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Digital Workplace - Better Records Management

Jessica is a senior marketing professional with over 10 years in the industry.
Jessica Mckenzie
14 January 2021
A digital workplace is the interaction of people, process, and technology

The Digital Workspace

A digital workplace is the interaction of people, process, and technology. People are the center of the digital workplace and should remain engaged and productive with the enhanced collaboration and streamlined processes that might be implemented to ensure strong governance and records management.

Processes & Compliance

The volume of data that is created today is accelerating at a rapid pace and information management and records compliance has never been more important. 

With this volume of data, it has become critical to solve the classification and records compliance through workflows and automation options which are available as part of Microsoft 365. By automating such processes, information management and records compliance can be streamlined to meet business requirements.

To achieve the balance between people and technology we need to implement system driven processes where possible and make it easy for people to add context to information that can be used for intelligent business processes and compliance.

Microsoft 365 provides several options to streamline and even automate information protection, governance, and records compliance, including the ability to set retention policies on a document library and have a retention label implicitly applied to any piece of content saved to that location. This removes the need for a user to apply any custom classification and encourages better records management. This automation can be extended further with auto labeling, where a label can be applied based on metadata by using the power of Keyword Query Language Search (KQL search), or by using techniques such as trainable classifies which can use artificial intelligence to look for specific content to achieve more intelligent and automated governance or records compliance.

Classifying Information

OnePlace Solutions brings the processes and technology to business users in the applications where they work. By allowing users to easily move content to locations in SharePoint or Microsoft Teams, the business can be confident that the right information is being classified and saved to the right location. This is demonstrated when a user saves an item to a SharePoint location, they can select the correct content type and apply any additional metadata. Once this important information is captured this additional context can be leveraged to assist in intelligently automating retention labels. From an end-user perspective, they can save, classify, and access content while also continue to remain productive in the applications they are familiar with working in.

when a user saves an item to a SharePoint location, they can select the correct content type and apply any additional metadata.

A common use case is classifying an email with a sensitivity label in Outlook as per business process. When saving the email to SharePoint with OnePlaceMail it is possible to have this label automatically promoted to a column in SharePoint or Teams site resulting in true and accurate records, without the need for the end-user to explicitly label the email in the save process.

opm sensitivitylabel 003

Information governance and records compliance is currently moving at fast pace with the recent initiatives from Microsoft to help with the ever-increasing volume of digital content being created. OnePlace Solutions can assist with ensuring the content is easily captured and classified to ensure the success of these automated processes and also give context to information saved to SharePoint to set retention labels more intelligently.

Interested in learning more? Please contact us.

Latest news & blogs

| Jessica Mckenzie | Blog

ESPC23 Unwrapped: Navigating the Future with Microsoft Innovations

Europe’s top Microsoft technologies conference, ESPC23 took place last week, and we were there, thrilled to be part of it!

This event delivers the opportunity to learn the most up-to-date practices, advice, and techniques from the finest Microsoft 365, SharePoint, Teams, Power Platform, and Azure experts globally, including Microsoft Product team members and independent community leaders, including Regional Directors (RDs), MVPs, and Microsoft Certified Masters (MCMs). Because of this, an extraordinary community of like-minded people converge!

Thank you to everyone who visited our booth during the event or the demo in the community area – it was great to meet old and new faces alike, and hear your feedback and ideas – it shapes our future, so stay tuned for what's to come! If you would like to continue the conversation, please contact us.

Here are key takeaways from ESPC23:

Microsoft 365 Co-Pilot – The Next Big Thing!

  • Co-Pilot emerged as a game-changer, but success hinges on quality data input
  • Ensure data is centrally stored and easily accessible to maximize Co-Pilot's capabilities
  • Data cleanliness is paramount – you get out what you put in! Prioritize accurate data for Co-Pilot effectiveness
  • Eliminate outdated or conflicting data to prevent confusion and enhance Co-Pilot's decision-making prowess

SharePoint Embedded Public Preview - Now Available

  • Explore a revolutionary way to build custom content apps for enterprises and ISVs with SharePoint Embedded, now available for public preview.
  • Learn more about this exciting development announced at ESPC23.

The New Microsoft Teams Client: Performance, Rollout, and Feature Parity

  • Since Microsoft announced the general availability of the new rebuilt Teams client in October, ESPC23 delved into discussions about performance enhancements, technical rollout, change management, and achieving feature parity with Teams classic.
  • Discover the ins and outs of the new Microsoft Teams client Introducing the new Microsoft Teams client – Teams | Microsoft Learn

In-Person Conferences: The Power of Connection and Networking

  • Despite the digital era, in-person conferences remain an invaluable way to connect and network.
  • A Microsoft MVP captured the sentiment: "This is the only time I see people in person; I'm now 100% remote. I feel like this is my chance to come to the office and talk with my fellow speakers."

To learn more and explore how we provide a streamlined and consistent approach way for people to engage with business systems built on Microsoft 365 for better information management and governance, contact us for a personalized demo.

| Jessica Mckenzie | Blog

ESPC23: Visit the top European Microsoft Conference

Join us at the top European Microsoft Conference, ESPC23 - where an extraordinary community converges to explore the latest innovations and trends in the realm of Microsoft technologies

| Jessica Mckenzie | Upcoming

ESPC23 Amsterdam

Join us for Europe’s top Microsoft technologies conference, ESPC23, 27th – 30th November 2023, in Amsterdam.

At ESPC, you will hear the latest expertise on Copilot, Microsoft Teams, AI, Azure, Microsoft Viva, Microsoft Graph, Microsoft Power Platform, Governance, CoE, SharePoint, Migrations, PowerShell.

Schedule a demo

See the OnePlace Solutions product suite in action and unlock the potential of your data by leveraging the SharePoint platform.

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Download and try the full OnePlace Solutions product suite for Windows Desktop and Apps for Microsoft 365.

Contact us

We're here to help, so please don’t hesitate to get touch with any questions you may have.