Orkney Islands Council has just introduced Office 365. We have just allowed users to use the tools that they are already familiar with, e.g. Word, Excel and Outlook, and not any other tools at present. The exception is Skype which we will roll out.
We intend to use SharePoint as the basis of a new EDRMS, probably in combination with a product such as RecordsPoint. The problem we intend to solve is that we have hundreds of thousands of documents in our shared drives, many of which are duplicates and we want to bring some more order to the documents so that we can comply with Records Management principles. We are definitely very nervous about the introduction of Teams because our understanding is that it will be difficult to manage the documents in the tool and it will replicate the problem that we have on the shared drives. IT are keen on Teams so we may use it on the basis that anything created there will have a short life. I would be interested if you have found a solution to this. We have a separate project with a good budget to explore this.
On Tuesday, there was the meeting of the Scottish IRMS group which discussed Office 365. The presenter took a similar caution approach to the many tools that 365 offers and I will share the slides if that is OK with him.
In Scotland, I set up a Knowledge Hub group for councils intending to use SharePoint for EDRMS which you are welcome to join.
This is a very challenging project and OIC would really like to work with a handful of other councils attempting the same thing so we share experiences and resources.
OIC Information Governance Officer
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