The aOS 2017 Canadian tour will take place in February and visit Quebec, Montreal, Ottawa, and Toronto from February 6-10. The tour will feature a presentation on using SharePoint for document management. The presentation will provide an overview of document management, review SharePoint tools for document management, and have a question and answer session.

1. aOS 2017Canadian Tour
Fueled by
Quebec
Montreal
Ottawa
Toronto
February 6
February 7
February 8
February 10

2. Document
management with
SharePoint, really?
Serge Tremblay
Conseiller stratégique collaboration

4. • Overview of Document Management
• SharePoint tools for Document Management
• Questions
Agenda

5. Overview of document
Management
VS

6. • A document management system (DMS) is a system (based on
computer programs in the case of the management of digital
documents) used to track, manage and store documents and reduce
paper. Most are capable of keeping a record of the various versions
created and modified by different users (history tracking).
• It is often viewed as a component of enterprise content management
(ECM)
• The five ECM components and technologies were first defined by
AIIM as capture, manage, store, preserve, and deliver
Document Management System

7. Document Lifecycle
Create
Organize
ProtectPublish
Preserve

8. Document lifecycle
Create
Creation
Receiving
Imaging
Organize
Classification
Indexation
Metadata
Protect
Security
Compliance
Workflow
Publish
Publish
Process
Search
Preserve
Dispose
Archival
Deletion
Transformation

9. SharePoint TOOLS for
Document Management

10. SharePoint tools
For document creation/capture

11. • Can easily add existing documents to SharePoint
• Drag and drop in document library
• Upload one or multiple documents
• Create document from a template (Content Types)
• Use commercial tools to migrate existing documents and add
metadata
• Commercial tools for document imaging
Creation/capture

12. • Makes it easier to use corporate templates
• Makes it easier to apply retention rules to types of documents
Content types

13. • A content type is a reusable collection of metadata (columns),
workflow, behavior, and other settings for a category of items or
documents in a Microsoft SharePoint list or document library.
• Content types enable you to manage the settings for a category of
information in a centralized, reusable way.
• Makes it easier to find the content
• https://msdn.microsoft.com/en-
us/library/office/ms472236(v=office.14).aspx
Content types

14. • Version control
• Approval Workflow
• Recycle bin
• Check out / Check in
• Co-authoring documents
SharePoint functionalities for document
creation and collaboration

15. SharePoint fonctionalities
to organize documents

16. • Web applications
• Site collection/sites/sub-sites
• Document libraries
• Content organizer
• Workflows
• Column/managed metadata
• Default values
• Content types
• Document sets
• Unique identifier
Functionalities to organize documents Organize

17. • You can set managed metadata navigation for your document
libraries
Organize Organize

18. Search refinement Organize

19. Can create custom workflows with SharePoint Designer or commercial
applications
Out of the box Workflows Organize

20. • Provides a central location to upload or send documents
• The Content Organizer can automatically do the following tasks:
• Route documents to different libraries or folders
• Upload all documents to a Drop Off Library
• Manage folder size
• Manage duplicate submissions
• Maintain audit logs
• https://support.office.com/en-gb/article/Configure-the-Content-
Organizer-to-route-documents-b0875658-69bc-4f48-addb-
e3c5f01f2d9a
Content organizer Organize

21. SharePoint fonctionnalities
To protect documents

22. • Granular permission management
• Audit
• Data lost prevention(DLP) (SP2016 and Office 365)
• Rights management service(RMS)
• Record Center or InPlace Hold
• Digital signature
Protection Protection

23. • Can log activities information about the following actions:
Audit Protection

24. • Data loss prevention (DLP) in SharePoint Online provides you with a way to
identify that data, so you can work with document owners to reduce any
risk to your organization
• Identify sensitive information across many locations, such as Exchange
Online, SharePoint Online, and OneDrive for Business.
• Prevent the accidental sharing of sensitive information.
• Monitor and protect sensitive information in the desktop versions of Excel
2016, PowerPoint 2016, and Word 2016.
• Help users learn how to stay compliant without interrupting their
workflow.
• View DLP reports showing content that matches your organization’s DLP
policies.
• https://support.office.com/en-us/article/Overview-of-data-loss-
prevention-policies-1966b2a7-d1e2-4d92-ab61-42efbb137f5e
Data loss prevention

25. IRM (RMS) Protection

26. SharePoint functionalities
To dispose documents

27. • Information management policies
• Record centers
• Automatic declaration as a record
• Can prevent modification or deletion
• Declare as a record manually (In Place)
• Declare as a record with workflow
• Declare as a record with information management policy
• Ediscovery
• Deletion policy
• Preservation(retention) policy
• Commercial tools
Disposal / Archival Preserve

28. • Using the « information management policies » you can associate a
retention (Retention policy) to a content type.
• Each content type could have it’s own retention schedule
Retention policy Preserve

29. • There is a set of predefined actions for the retention policies
Retention policies actions Preserve

30. • The user can view the compliance details for each document
Compliance detail Preserve

31. Security and compliance center (Office 365) Preserve

32. • source: https://support.office.com/en-us/article/Overview-of-preservation-policies-9c3b1d52-40ce-4ba3-a520-9ae0be15538a
Preservation (Retention) Policy Preserve

33. • Overview of SharePoint document management
• https://technet.microsoft.com/en-us/library/cc261933.aspx
• Content types
• https://msdn.microsoft.com/en-us/library/office/ms472236(v=office.14).aspx
• Declare item as a record
• https://support.office.com/en-us/article/Declare-any-list-or-library-item-as-a-record-5d09480c-4b6b-4d3d-
b46c-8b90a0f56f59?ui=en-US&rs=en-US&ad=US
• Configure Audit settings
• https://support.office.com/en-us/article/Configure-audit-settings-for-a-site-collection-f5a346d0-ee0f-4412-
a5e6-d9b5abaa1012?ui=en-US&rs=en-US&ad=US
• Overview of data loss prevention policies
• https://technet.microsoft.com/en-us/library/ms.o365.cc.dlplandingpage.aspx
• Apply Information Rights Management to a list or library
• https://support.office.com/en-us/article/Apply-Information-Rights-Management-to-a-list-or-library-
3bdb5c4e-94fc-4741-b02f-4e7cc3c54aa1?ui=en-US&rs=en-US&ad=US
• Overview of preservation policies
• https://support.office.com/en-us/article/Overview-of-preservation-policies-9c3b1d52-40ce-4ba3-a520-
9ae0be15538a?ui=en-US&rs=en-US&ad=US
Links

34. Questions?

35. Thank you !