aos bangalore-all about documents o365 06/04/2017
TRANSCRIPT
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All about document management in Office 365Sébastien PauletSPT Conseil
6th April 2017 @SP_twit
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Speaker introduction
France
Enterprise Solutions
Architect
SPT Conseil
Speaker on
#DMS, #Archiving,
#SharePoint,
#Scrum, #Lean,
#Ergonomy
@SP_twit
Bloghttps://sppublish.wordpress.com
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Where documents go in Office 365?
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History…
Paper
Files
DMS
Collaborative
Social
1970 1980 1990 2000 2010
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Microsoft Offer
Classical SP
Modern SP
PlannerYammer
Groups
OneDriveDocs.com
Teams
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Where documents go?
Web Site
Extranets
Intranet
DMS
Collaborative
Records Management
…
No tools O365Mini. TCO
Personaldocuments
Records / Archives
InternalPublic
ExternalRestricted
ExternalPublic
Internal Restricted / confidential formal
Internal Restricted / confidential Informal
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Office Groups
Your groups
Current group tabs
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OneDrive
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Where documents go?
Web Site
Extranets
Intranet
DMS
Collaborative
Records Management
…
No tools O365Mini. TCO
Personaldocuments
Records / Archives
InternalPublic
ExternalRestricted
ExternalPublic
Internal Restricted / confidential formal
Internal Restricted / confidential Informal
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Modern team site
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Where documents go?
Web Site
Extranets
Intranet
DMS
Collaborative
Records Management
…
No tools O365Mini. TCO
Personaldocuments
Records / Archives
InternalPublic
ExternalRestricted
ExternalPublic
Internal Restricted / confidential formal
Internal Restricted / confidential Informal
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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
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Attention point with SharePoint
Document = File + Properties (+ versions)
No attached files or renditions
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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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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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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+)
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Limits by version
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Localization and norms
• Storage in India (?)
• International attestions and norms :
• Think about O365Protection Center
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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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Classical SharePoint Information organization
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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.
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Classical SharePoint securityPermissions 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
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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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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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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)
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Limitations
• Compliant with anglo-saxon norms, not « europeans » (Moreq, eiDAS)
• Document location (country)
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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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Workflows
• Standards Workflows
• Custom process : SharePoint Designer
• Tiny individual process : Flow
• Custom form : Infopath
• Mobile app : Power Apps
• Custom actions : Visual Studio
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Attention points
• No loops
• Document attached Workflow
• No delegation mecanism
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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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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
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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
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Teams
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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
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