Hi all
I wouldn't be so quick to dismiss Office 365. Having struggled with an inflexible and rather old fashioned looking EDRM for a number of years in my previous job; my current team are using O365 2016 and are about to move to A5 licences. We have found the product has vastly improved and is a lot more flexible than some of the "traditional" EDRMs. The retention labels for instance are configurable and easy to use.
The compliance centre for data protection and information security is very powerful. The built PowerApps and flows (and PowerBI for reporting and visualisation) are great for driving business transformation. It is moving us (information managers) from just managing our data to now exploiting the data and getting our organisation to being much more data driven. The organisation can at last really see the benefit of information management.
In my opinion we are not going to get to the perfect system...for starters EDRM systems may make sense to us information managers but not necessarily to our customers...they don't see the data world in the same way that we do. It is a matter of being flexible with the systems we have.
Thanks
David
Dr David Reeve
Head of Information, Data and Analytics (and Jisc Data Protection Manager)
One Castlepark, Tower Hill, Bristol BS2 0JA
Mobile: 07776858434
Email: [log in to unmask]
jisc.ac.uk
-----Original Message-----
From: The Information and Records Management Society mailing list <[log in to unmask]> On Behalf Of Meic Pierce Owen
Sent: 18 November 2019 09:15
To: [log in to unmask]
Subject: Re: SharePoint v EDRM systems
Bore da Emma
Donald is spot on (as he tends to be 😊).
In an 'ideal world', SP (on premise or O365- which is in essence in terms of what it offers, largely SP online with knobs on), would have decent RM functionality. Indeed, if you can afford E5 rather than E3, a good deal of useful stuff becomes available in a useful manner, However, in the real world, and whatever version you pay for, it does not do lots useful RM stuff (most especially retention/disposition and access control) unless you make it do it- either by buying, configuring and control-data loading and managing a bolt-on application (RP, AI etc- all of which also bring in some great analytics tools that may or may not be of practicable use to your organisation) or in-house configuring and control-data loading and managing...
Turning to proprietary EDMS (be this corporate system or an in-line business system- on premise or in the Cloud), again, in an 'ideal world', these would do all we require them to do. However, whilst they are evolving in the post-GDPR world, they still tend to come with a number of the same issues/dynamics as SP in that simply buying the system does not, as management can sometimes believe, fix everything- there is still the configuration, control data loading and onward management to do.
Taking a longer view may offer some pointers- in that there are some interesting dynamics in place around linking developing search potentials with system top configuration of attributes to deliver retention for example. Under this, if it looks, sounds and moves like that which you have defined as the attributes of a duck, the system will identify relevant documents as such and apply to them the retention rules you have ascribed to a duck. I do not think it is too 'star trekkish' (by which I mean devising a tech solution to any problem) to talk about this probable future at this point (O365 already has some limited capabilities here in terms of document identifying and classifying from content and RP, for one, are actively developing retention by attribute), although we are not there yet (as far as I am aware) in terms of smooth and workable systems.
In the meantime, I think a positve way to approach this is to have a 2-fold focus
1/ yes, find, acquire, configure and manage platforms that give us reasonable IG at this point- in a landscape where, increasingly we are managing compliance by positive behaviours rather than by nailed-down configuration; and
2/ make sure we are creating content that is in formats that are portable and that this content is meta-data light. Taking this approach assists now in allowing content to be moved out of systems when required. Over time, it will help ensure that whatever systems/platforms we are using, we will be able to move our existing content into these- and to do this with relative ease...
For me, this means that we hold back from un-necessary spend at this point- although what we each define as 'necessary' will differ- based on our business area, our RM/IG compliance and business requirements, our current tech, and our budgets to buy- and our resource to onwardl manage.
So, in short, in an 'ideal world', there would be simple solutions... however, in the 'real world', the solutions are there- but they involve some conscious awareness and some considerable, and sometimes creative, thought.
Pob lwc!
Meic
-----Original Message-----
From: The Information and Records Management Society mailing list <[log in to unmask]> On Behalf Of Donald Henderson - CHX
Sent: 18 November 2019 08:32
To: [log in to unmask]
Subject: Re: SharePoint v EDRM systems
CAUTION: This email originated from outside of the organisation. Do not click links or open attachments unless you recognise the sender and know the content is safe.
________________________________
I think you'll find that most RM professionals consider that the people designing and developing SharePoint don’t actually understand RM and its requirements. So the current implementation is very naïve and considerably less than functional in most environments. In an ideal world, SharePoint would actually deliver usable RM functionality!
In the real world, SharePoint Online is bundled as part of Office 365 so it is effectively free to use. That's a very strong issue for a business for RM professionals to counter with 'lack of functionality'!
