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

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.

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.

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.

play video 004

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 | Document management

How to optimize Microsoft 365 solutions through personalization & intelligence

The transition to remote working has forced companies worldwide to assess their digital solutions in terms of efficiency and employee productivity...

| Jessica Mckenzie | Past Events

Webinar: Do you need to simplify your email management?

Learn how OnePlace Solutions is enabling businesses to simplify email management and add context to information in Microsoft 365...

| Jessica Mckenzie | Product Releases

How new functionality and productivity software can enable you do more, simply

Even the most efficient technologies can be rendered useless if they’re not user-friendly. For most businesses, people are the heart of the organization, and it’s essential that your technologies work...

Schedule a demo

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

Free trial

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.