Records Management for Microsoft Office 365
Microsoft Office 365 has become the de-facto standard for documents, spreadsheets, emails, PowerPoints, and now online meetings with Teams. These tools allow an enterprise to create, collaborate, and work on documents from any device, anywhere in the world. In today’s world though, it provides lightweight records management capabilities.
Simflofy’s Federated Records Management solution allows an enterprise to use Office 365 to its fullest capabilities and have seamless, comprehensive control of its enterprise compliance.
About Simflofy Records Management for Microsoft Office 365Simflofy offers comprehensive capabilities for eDiscovery, Secure Search, Document Management, and Records Management integrated directly with Office 365. Enterprises can use Simflofy’s govern-in-place technology to create file plans, declare records, apply retention management policies, apply legal holds, collaborate with internal and external parties, and destroy or transfer eligible records.
Enterprises can choose to leave the content where it is, i.e.: govern in place or move the content into the Simflofy repository. When the Office 365 content has reached the end of its lifecycle, it can automatically be destroyed or transferred accordingly. Legal holds can be applied to the Office 365 content in place while being managed by the Simflofy hold process. When a document is declared a record through Simflofy or a legal hold applied, a lock is placed on the document ensuring that it cannot be accidentally deleted from the Office 365 system. eMails can also be managed as records, either directly from the Exchange system or by allowing users to drag and drop emails into the file plan using the Simflofy Outlook connector. Additionally, holds can be applied from within the Outlook connector user interface.
Frequently asked questions about Records Management for Microsoft Office 365.
1- Why do I need Records Management in Microsoft Office 365?
While Office 365 is incredibly easy to use and flexible but does not provide some of the robust corporate governance and compliance capabilities required by all enterprises. In today’s world with multiple privacy laws such as GDPR, CCPA, and many others, additional security marks to ensure that content with PII, IP, security information, CCI are protected in the system from unauthorized access.
2- Can my data remain in Microsoft Office 365 and still have records management applied to it?
Yes, it can. Simflofy’s Federation technology allows you to perform the full set of functions for ECM, Document Management, eDiscovery, and Records Management on data and documents that reside in Office 365 without needing to move them anywhere.
3- If I declare something as a record, will it lock that data or document in Microsoft Office 365?
Yes, Simflofy will lock the document in Office 365 so it can’t be modified or accidentally deleted.
4- Can documents have multiple retention schedules and be placed under multiple legal holds?
Yes, documents in Office 365 can have multiple retention schedules applied against them and can be placed under multiple legal holds.
5- Can I auto classify records?
Yes, Simflofy integrates with many different systems that identify records and provide structured metadata that can be used to automatically classify content as records.