aOS Bangalore-all about documents o365 06/04/2017
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Which application from O365 offer to use for which usage around document? What are the real SharePoint capabilities as a DMS? Slidedeck used for aOS Bangalore event 06/04/2017
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aOS Bangalore-all about documents o365 06/04/2017
- 2. Speaker introduction France Enterprise Solutions Architect SPT Conseil Speaker on #DMS, #Archiving, #SharePoint, #Scrum, #Lean, #Ergonomy @SP_twit Blog https://sppublish.wordpress.com
- 3. Where documents go in Office 365?
- 6. Where documents go? Web Site Extranets Intranet DMS Collaborative Records Management … No tools O365 Mini. TCO Personal documents Records / Archives Internal Public External Restricted External Public Internal Restricted / confidential formal Internal Restricted / confidential Informal
- 7. Office Groups Your groups Current group tabs
- 8. OneDrive
- 9. Where documents go? Web Site Extranets Intranet DMS Collaborative Records Management … No tools O365 Mini. TCO Personal documents Records / Archives Internal Public External Restricted External Public Internal Restricted / confidential formal Internal Restricted / confidential Informal
- 10. Modern team site
- 11. Where documents go? Web Site Extranets Intranet DMS Collaborative Records Management … No tools O365 Mini. TCO Personal documents Records / Archives Internal Public External Restricted External Public Internal Restricted / confidential formal Internal Restricted / confidential Informal
- 12. 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
- 13. Attention point with SharePoint Document = File + Properties (+ versions) No attached files or renditions
- 14. SharePoint as a DMS Highlight Classification Permissions Check In/Out Email alerts Bookmarks History Lifecycle Rendition Composites Search Workflows Storage Archiving Restore
- 15. File rules • Forbidden characters # % ? • Unauthorized file formats • URL length (260 characters max) • No empty documents (0 byte) • Maximum file size (10 Gb)
- 16. 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) • For site collections online … pooled storage (25Tb+)
- 18. Localization and norms • Storage in India (?) • International attestions and norms : • Think about O365 Protection Center
- 19. SharePoint as a DMS Highlight Classification Permissions Check In/Out Email alerts Bookmarks History Lifecycle Rendition Composites Search Workflows Storage Archiving Restore
- 20. Classical SharePoint Information organization
- 21. Classical SharePoint security Users are grouped in SharePoint Groups. Security is by default set at site collection level. SharePoint Groups can also use LDAP groups.
- 22. Classical SharePoint security Permissions level are granted to SharePoint Groups : - Read - Contribute - Full Control By default, all SharePoint artefact inherits security permissions from his parent (Sub-site inherits from collection, etc.). Administrators can break inheritance at any level : - Sub site - Document Library / List - Folder / Document Set - Document / List Item Keep security plan as simple as possible. Avoid security by folder or document. Why ? - Administrator workload - Unmanageable -> security leak - Performance issues if more than 50 000 security scopes by list
- 23. Compared with classical DMS • No content type related permissions • No metadata based permissions • No permissions on document metadata
- 24. SharePoint as a DMS Highlight Classification Permissions Check In/Out Email alerts Bookmarks History Lifecycle Rendition Composites Search Workflows Storage Archiving Restore
- 25. 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)
- 26. Limitations • Compliant with anglo-saxon norms, not « europeans » (Moreq, eiDAS) • Document location (country)
- 27. SharePoint as a DMS Highlight Classification Permissions Check In/Out Email alerts Bookmarks History Lifecycle Rendition Composites Search Workflows Storage Archiving Restore
- 28. Workflows • Standards Workflows • Custom process : SharePoint Designer • Tiny individual process : Flow • Custom form : Infopath • Mobile app : Power Apps • Custom actions : Visual Studio
- 29. Attention points • No loops • Document attached Workflow • No delegation mecanism
- 30. SharePoint as a DMS Highlight Classification Permissions Check In/Out Email alerts Bookmarks History Lifecycle Rendition Composites Search Workflows Storage Archiving Restore
- 31. 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
- 32. 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
- 33. 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
- 34. Teams
- 35. 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
- 36. Thanks to our sponsor!