Compliance Control: Managing Records Policies In Spo Training Course

Introduction

Effective management of records management policies in SharePoint Online (SPO) is crucial for organizations committed to regulatory compliance, risk mitigation, and efficient information governance in the digital age. This essential training course focuses on Managing Records Management Policies in SPO, equipping participants with the methodologies and practical skills to design, implement, and enforce robust recordkeeping rules within their SharePoint Online and Microsoft 365 environments. You will learn how to translate legal and business requirements into actionable policies, configure retention labels, disposition reviews, and audit trails to ensure the defensibility and integrity of your electronic records. Mastering managing records management policies in SPO is paramount for achieving organizational compliance, reducing legal exposure, and fostering a culture of responsible information stewardship.

This intensive training course delves into the practical application of cutting-edge strategies for implementing and enforcing records management policies within SharePoint Online. We will explore the integration of SharePoint Online with Microsoft Purview for advanced compliance features, delve into configuring file plans, understanding event-based retention, and leveraging review processes for compliant disposition. Participants will gain hands-on experience in defining comprehensive records management policies, utilizing built-in SPO features for automated record declaration, and addressing the unique challenges of governing diverse content types. By the end of this training course, you will possess the expertise to design and manage an effective records management policy framework within SharePoint Online, ensuring your organization meets its compliance obligations and maintains trustworthy information assets.

Target Audience

• Records Managers
• Information Governance Professionals
• Compliance Officers
• Legal Professionals
• SharePoint Administrators
• IT Security Specialists
• Business Analysts responsible for data governance

Course Objectives

• Understand the fundamental concepts of records management policies and their critical role in compliance.
• Learn about the legal and regulatory landscape impacting records management policies in digital environments.
• Master the translation of business and legal requirements into actionable records management policies in SPO.
• Develop skills in utilizing SharePoint Online's features for implementing records management policies.
• Understand the core components of retention labels, policies, and disposition reviews in Microsoft Purview.
• Learn how to create and manage file plans and record schedules within SPO.
• Explore strategies for automating record declaration and policy enforcement in SPO.
• Master techniques for managing immutable records and ensuring their integrity over time.
• Understand the role of audit trails and reporting in demonstrating policy compliance.
• Learn about best practices for communicating records management policies to end-users.
• Develop strategies for user adoption and ongoing training for records management in SPO.
• Explore the integration of SPO records management with other Microsoft 365 compliance features.
• Apply practical techniques to design and manage effective records management policies in SharePoint Online.

Duration

5 Days

Course Content

Module 1: Introduction to Records Management Policies in SPO

• Defining records management policies and their purpose in the digital age.
• Understanding the necessity of clear policies for legal and regulatory compliance.
• Exploring the role of SharePoint Online (SPO) in enforcing records management policies.
• Overview of the benefits of robust records policies (e.g., risk reduction, efficiency, defensibility).
• Introduction to key principles of records management within a digital context.

Module 2: Legal and Regulatory Requirements for Records Policies

• Understanding common legal and regulatory frameworks influencing records management policies.
• Navigating data privacy and protection laws (e.g., GDPR, CCPA) affecting records.
• The importance of policy alignment with industry-specific compliance mandates.
• Consequences of inadequate records management policies.
• Developing a legal and regulatory compliance matrix for your organization's records.

Module 3: Designing Effective Records Management Policies

• Translating business requirements into clear, actionable records management policies.
• Defining record series and their respective retention periods.
• Establishing rules for record declaration, classification, and metadata capture.
• Developing policies for managing vital records and highly sensitive information.
• Ensuring policies are understandable and implementable by end-users.

Module 4: Implementing Policies with Retention Labels and Policies in SPO

• Understanding retention labels and retention policies in Microsoft Purview.
• Learning how to create, publish, and apply retention labels to records in SPO.
• Implementing retention policies across SharePoint Online sites, libraries, and content types.
• Configuring event-based retention for specific record types.
• Automating the application of retention labels and policies where possible.

Module 5: Managing Immutable Records and Disposition in SPO

• Understanding the concept of immutable records and their importance in compliance.
• Utilizing SharePoint Online features for declaring items as records (e.g., Record Center, in-place records).
• Managing the disposition review process for records at the end of their retention period.
• Implementing secure and auditable deletion of records in compliance with policies.
• Best practices for managing the lifecycle of records from creation to final disposition.

Module 6: File Plans and Record Schedules in SharePoint Online

• Developing a comprehensive file plan or record schedule within SharePoint Online.
• Mapping record series to specific retention periods and disposition actions.
• Understanding how to organize your SPO content to align with your file plan.
• Leveraging content types and metadata to enforce adherence to the file plan.
• Maintaining and updating the file plan as policies and business needs evolve.

Module 7: Audit, Reporting, and Compliance Assurance

• Understanding the importance of audit trails for all records management actions in SPO.
• Utilizing Microsoft Purview audit logs for compliance monitoring.
• Generating reports on records status, retention, and disposition activities.
• Demonstrating compliance with records management policies to auditors and regulators.
• Best practices for continuous monitoring and improvement of your ERM program.

Module 8: User Adoption, Governance, and Best Practices

• Strategies for communicating records management policies effectively to end-users.
• Developing training programs to ensure user understanding and compliance.
• Establishing a governance framework for the ongoing management of records policies in SPO.
• Fostering a culture of records management responsibility throughout the organization.
• Common pitfalls and best practices for successful records management policy implementation in SPO.

Training Approach

This course will be delivered by our skilled trainers who have vast knowledge and experience as expert professionals in the fields. The course is taught in English and through a mix of theory, practical activities, group discussion and case studies. Course manuals and additional training materials will be provided to the participants upon completion of the training.

Tailor-Made Course

This course can also be tailor-made to meet organization requirement. For further inquiries, please contact us on: Email: info@skillsforafrica.org, training@skillsforafrica.org  Tel: +254 702 249 449

Training Venue

The training will be held at our Skills for Africa Training Institute Training Centre. We also offer training for a group at requested location all over the world. The course fee covers the course tuition, training materials, two break refreshments, and buffet lunch.

Visa application, travel expenses, airport transfers, dinners, accommodation, insurance, and other personal expenses are catered by the participant

Certification

Participants will be issued with Skills for Africa Training Institute certificate upon completion of this course.

Airport Pickup and Accommodation

Airport pickup and accommodation is arranged upon request. For booking contact our Training Coordinator through Email: info@skillsforafrica.org, training@skillsforafrica.org  Tel: +254 702 249 449

Terms of Payment: Unless otherwise agreed between the two parties’ payment of the course fee should be done 10 working days before commencement of the training.