aOS DublinMarch 15th 2017

All about document management in Office 365

Sébastien PAULET@SP_twit

aOS Dublin March 15th 2017

Speaker presentation

France

Enterprise Solutions

Architect

SPT Conseil

Speaker on

#DMS, #Archiving,

#SharePoint,

#Scrum, #Lean,

#Ergonomy

@SP_twit

Bloghttps://sppublish.wordpress.com

aOS DublinMarch 15th 2017

Where documents go in Office 365?

aOS Dublin March 15th 2017

History…

Paper

Files

DMS

Collaborative

Social

1970 1980 1990 2000 2010

aOS Dublin March 15th 2017

Where documents go?

Web Site

Extranets

Intranet

DMS

Collaborative

Records Management

…

No tools O365Mini. TCO

O365

Personaldocuments

Records / Archives

InternalPublic

ExternalRestricted

ExternalPublic

Internal Restricted / confidential formal

Internal Restricted / confidential Informal

aOS DublinMarch 15th 2017

About DMS

aOS Dublin March 15th 2017

Projets/typical business needs for a Document Management System• Paper flow digitalization (mail, invoices, etc.)

• Reglementary files

• Technical documentation

• Projects

• Process/procedures related documents, forms

…All mature processes

aOS Dublin March 15th 2017

Features

Highlight Classification Permissions Check In/Out

Email alerts Bookmarks History Lifecycle

Rendition Composites Search Workflows

Storage

Archiving

Restore

aOS DublinMarch 15th 2017

SharePoint as a DMS

aOS Dublin March 15th 2017

SharePoint as a DMS

Highlight Classification Permissions Check In/Out

Email alerts Bookmarks History Lifecycle

Rendition Composites Search Workflows

Storage

Archiving

Restore

aOS Dublin March 15th 2017

And also

• Sharing data (news, calendar, tasks, Wiki, …)

• 100% Office integrated

• Integrated publishing (portal, branding)

• Multimedia assets

• Totally integrated search engine

• Integrated ESN

• Integrated BI

aOS Dublin March 15th 2017

Attention point

Document = File + Properties (+ versions)

No attached files or renditions

aOS Dublin March 15th 2017

File rules

• Forbidden characters # % ?

• Unauthorized file formats

• URL length (260 characters max)

• No empty documents (0 byte)

• Maximum file size (10 Gb)

aOS DublinMarch 15th 2017

Archiving

aOS Dublin March 15th 2017

Features

• Retention period

• In place document freeze (Records InPlace)

• Records mass storage (Records Center) ISO 15489 compliant

• Case management with integrated eDiscovery (SharePoint, Exchange, Lync, FileSystems)

aOS Dublin March 15th 2017

Limitations

• Compliant with anglo-saxon norms, not « europeans » (Moreq, eiDAS)

• Document location (country)

aOS DublinMarch 15th 2017

Workflows

aOS Dublin March 15th 2017

Workflows

• Standards Workflows

• Custom process : SharePoint Designer

• Tiny individual process : Flow

• Custom form : Infopath

• Mobile app : Power Apps

• Custom actions : Visual Studio

aOS Dublin March 15th 2017

Attention points

• No loops

• Document attached Workflow

• No delegation mecanism

aOS DublinMarch 15th 2017

Permissions

aOS Dublin March 15th 2017

Information organization

aOS Dublin March 15th 2017

Compared with classical DMS

• No content type related permissions

• No metadata based permissions

• No permissions on document metadata

aOS DublinMarch 15th 2017

Storage

aOS Dublin March 15th 2017

Limitations

• Up to 5 000 documents in the same view

• Up to 5(0) 000 security scopes per document library

• Up to 30 000 000 documents per library

• Max 2000 subsites / site collection

• Storage location (for legal purpose)

• Files max size

• For site collections online … pooled storage (25Tb+)

aOS DublinMarch 15th 2017

Conclusion

aOS Dublin March 15th 2017

Keep in mind

• DMS YES and even more!

• Keep permission rules simple and stupid (impact on information architecture)

• If necessary, replace workflow engine, or wait for Flow evolutions

• Beware of special charaters in file names…

• Volumetry boundaries which impact information architecture

aOS Dublin March 15th 2017

Limits by version

aOS Dublin March 15th 2017

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