Digital Governance: Electronic Records Management In Spo Training Course

Introduction

Effective electronic records management (ERM) best practices in SharePoint Online (SPO) are essential for organizations seeking to achieve compliance, reduce risk, and leverage their digital information assets. This essential training course focuses on Electronic Records Management Best Practices in SPO, equipping participants with the methodologies and strategies to design, implement, and govern a robust ERM program within their SharePoint Online and Microsoft 365 environments. You will learn how to classify electronic records, apply retention policies, manage e-discovery, and ensure the authenticity and integrity of digital information. Mastering electronic records management best practices in SPO is crucial for meeting regulatory obligations, enhancing data security, and optimizing information lifecycle management.

This intensive training course delves into the practical application of cutting-edge strategies for implementing electronic records management best practices within SharePoint Online. We will explore the integration of SharePoint Online with Microsoft Purview for advanced compliance features, delve into configuring record labels, understanding disposition processes, and managing sensitive information. Participants will gain hands-on experience in developing records policies, utilizing built-in SPO features for recordkeeping, and addressing the unique challenges of managing born-digital and digitized records. By the end of this training course, you will possess the expertise to design and manage an effective electronic records management framework within SharePoint Online, ensuring compliance, mitigating risks, and transforming your digital information into a reliable and trustworthy asset.

Target Audience

• Records Managers
• Information Governance Professionals
• Compliance Officers
• SharePoint Administrators
• Legal Professionals
• IT Security Specialists
• Business Users with record-keeping responsibilities

Course Objectives

• Understand the core principles of electronic records management and its importance in today's digital landscape.
• Learn about the legal and regulatory requirements impacting electronic records in various industries.
• Master the classification and categorization of electronic records for effective management in SPO.
• Develop skills in applying retention labels and policies to electronic records in SharePoint Online.
• Understand the concepts of immutability, authenticity, and integrity for digital records.
• Learn how to manage the lifecycle of electronic records from creation to disposition in SPO.
• Explore the e-discovery capabilities within SharePoint Online and Microsoft Purview.
• Master techniques for handling sensitive and confidential electronic records.
• Understand the role of information architecture and metadata in effective ERM in SPO.
• Learn about audit trails and reporting for electronic records compliance.
• Develop strategies for user adoption and change management for ERM initiatives.
• Explore the integration of SPO ERM with other Microsoft 365 compliance features.
• Apply practical techniques to implement electronic records management best practices in SharePoint Online.

Duration

5 Days

Course Content

Module 1: Introduction to Electronic Records Management in SPO

• Defining electronic records management (ERM) and its significance.
• Understanding the shift from physical to digital records and its implications.
• Exploring the role of SharePoint Online (SPO) as a platform for ERM.
• Overview of the benefits of effective ERM (e.g., compliance, risk reduction, efficiency).
• Introduction to key ERM principles and legal considerations.

Module 2: Legal and Regulatory Landscape for Electronic Records

• Understanding common legal requirements for electronic records retention (e.g., GDPR, HIPAA, industry-specific regulations).
• Navigating data privacy and protection laws related to electronic records.
• The importance of legal hold and e-discovery readiness.
• Consequences of non-compliance in electronic records management.
• Best practices for legal defensibility of electronic records.

Module 3: Classification and Information Architecture for ERM in SPO

• Developing a robust classification scheme for electronic records in SPO.
• Utilizing SharePoint Online content types for consistent record declaration.
• Leveraging site columns and Managed Metadata Service for rich metadata capture.
• Designing logical folder structures and libraries that support ERM.
• Ensuring information architecture facilitates easy record identification and retrieval.

Module 4: Applying 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 electronic records.
• Implementing retention policies across SharePoint Online sites, libraries, and folders.
• Understanding record declarations and immutability features in SPO.
• Managing event-based retention and multi-stage disposition processes.

Module 5: Lifecycle Management and Disposition of Electronic Records

• Understanding the full lifecycle of electronic records from creation to disposition.
• Managing the review and approval process for record disposition.
• Implementing automated and manual disposition workflows in SPO.
• Ensuring secure and auditable deletion of electronic records.
• Strategies for long-term preservation of permanent electronic records.

Module 6: E-Discovery and Legal Holds in SPO

• Understanding the e-discovery process and its phases for electronic records.
• Utilizing Microsoft Purview e-discovery tools within SharePoint Online.
• Implementing legal holds on electronic records to prevent alteration or deletion.
• Best practices for collecting, preserving, and producing electronic records for legal matters.
• Managing review sets and redactions in e-discovery workflows.

Module 7: Security, Authenticity, and Integrity of Electronic Records

• Implementing robust security measures for electronic records in SPO.
• Understanding access controls, encryption, and data loss prevention (DLP) for records.
• Ensuring the authenticity and integrity of electronic records over time.
• The role of audit trails and versioning in maintaining record trustworthiness.
• Strategies for protecting sensitive and confidential electronic records.

Module 8: Governance, Audit, and Continuous Improvement

• Developing a comprehensive ERM governance framework for SharePoint Online.
• Establishing clear roles, responsibilities, and policies for electronic records management.
• Conducting regular audits and compliance checks of your SPO ERM implementation.
• Utilizing SPO and Microsoft Purview reporting for ERM insights.
• Fostering a culture of records management awareness and continuous improvement across the organization.

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.