Enterprise Content Management with SharePoint and Office 365

Enterprise Content Management with SharePoint and Office 365

Shaping and controlling content from creation to final disposition means many different things. Enterprise content management needs to adopt a holistic approach to managing the entire lifecycle of document creation, sharing, consumption, reuse, knowledge and records management, archiving and disposal.

Microsoft’s Content Services reflects a more focused suite of empowered capabilities than traditional ECM (Enterprise Content Management), and represent the next wave in ECM. Content services is people-centric, allowing for personal management (copy, move, hashtag) and organizational management (knowledge management, record retention, information lifecycle management). Policy and security protects content at all phases of its life. It’s a core tenet that content should supply business value throughout, instead of after-the-fact management of dormant assets.

What happens when all that content comes into SharePoint? A common, incorrect impression of SharePoint has been that it’s a great tool to manage team content, but you need an “old-fashioned ECM system for scalability” or “true records management.” Neither of those are true today, with SharePoint having incredible scalability of up to 30-trillion documents and up to 12.5 EB in a single SharePoint Online tenant. OneDrive and SharePoint also inherit Office 365’s capabilities to create record and retention policy tags that can be applied to any content (interactively or by matching a known set of content fingerprints).

Principles of content services—create, coordinate, protect and harvest

Content services is as much about document creation as consumption. In many cases, content has become less about static images and reports, and more about dynamic documents that are created and edited many times in their lifespans. This trend is something called content velocity, where the content picks up velocity as it is created, edited and reused, becoming more valuable, instead of becoming a dormant archive of little value, as was traditionally the case. This is viewed as an evergreen cycle of authoring, collaboration, control and reuse.

Create

Content velocity means documents need to be “born” managed. Newer SharePoint and OneDrive capabilities are designed to support this:

  • Creating a document using Office Lens to share to OneDrive for Business and SharePoint.
  • Using the Copy/Move functions to publish that document to a SharePoint team site and its group members.
  • Using SharePoint Content Types to assure that new documents are “born” with templates, rich metadata and retention policies.

OneDrive for Business is the best place to store and manage your documents, giving you the “My Documents” concept on any device. As you share and collaborate with others, content evolves and picks up velocity. When final, you can easily bring it to SharePoint for publishing and permanent storage.

Coordinate

Content in SharePoint is maintained in modern document libraries, making it easy to structure graphically rich, dynamic views of content and metadata. SharePoint’s managed metadata service provides a centralized way to tag and classify information. Tagging and customizing the view can all be accomplished from the library home screen, eliminating multiple clicks to open a property editing screen.

Documents in libraries can be easily shared to Office 365 Groups, and reused in other collaborative apps like Microsoft Teams. In addition, Microsoft Flow can be used to automate common actions, like collecting attachments from email or distributing documents for team review.

Protect

SharePoint already builds on a long tradition of capabilities supporting information lifecycle governance, records management and eDiscovery. Newer capabilities, developed as part of our ongoing engagement with the entire Office 365 suite, include:

  • Information Rights Management—Files can be encrypted using Azure Information Protection/Rights Management Service and can still be used at supported endpoints, including browsers, rich clients and mobile Office clients.
  • Office 365 document retention tags—This new capability offered across Exchange, Skype, OneDrive and SharePoint allows an administrator to centrally define a policy tag in the Security & Compliance Center to enforce document retention and deletion policies. Tags can be set through code, default settings or user actions, and can be auto-applied based on sensitive information types or keywords.
  • Data loss prevention (DLP)—The Security & Compliance Center provides a central point to define policies for 81 predefined information types, such as EU Financial data, and/or create other custom information types. When these types are detected, users can be advised about the policy, or even automatically blocked from sharing or distributing sensitive information based on the dynamic policy definition.
  • Auditing—When combined with unified auditing in hybrid deployments of SharePoint 2016, Office 365 can provide integrated logging of user and administrative actions on content for both on-premises and cloud-based SharePoint and OneDrive locations.

Harvest

Content shouldn’t be saved and stored and managed just to fill up storage space. Traditional ECM often concludes with document disposal or retention. We believe that modern content services are cyclical. Content exists to support a future business purpose, such as providing information on a related decision, explaining a historic context or seeding the next cycle of content creation.


Accelerate Your Digital Transformation: Harness Collective Knowledge

Accelerate Your Digital Transformation: Harness Collective Knowledge

Harness collective knowledge 

As the pace of work accelerates, it’s more important than ever to harness collective knowledge by making it easier to find information and expertise, right when it’s needed, and to encourage best practice sharing.

Find people, expertise and content faster with powerful, personalized search

There is now a more personalized search that leverages machine learning and artificial intelligence from Microsoft Graph to surface more relevant and valuable results, faster. When you click in the Search box on SharePoint home in Office 365, recommendations appear instantly. You’ll see recent files, making it easy to get back to your work, as well as relevant content, sites and news.

When you’re searching for knowledge, it may be found in content such as files, sites and news. And it might also be found through your colleagues. Now, your search results will include people whose skills, interests and projects—part their Office 365 profile—are relevant to your query.

