Three ways to manage records in SharePoint

Microsoft 365

COVID-19 caused many companies to quickly move to Microsoft365 (M365) to enable business continuity through remote working. Understandably records management was often an afterthought.

As we commemorate (or commiserate!) our first COVID-verasy, one-year on companies are realising that this approach has not only created difficulties for staff finding and accessing records, it has also created instances of non-compliance with records management legislation.

For those using M365, SharePoint offers several records management options that companies can take advantage of, without having to invest in additional records management solutions.

While the best fit for a company differs depending on business type, structure and complexity of requirements, in-place records management is a more modern approach to records management and allows users to take full advantage of M365 functionality such as real-time collaboration, search and digital workflows while also integrating with other apps including Teams.

Below are three ways you can manage records in SharePoint:

Option 1: Records Center
Option 2: In-place records management
Option 3: Hybrid
Description
Option 1: Records Center

Content from all over the SharePoint environment can be submitted to a Records Center and then routed to the appropriate place where it picks up the right permissions and policies, such as expiration and auditing.

Metadata plays a key role in helping to manage the information and retrieve it later.

Functionality such as Content Organizer can be used to automate processes that are currently completed manually.

Option 2: In-place records management

Any SharePoint site can be enabled for In-place records management and be configured as a records management system. Unlike the Records Center you can store records along with active documents in a collaborative space.

In-place management allows you to control content in collaborative spaces by applying functionality such as auditing, retention and records workflows.

Allows search to be executed against records and other documents at the same time.

Option 3: Hybrid

By using the Records Center and In-place records management, records could be kept in-place for a certain period and then moved to a Records Center for archiving.

Functionality such as Content Organizer can be used to automate processes that are currently completed manually.

Pros
Option 1: Records Center
  • Records are accessible in a single location.
  • Records are easy to access and retrieve.
  • Enables strong controls to be applied.
  • Can take advantage of automated workflows.
Option 2: In-place records management
  • Captures records at point of creation/collection.
  • Takes full advantage of M365 functionality.
  • Set and forget – once the solution is set up minimal oversight is required.
Option 3: Hybrid
  • Can be achieved with relatively low outlay.
  • Only requires periodic maintenance.
  • Can take advantage of automated workflows.
Cons
Option 1: Records Center
  • Can result in duplication of records.
  • Can result in duplication of effort.
  • Requires a dedicated resource to manage the Records Center.
Option 2: In-place records management
  • Requires upfront planning and possible re-structure of existing environments.
  • Requires good information architecture.
  • Requires strong governance practices.
Option 3: Hybrid
  • Records are only managed at the end of their lifecycle.
  • Will likely result in instances of non-compliance.
  • Requires participation from business users.
Resource requirements
Option 1: Records Center
  • Implementation: High
  • Ongoing: High
Option 2: In-place records management
  • Implementation: High
  • Ongoing: Low
Option 3: Hybrid
  • Implementation: Medium
  • Ongoing: Medium
Enables collaboration
Option 1: Records Center
Partially.
Option 2: In-place records management
Yes.
Option 3: Hybrid
Yes.
Suitable for high-compliance environments?
Option 1: Records Center
Yes.
Option 2: In-place records management
Yes.
Option 3: Hybrid
No.

Which option best suits your company? Not sure? Get in contact with the Breadcrumb team we’d love to chat!