Donald
-----Original Message-----
From: The Information and Records Management Society mailing list <[log in to unmask]> On Behalf Of Emma Harvey-Woodason
Sent: 18 November 2019 08:12
To: [log in to unmask]
Subject: SharePoint v EDRM systems
The Welsh Govt uses an EDRMS at present to manage records but there is some debate about whether SharePoint would be better. My experience of SharePoint is limited to SharePoint 2013 and, as the records management functions had not been implemented when I left, I have no direct experience of managing records using SharePoint although am aware of some of the issues. I am interested in any feedback on whether SharePoint can deliver the same level of records management functionality as an EDRMS. What are the advantages/disadvantages of both systems? In an ideal world would you opt for SharePoint or an EDRMS?
Emma Harvey-Woodason
Head of Information & Archives
Welsh Government
To view the list archives go to: https://eur01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.jiscmail.ac.uk%2Fcgi-bin%2Fwebadmin%3FA0%3DRECORDS-MANAGEMENT-UK&data=02%7C01%7CMeic.PierceOwen%40fife.gov.uk%7C3356d7c7aff44a238ec108d76c01e09e%7Cf969a52f42c040f198badaed6c43087c%7C0%7C0%7C637096627627104126&sdata=1WaPnkjpa8DDVqacD%2F62BtbNBnyIPuqzUAn93zLQ0hA%3D&reserved=0
To unsubscribe from this list, send an email to [log in to unmask] with the words UNSUBSCRIBE RECORDS-MANAGEMENT-UK
For any technical queries re JISC please email [log in to unmask] For any content based queries, please email [log in to unmask]
The information in this email is solely for the intended recipients.
If you are not an intended recipient, you must not disclose, copy, or distribute its contents or use them in any way: please advise the sender immediately and delete this email.
Perth & Kinross Council does not warrant that this email or any attachments are virus-free and does not accept any liability for any loss or damage resulting from any virus infection. Perth & Kinross Council may monitor or examine any emails received by its email system.
The information contained in this email may not be the views of Perth & Kinross Council. It is possible for email to be falsified and the sender cannot be held responsible for the integrity of the information contained in it.
General enquiries to Perth & Kinross Council should be made to [log in to unmask] or 01738 475000.
To view the list archives go to: https://eur01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.jiscmail.ac.uk%2Fcgi-bin%2Fwebadmin%3FA0%3DRECORDS-MANAGEMENT-UK&data=02%7C01%7CMeic.PierceOwen%40fife.gov.uk%7C3356d7c7aff44a238ec108d76c01e09e%7Cf969a52f42c040f198badaed6c43087c%7C0%7C0%7C637096627627114121&sdata=kv171%2FZ4WGFLvRk0Y5uY8%2BH%2FFQh1fToH08lA66x4oOw%3D&reserved=0
To unsubscribe from this list, send an email to [log in to unmask] with the words UNSUBSCRIBE RECORDS-MANAGEMENT-UK
For any technical queries re JISC please email [log in to unmask] For any content based queries, please email [log in to unmask]
**********************************************************************
This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed and should not be disclosed to any other party.
If you have received this email in error please notify your system manager and the sender of this message.
This email message has been swept for the presence of computer viruses but no guarantee is given that this e-mail message and any attachments are free from viruses.
Fife Council reserves the right to monitor the content of all incoming and outgoing email.
Information on how we use and look after your personal data can be found within the Council’s privacy notice: www.fifedirect.org.uk/privacy
Fife Council
************************************************
To view the list archives go to: https://www.jiscmail.ac.uk/cgi-bin/webadmin?A0=RECORDS-MANAGEMENT-UK
To unsubscribe from this list, send an email to [log in to unmask] with the words UNSUBSCRIBE RECORDS-MANAGEMENT-UK
For any technical queries re JISC please email [log in to unmask] For any content based queries, please email [log in to unmask]
Jisc is a registered charity (number 1149740) and a company limited by guarantee which is registered in England under Company No. 5747339, VAT No. GB 197 0632 86. Jisc’s registered office is: One Castlepark, Tower Hill, Bristol, BS2 0JA. T 0203 697 5800.
Jisc Services Limited is a wholly owned Jisc subsidiary and a company limited by guarantee which is registered in England under company number 2881024, VAT number GB 197 0632 86. The registered office is: One Castle Park, Tower Hill, Bristol BS2 0JA. T 0203 697 5800.
To view the list archives go to: https://www.jiscmail.ac.uk/cgi-bin/webadmin?A0=RECORDS-MANAGEMENT-UK
To unsubscribe from this list, send an email to [log in to unmask] with the words UNSUBSCRIBE RECORDS-MANAGEMENT-UK
For any technical queries re JISC please email [log in to unmask]
For any content based queries, please email [log in to unmask]
|
