Document and Records Management Training Course

Participants can define governance roles and policy controls for SharePoint records services.

• RACI matrix for business owners, records managers and administrators
• Policy hierarchy linking information governance, retention and security requirements
• Accountability model for site ownership and periodic access reviews
• Escalation routes for legal holds, investigations and policy exceptions
• Control objectives translated into measurable SharePoint operating procedures
• Governance forums, decision logs and change-control responsibilities

Participants can elicit document and records requirements from business processes.

• Process mapping identifies document creation, approval and retention triggers
• Stakeholder interviews capture retrieval, access and evidence requirements
• Records inventory fields document volume, owner, format and risk
• Use cases distinguish collaboration needs from formal recordkeeping needs
• Requirements traceability matrix links controls to business scenarios
• Prioritisation criteria balance regulatory exposure, user demand and implementation effort

Participants can structure SharePoint sites and libraries around business information needs.

• Hub sites organise related sites under common navigation
• Site purpose determines team, communication or records repository design
• Document libraries separate controlled content from active collaboration material
• Folder design follows limited-depth principles and stable business functions
• Library views expose relevant metadata without duplicating stored files
• Naming conventions support predictable URLs, titles and migration mapping

Participants can create a metadata model that supports classification, retrieval and retention.

• Metadata schema distinguishes descriptive, administrative and records management fields
• Content types combine document templates, columns and retention requirements
• Managed metadata service controls enterprise terms and synonyms
• Term sets establish approved values for functions, cases and subjects
• Required metadata rules prevent incomplete classification at document creation
• Search refiners use indexed columns and consistent managed properties

Participants can standardise controlled documents using content types, templates and identifiers.

• Content type inheritance applies common controls across related libraries
• Document templates embed approved headings, classifications and review fields
• Document IDs provide persistent references for controlled information
• Major and minor versions distinguish drafts from published documents
• Check-out settings prevent conflicting edits to controlled documents
• Approval status controls publication of policies, procedures and manuals

Participants can design role-based access controls for SharePoint information services.

• SharePoint permission levels align with defined business access roles
• Inheritance decisions limit unnecessary unique permissions within libraries
• Microsoft 365 groups manage membership for collaborative workspaces
• Least-privilege analysis identifies excessive edit and download rights
• External sharing controls protect supplier, partner and client information
• Access review schedules confirm continuing business need for permissions

Participants can improve retrieval through metadata, views, search and naming standards.

• Search query construction combines keywords, filters and managed properties
• Metadata-driven views support role-specific retrieval without duplicate libraries
• Naming standards improve recognisability without replacing formal metadata
• Document sets group related records within a controlled business case
• Search result testing identifies missing metadata and indexing defects
• Retrieval performance measures include precision, recall and search time

Participants can build a functional file plan linked to business activities and records classes.

• Functional classification groups records by business activity and purpose
• File plan structure assigns records classes, owners and retention rules
• Classification schemes separate corporate, case and project record series
• Business classification codes support consistent filing and migration mapping
• Crosswalk tables map legacy folders to approved records classes
• Classification governance manages additions, closures and changed business functions

Participants can map retention obligations to defensible disposition controls in Microsoft 365.

• Retention schedule fields capture trigger, period, authority and disposition action
• Event-based retention starts from closure, expiry or final approval
• Microsoft Purview retention labels apply lifecycle rules to classified content
• Retention label policies publish approved labels to selected locations
• Disposition review assigns accountable reviewers before permanent deletion
• Destruction certificates document authorised disposal decisions and exceptions

Participants can apply security classifications and protection controls to sensitive content.

• Information classification model distinguishes public, internal, confidential and restricted content
• Microsoft Purview sensitivity labels apply encryption, markings and access restrictions
• Data loss prevention policies identify prohibited sharing of sensitive data
• Sensitive information types detect identifiers, financial data and personal information
• Label publishing follows role, location and business-use requirements
• Protection impact assessments balance confidentiality, usability and operational access

Participants can preserve relevant records and produce evidence for investigations or disputes.

• Legal hold procedures suspend normal deletion and disposition actions
• Microsoft Purview eDiscovery cases organise custodians, sources and review sets
• Audit log searches identify sharing, deletion and permission changes
• Chain-of-custody records preserve evidence handling and review decisions
• Investigation scoping defines relevant dates, custodians and information sources
• Privilege and confidentiality controls govern sensitive legal review material

Participants can specify controlled document workflows using SharePoint and Power Automate.

• Power Automate approval flows route documents to accountable reviewers
• Workflow states define draft, review, approved, superseded and archived
• Service-level targets set expected review and approval turnaround times
• Escalation rules notify owners of overdue reviews and approvals
• Approval evidence captures approver, decision, date and comments
• Exception handling documents rejected submissions and alternative approval routes

Participants can plan controlled migration from shared drives and legacy repositories.

• Migration inventory identifies duplicate, obsolete and high-risk content
• ROT analysis separates redundant, obsolete and trivial information
• Mapping rules assign source folders to target sites and metadata
• Pre-migration cleansing removes unmanaged duplicates and expired records
• Migration validation checks file counts, metadata and permissions
• Post-migration acceptance criteria confirm retrieval, access and retention behaviour

Participants can monitor records controls and improve SharePoint services using assurance evidence.

• Control testing samples records against classification and retention requirements
• Key performance indicators measure search success, compliance and review completion
• Audit trails provide evidence of access, sharing and configuration changes
• Maturity assessment compares current controls against target operating practices
• Root cause analysis investigates repeated filing and retention failures
• Corrective action plans assign owners, dates and verification measures

Participants can plan adoption activities and sustained operational support for records controls.

• Change impact assessment identifies affected roles, processes and behaviours
• Role-based guidance explains filing, sharing, review and disposition responsibilities
• Champions networks provide local support and feedback channels
• Standard operating procedures document recurring administration and quality checks
• Communications plans sequence launch messages, guidance and reinforcement
• Adoption metrics track active usage, metadata completion and policy exceptions

Participants can create a phased implementation plan with accountable controls and measurable milestones.

• Implementation roadmap sequences discovery, configuration, migration and rollout activities
• Risk register records threats, likelihood, impact, owners and treatments
• Control design specifies objective, activity, evidence, frequency and owner
• Pilot criteria select representative content, users and compliance requirements
• Release management controls configuration changes between test and production
• Benefits measures establish baselines for retrieval, compliance and storage reduction

Participants can build, review and present a complete SharePoint Online document and records management design.

• Business scenario defines records scope, stakeholders, risks and success criteria
• Information architecture specifies sites, libraries, content types and navigation
• Metadata model defines columns, term sets, required fields and views
• File plan maps records classes to retention labels and disposition actions
• Permissions matrix assigns access roles, review cycles and external sharing rules
• Implementation roadmap defines phases, controls, dependencies and accountable owners