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All about documents in o365 - aOS Brussels 2016/12/05
The document discusses the features and functionalities of document management systems (DMS) within Office 365, focusing particularly on SharePoint as a DMS tool. It highlights typical business needs for digitalization and provides insights into archiving, workflows, and permission management. Key points include limitations, recommendations for information architecture, and the importance of simple permission rules.
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All about documents in o365 - aOS Brussels 2016/12/05
- 1. aOS Brussels December 5th2016 All about your documents in Office 365 Sébastien Paulet @SP_twit
- 2. aOS Brussels December5th 2016 Speaker presentation France Enterprise Solutions Architect SPT Conseil Speaker on #DMS, #Archiving, #SharePoint, #Scrum, #Lean, #Ergonomy @SP_twit Blog https://sppublish.wordpress.com
- 3. aOS Brussels December 5th2016 Where documents go in Office 365?
- 4. aOS Brussels December5th 2016 History… Paper Files DMS Collaborative Social 1970 1980 1990 2000 2010
- 5. aOS Brussels December5th 2016 Where documents go? Web Site Extranets Intranet DMS Collaborative Records Management … No tools O365 Mini. TCO O365 Personal documents Records / Archives Internal Public External Restricted External Public Internal Restricted / confidential formal Internal Restricted / confidential Informal
- 6. aOS Brussels December 5th2016 About DMS
- 7. aOS Brussels December5th 2016 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
- 8. aOS Brussels December5th 2016 Features Valorisation Classification Permissions Check In/Out Email alerts Bookmarks History Lifecycle Rendition Composites Search Workflows Storage Archiving Restore
- 9. aOS Brussels December5th 2016 SharePoint as a DMS
- 10. aOS Brussels December5th 2016 SharePoint DMS features Valorisation Classification Permissions Check In/Out Email alerts Bookmarks History Lifecycle Rendition Composites Search Workflows Storage Archiving Restore
- 11. aOS Brussels December5th 2016 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
- 12. aOS Brussels December5th 2016 Attention point Document = File + Properties (+ versions) No attached files or renditions
- 13. aOS Brussels December5th 2016 File rules • Forbidden characters # % ? • Name and URL limited • Unauthorized file formats • Maximum file size (10 Gb) • No empty documents (0 byte)
- 14. aOS Brussels December5th 2016 Archiving
- 15. aOS Brussels December5th 2016 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)
- 16. aOS Brussels December5th 2016 Limitations • Compliant with anglo-saxon norms, not « europeans » (Moreq, eiDAS) • Document location (country)
- 17. aOS Brussels December5th 2016 Workflows
- 18. aOS Brussels December5th 2016 Workflows • Standards Workflows • Custom process : SharePoint Designer • Tiny individual process : Flow • Custom form : Infopath • Mobile app : Power Apps • Custom actions : Visual Studio
- 19. aOS Brussels December5th 2016 Attention point • No loops • Document attached Workflow • No delegation mecanism
- 20. aOS Brussels December5th 2016 Permission access
- 21. aOS Brussels December5th 2016 Information organization Collection de sites Ferme SharePoint 2013 Site racine Sous-sites Bibliothèque Dossiers / sous dossiers Documents (Word, Excel, PDF )
- 22. aOS Brussels December5th 2016 Compared with classical DMS • No content type related permissions • No metadata based permissions • No permissions on document metadata
- 23. aOS Brussels December5th 2016 Storage
- 24. aOS Brussels December5th 2016 Limitations • Site collection quotas • Files max size • Up to 30 000 000 documents per library • Up to 5 000 documents in the same view • Up to 5(0) 000 security scopes per document library
- 25. aOS Brussels December 5th2016 Conclusion
- 26. aOS Brussels December5th 2016 Keep in mind • DMS YES and even more! • Keep permission rules simple and stupid (inpact on information architecture) • If necessary, replace workflow engine • Beware of special charaters in file names… • Volumetry boundaries which impact information architecture
- 27. aOS Brussels December5th 2016 Limites par version
- 28. aOS Brussels December 5th2016 Thanks to our sponsors! Gold