply retention and disposal policies, ensuring compliance with organizational and regulatory requirements.
5. Improve document security and governance: Enhance document security through permissions management, audit trails, and version control.
6. Automate records management processes: Discover how to use automation tools, such as Power Automate, to streamline records management tasks and workflows.
7. Search and retrieve records efficiently: Learn advanced search techniques for locating records quickly and ensuring easy retrieval in SharePoint and Office 365.
8. Ensure compliance with legal and regulatory standards: Understand how to configure SharePoint and Office 365 to meet legal and regulatory compliance standards for record-keeping.

COURSE CONTENT

Module 1: Introduction to Modern Records Management

• Understanding Modern Records Management: Key concepts, definitions, and the importance of digital record-keeping in today’s organizations.
• Challenges in Traditional vs. Digital Records Management: Identifying the limitations of paper-based systems and the advantages of digital systems.
• Overview of SharePoint and Office 365 for Records Management: Introduction to the platforms and their role in modern records management.

Module 2: SharePoint Architecture and Document Management

• SharePoint Basics: Overview of SharePoint architecture, including sites, document libraries, lists, and metadata.
• Setting Up Document Libraries: Learn how to configure libraries for records management, including metadata, versioning, and content types.
• Document and Folder Structure: Best practices for organizing documents in SharePoint for easy access and retrieval.

Module 3: SharePoint Content Types, Metadata, and Taxonomy

• Content Types and Metadata: Setting up and managing content types to classify and organize records efficiently.
• Creating a Taxonomy for Records Management: Structuring information using metadata, categories, and tagging to improve searchability.
• Implementing Managed Metadata Services: Learn how to set up a consistent taxonomy using SharePoint’s Managed Metadata Service.

Module 4: Retention Policies and Compliance Management

• Setting Up Retention Labels and Policies: Configuring SharePoint to apply retention and deletion policies to ensure compliance with legal and regulatory standards.
• Records Disposal and Archiving: Learn how to manage record retention, expiration, and archival processes using SharePoint.
• Audit Trails and Compliance Reporting: Understand how to generate reports and track document access and changes for compliance purposes.

Module 5: Integrating Office 365 Applications with SharePoint

• Using OneDrive for Business: Storing and managing personal records, integrating OneDrive with SharePoint.
• Collaborating in Microsoft Teams: Best practices for managing shared documents and records through Teams and linking it to SharePoint.
• Outlook and SharePoint Integration: Learn how to save emails and attachments directly to SharePoint for record-keeping.

Module 6: Automating Records Management with Power Automate

• Introduction to Power Automate: Overview of automation tools within Office 365 for streamlining records management processes.
• Creating Automated Workflows: Automating routine tasks such as document approval, retention policy application, and notifications using Power Automate.
• Integrating Workflows with SharePoint: Learn how to link SharePoint libraries and lists with automated workflows to improve efficiency.

Module 7: Document Security and Permissions Management

• Understanding SharePoint Permissions: Learn how to configure user and group permissions to ensure data security and restricted access.
• Setting Up Permissions for Libraries and Folders: Best practices for managing access control in SharePoint libraries.
• Audit Logs and Document Version Control: Track document changes and manage multiple versions to ensure the integrity of records.

Module 8: Advanced Search and Retrieval Techniques

• Using SharePoint Search: Master advanced search features to quickly locate records using metadata, filters, and custom views.
• Creating Custom Views for Easy Retrieval: Learn how to configure custom views in SharePoint to filter and display records based on specific criteria.
• Using Office 365 Search Tools: Explore search options across Office 365 applications to enhance record retrieval across platforms.

Module 9: Governance, Risk, and Compliance in Records Management

• Governance Strategies for Records Management: Establish policies and procedures for records management in SharePoint and Office 365.
• Ensuring Legal Compliance: Learn how to configure SharePoint and Office 365 to meet compliance standards, including GDPR and FOIA requirements.
• Risk Management: Understand how to mitigate risks related to data loss, unauthorized access, and non-compliance in records management.

CERTIFICATION

• Upon successful completion of this training, participants will be issued with Macskills Training and Development Institute Certificate

TRAINING VENUE

• Training will be held at Macskills Training Centre. We also tailor make the training upon request at different locations across the world.

AIRPORT PICK UP AND ACCOMMODATION

• Airport pick up and accommodation is arranged upon request

TERMS OF PAYMENT

• Payment should be made to Macskills Development Institute bank account before the start of the training and receipts sent to info@macskillsdevelopment.com