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Recordkeeping Infrastructures and Microsoft 365

A digital transformation is underway in your organisation.

“Digital Transformation” by Cerillion is licensed under CC BY 2.0

  • An organisational rollout of Microsoft 365 tools and applications.
  • Provision of a user centric environment where staff can work collaboratively, and access and share information easily where ever located, using a standard toolset.
  • Replacing a rigid technology platform with a flexible and agile cloud environment.
  • Decommissioning the electronic document and records management system (EDRMS) because it is not particularly user friendly and/or built on outdated technology.

The above points will be familiar to many as organisations transition to environments that support dynamic collaborations, co-authoring and flexible remote working with complete access to the information needed.

BUT the EDRMS is being decommissioned…

  • what about your recordkeeping requirements?
  • you have obligations to recordkeeping legislation as well as to privacy legislation amongst others?
  • How will compliance be assured?

Challenges

You are the Information/Records Manager, what must you bring to the transformation project for consideration and what are your challenges:

  • The importance of maintaining the current high level of records management compliance provided by the EDRMS.
  • Management of the migration of records from the EDRMS to ensure that the recordkeeping metadata associated with the records is not lost to maintain the integrity and auditability of the record.
  • The migration of shared drive files and folder structures. Is this just moving an uncontrolled environment to another potentially uncontrolled environment?  How could / should this be done?
  • Information management governance of the collaborative environments to ensure there is a strong understanding of how Microsoft 365 applications will be used and for what types of information.
  • Where will high value / high risk records be captured, so that these records are identified and not captured in sites that are designed for routine or ephemeral information.
  • Management of and access to audit histories in the new environment.
  • Are additional tools required to achieve records management compliance or will M365 meet our requirements out of the box?

About the Author

Adelle Ford is an information and records management professional having worked in this sector since 1979, having been employed in various capacities by both public and private sector organisations. Adelle has extensive experience in strategic planning, development of records and information management frameworks, policy and procedures, business classification schemes and retention authorities for large scale organisations operating in legislatively complex business environments. Adelle has experience in and a sound knowledge of a range of information management systems, the specification of requirements, selection of enterprise content and records management systems to meet business needs, implementation of a broad range of software products and associated change management.