Search results activate people cards, so you can learn at a glance about a person and the content they work on. One more click activates an extended view with richly detailed information from the user’s profile. These enhancements to search will roll out over the next few months.

Find what you need faster with instant, personalized results that include files, sites, news and people.

Communities built by integrating Yammer and SharePoint encourages people to share content, knowledge and best practices across the organization, by adding a conversational layer to your intranet.

Build a community with shared content and conversation using a SharePoint communication site and Yammer.

Secure your content and manage your service

Innovation in the cloud drives tremendous business value, and it delivers new capabilities to the IT professionals who work tirelessly to support, configure, administer and secure their organizations’ content and services. 

Empower administrators with the new SharePoint admin center

The new SharePoint admin center, which will begin rolling out in the fourth quarter of 2017 empowers your admins to do more. From the homepage, you’ll notice just how much better it is, with interactive usage reports, Message Center posts and a Service Health dashboard tuned to the needs of SharePoint administrators.

The new SharePoint admin center surfaces usage, health and administrative messages. 

You’ll easily find and work with the dozens of SharePoint settings allowing  you to configure sharing, access and the service. And we know you’ll love the dynamic new Site Management page, which lets you view, filter and edit the configuration of all of your SharePoint sites—including sites connected to Office 365 Groups.

Manage all of your sites in the new SharePoint admin center.

To learn more about Yammer integration with SharePoint, read “New in Yammer: Building a More Engaged and Connected Organization” and watch Updates to Yammer: Integrating conversations into your SharePoint experiences. To learn more about SharePoint security and manageability, read “Secure your information with SharePoint and OneDrive” and watch New admin controls for SharePoint and OneDrive for Business.

 


Document Management - The Modern SharePoint Document Library Experience

The Modern SharePoint Document Library Experience

Helping people share files and collaborate on content is paramount to any growing company. SharePoint’s modern document libraries offer a better experience for document management that’s faster, more intuitive and responsive. Here’s a look at what’s new:

The new, modern document library experience, showing two documents and a link pinned to the top.

User interface

Modern document libraries combine the power of SharePoint with the usability of OneDrive. These modern document libraries have an updated user interface that offers an experience similar to OneDrive, so it’s more intuitive to create a new folder and upload files in the browser. The ribbon has been replaced with a trim command bar, which provides intelligent commands relevant to the tasks at hand. If your organization has customized the ribbon with buttons that map to critical business functionality in your enterprise, those buttons will appear in the command bar as well. With this update, each new Office 365 group now gets a full modern document library, replacing the former “Files” page. Here are a few of the cool new features:

Important documents easily highlighted—Click Pin to top to add documents “above the fold” in any onscreen view.

Copy and move files from the command bar—Copying isn’t new, but the copy and move gestures are intelligent about displaying your information architecture and letting you create new folders on the fly.

Copy files from SharePoint command bar.

Import files from other libraries—You may not have to make as many copies any more. Document libraries are also intelligent about remembering other files you’ve been using in SharePoint. That’s why you can import other files from other libraries as links, without having to duplicate files between multiple sites. You still see thumbnails and metadata for native files. And SharePoint shows your list of most recent documents, so you don’t have to cut and paste a link.

Create a link in modern document libraries.

Personalization

Personalized views simplified—The new document libraries let you group files directly in the main page without clicking to a separate admin screen. You can also click and drag to change the size of your columns, as well as sort, filter and group from any column header. To make the view available to everybody else in the library, just click Save View.

Responsive and accessible design—Mobile browsers have the same features as the desktop, making SharePoint productive for every user—whether they interact via mouse, keyboard, touch or screen reader.

Metadata

Document metadata now available inline—You can now edit metadata directly from the main view in the information panel. No more clicking into multiple screens to apply an update! If you’re in a view that groups files by metadata, you can drag and drop files between groups to update the metadata. And if you miss something required, the document is no longer hidden behind enforced checkout—you just receive a reminder to enter the data when you can.

One-stop shopping for everything about your documents—Thanks to Office Online integration, you can navigate a complete document preview at the top of the information panel. The panel offers metadata, including the history of recent activity, updates to the file and who received a share to the file. You can also add more users or immediately stop all sharing. Finally, all other file properties are displayed, in case there’s anything else not already covered.

The document information panel.

Keeping it authentically SharePoint—While we enhanced the document libraries to make them as intuitive and productive as possible, we know that the power of SharePoint has always been in your ability to customize document libraries to work for your team. At the same time, there’s a rich tradition of using content types, check-in/check-out, versioning, records management and workflows in SharePoint. Modern document libraries inherit all of these.

Navigation

Modern libraries come to Office 365 Groups—To bring enhanced content management to group files, libraries belonging to an Office 365 group have a new header control at the top of the page. Unlike the old control, which included links to the group’s conversation, calendar and member management, the new control has a single link to the group’s conversation, from which users can navigate to calendar and member management.

Getting started with modern document libraries

As modern libraries rolls out Microsoft gives you full control of using classic or modern looks at the tenant, site collection and library level. Keepin’ it old school will run well into 2017 while your users adapt and adopt the new capabilities.