2018-10-23 7 A - All about documents in Office 365 - Sébastien Paulet

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12 Microsoft MVPs, 14 International Speakers, 18 Sessions
Brought to you by:
aOS Kuala Lumpur 2018
An Independent Community Event to Learn About Azure, Office 365 & SharePoint

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Lean, Scrum and Low code
approach of SharePoint and
O365 projects
By Sebastien Paulet
@SP_twit

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Speaker introduction
France
Enterprise Solutions
Architect
SPT Conseil
Speaker on
#DMS, #Archiving,
#SharePoint,
#Scrum, #Lean,
#Ergonomy
@SP_twit
Blog
https://sppublish.wordpress.com

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Where documents go in Office
365?

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Microsoft
Oferta
Classical SP
Modern SP
Planner
Yammer
Groups
OneDriveDocs.com
Teams

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History…
Paper
Files
DMS
Collaborative
Social
1970 1980 1990 2000 2010
@SP_twit #aOSKL
2020
???

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SharePoint as O365’s Content management
Service
SHAREPOINT
Teams
OneDrive Groups
Planner Yammer

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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

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Teams

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OneDrive

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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

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Modern Communication site

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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

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SharePoint as a DMS

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Projets/typical business needs for a
Document Management System
• Paper flow digitalization (mail, invoices, etc.)
• Compliance files
• Technical documentation
• Projects
• Process/procedures related documents, forms
…All mature processes
@SP_twit #aOSKL

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SharePoint as a DMS
Highlight Classification Permissions Check In/Out
Email alerts Bookmarks History Lifecycle
Rendition Composites Search Workflows
Storage
Archiving
Restore

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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
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Attention point
Document = File + Properties (+ versions)
No attached files or renditions
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File rules
• Forbidden characters # % ?
• Unauthorized file formats
• URL length (260 characters max)
• No empty documents (0 byte)
• Maximum file size (10 Gb)
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Archiving

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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)
@SP_twit #aOSKL

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Limitations
• Compliant with anglo-saxon norms, not « europeans » (Moreq, eiDAS)
• Document location (country)
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Workflows

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Workflows
• Standards Workflows
• Custom process : SharePoint Designer
• Tiny individual process : Flow
• BPM : See external vendors
• Custom form : Infopath
• Mobile app : Power Apps
• For document metadata : see external vendors
• Custom actions : Visual Studio
@SP_twit #aOSKL

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Attention points
• No loops
• Document attached Workflow
• No delegation mecanism
• Uncertain roadmap on SharePoint workflow engine (Flow sounds like
the future)
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Permissions

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Information organization
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Compared with classical DMS
• No content type related permissions
• No metadata based permissions
• No permissions on document metadata
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Storage

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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+)
@SP_twit #aOSKL

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Location and storage
• Multi-geo capability
(min 5K seats,
2$/user/month)
• New datacenters
• Per file encryption for
storage (AES 256bits)

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Norms
• Storage in XXX
• International
attestions and norms :
• Check Security and
Compliance center
and Compliance
Manager
@SP_twit #aOSKL

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SharePoint as DMS in a
nutshell

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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
@SP_twit #aOSKL

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Limits by version
@SP_twit #aOSKL

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Where document 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

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Security and compliance

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EXERNAL SHARING
SET BY SITE COLLECTION IN TENANT ADMIN
NO EXTRA LICENCE
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TRANSVERSAL CLASSIFICATION – LABELS
DEFINE TRANSVERSAL CONTENT « TYPOLOGIES » INSIDE THE WHOLE TENANT.
ONLY 1 BY CONTENT (CONTENT CAN BE DOCUMENT OR EMAIL)
LABEL CREATION/ADMIN :
SECURITY AND CONFORMITY | CLASSIFICATIONS |
LABELS / PUBLISH LABELS
CAN BE APPLIED MANUALLY BY END USERS OR FROM API.
CAN HAVE DEFAULT VALUE BY:
- DOCUMENT LIBRARY (SHAREPOINT)
- FOLDERS (EXCHANGE)
CAN ALSO BE AUTOMATICALLY APPLIED BY PATTERN (REGEX) DETECTION
UNIFIED LABELS ANNOUNCED AT MSIGNITE@SP_twit #aOSKL

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DATA LOSS PREVENTION POLICIES
LINKED TO LABEL OR PATTERN DETECTION IN CONTENT
APPLY BEHAVIOR (MESSAGE D’ALERTES, BLOCAGE DU MAIL) SELON :
- LABELS
- KEY WORDS
- SENSITIVE INFORMATIONS (BANK ACCOUNTS, PASSPORTS, ETC.)
SUPPORTED BY :
- EXCHANGE ONLINE
- SHAREPOINT ONLINE
- ONEDRIVE FOR BUSINESS
@SP_twit #aOSKL

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IRM – INFORMATION RIGHT MANAGEMENT
USE IRM ON O365 (FROM E3 LICENCE)
PERMISSIONS ARE INCLUDED « INSIDE » DOCUMENTS.
PUBLIC/PRIVATE KEY SYSTEM AND DOCUMENT
ENCRYPTION ON THE FLY (PUBLIC KEYS RSA 2048 BITS,
AND SHA-256 FOR SIGNATURES)
READ HTTPS://DOCS.MICROSOFT.COM/EN-US/INFORMATION-PROTECTION/UNDERSTAND-EXPLORE/HOW-DOES-IT-WORK
@SP_twit #aOSKL

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