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aOS DublinMarch 15th 2017
All about document management in Office 365
Sébastien PAULET@SP_twit
aOS Dublin March 15th 2017
Speaker presentation
France
Enterprise Solutions
Architect
SPT Conseil
Speaker on
#DMS, #Archiving,
#SharePoint,
#Scrum, #Lean,
#Ergonomy
@SP_twit
Bloghttps://sppublish.wordpress.com
aOS DublinMarch 15th 2017
Where documents go in Office 365?
aOS Dublin March 15th 2017
History…
Paper
Files
DMS
Collaborative
Social
1970 1980 1990 2000 2010
aOS Dublin March 15th 2017
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
aOS DublinMarch 15th 2017
About DMS
aOS Dublin March 15th 2017
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
aOS Dublin March 15th 2017
Features
Highlight Classification Permissions Check In/Out
Email alerts Bookmarks History Lifecycle
Rendition Composites Search Workflows
Storage
Archiving
Restore
aOS DublinMarch 15th 2017
SharePoint as a DMS
aOS Dublin March 15th 2017
SharePoint as a DMS
Highlight Classification Permissions Check In/Out
Email alerts Bookmarks History Lifecycle
Rendition Composites Search Workflows
Storage
Archiving
Restore
aOS Dublin March 15th 2017
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
aOS Dublin March 15th 2017
Attention point
Document = File + Properties (+ versions)
No attached files or renditions
aOS Dublin March 15th 2017
File rules
• Forbidden characters # % ?
• Unauthorized file formats
• URL length (260 characters max)
• No empty documents (0 byte)
• Maximum file size (10 Gb)
aOS DublinMarch 15th 2017
Archiving
aOS Dublin March 15th 2017
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)
aOS Dublin March 15th 2017
Limitations
• Compliant with anglo-saxon norms, not « europeans » (Moreq, eiDAS)
• Document location (country)
aOS DublinMarch 15th 2017
Workflows
aOS Dublin March 15th 2017
Workflows
• Standards Workflows
• Custom process : SharePoint Designer
• Tiny individual process : Flow
• Custom form : Infopath
• Mobile app : Power Apps
• Custom actions : Visual Studio
aOS Dublin March 15th 2017
Attention points
• No loops
• Document attached Workflow
• No delegation mecanism
aOS DublinMarch 15th 2017
Permissions
aOS Dublin March 15th 2017
Information organization
aOS Dublin March 15th 2017
Compared with classical DMS
• No content type related permissions
• No metadata based permissions
• No permissions on document metadata
aOS DublinMarch 15th 2017
Storage
aOS Dublin March 15th 2017
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)
• Files max size
• For site collections online … pooled storage (25Tb+)
aOS DublinMarch 15th 2017
Conclusion
aOS Dublin March 15th 2017
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
aOS Dublin March 15th 2017
Limits by version
aOS Dublin March 15th 2017
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