Future Proofing: Digital Preservation & Compliance In Spo Training Course

Introduction

Ensuring digital preservation & compliance in SharePoint Online (SPO) is paramount for organizations committed to safeguarding long-term information assets and meeting stringent regulatory demands. This essential training course focuses on Digital Preservation & Compliance in SPO, equipping participants with the methodologies and best practices to strategically protect valuable electronic information for future access and audit. You will learn about long-term preservation strategies, understand complex compliance frameworks, and leverage advanced SharePoint Online and Microsoft 365 features to maintain the authenticity, integrity, and accessibility of your digital records over time. Mastering digital preservation & compliance in SPO is crucial for mitigating legal risks, preserving institutional memory, and demonstrating accountability in the digital age.

This intensive training course delves into the practical application of cutting-edge strategies for achieving robust digital preservation & compliance within SharePoint Online. We will explore the principles of digital continuity, delve into configuring archive sites, understanding data immutability, and leveraging Microsoft Purview for advanced compliance capabilities. Participants will gain hands-on experience in developing preservation policies, utilizing built-in SPO features for long-term archiving, and addressing the unique challenges of preserving born-digital content and complex digital objects. By the end of this training course, you will possess the expertise to design and manage an effective digital preservation & compliance framework within SharePoint Online, ensuring the enduring value and legal defensibility of your organization's digital heritage.

Target Audience

• Records Managers
• Archivists
• Information Governance Professionals
• Compliance Officers
• Legal Professionals
• IT Professionals involved in data retention
• Business Analysts concerned with long-term data integrity

Course Objectives

• Understand the fundamental concepts of digital preservation and its necessity for long-term information access.
• Learn about various compliance frameworks and their impact on digital preservation strategies.
• Master the configuration and utilization of SharePoint Online features for digital preservation.
• Develop skills in applying retention labels and policies for long-term archival in SPO.
• Understand the principles of authenticity, integrity, and usability in digital preservation.
• Learn about managing metadata for long-term discoverability and context of digital assets.
• Explore strategies for mitigating risks associated with digital obsolescence and format migration.
• Master the use of Microsoft Purview compliance features relevant to digital preservation.
• Understand how to establish and manage an archive in SharePoint Online.
• Learn about audit trails and reporting for digital preservation and compliance.
• Develop best practices for ensuring legal defensibility of digitally preserved records.
• Explore the role of governance and policies in a successful digital preservation program.
• Apply practical techniques to achieve digital preservation and compliance in SharePoint Online.

Duration

5 Days

Course Content

Module 1: Introduction to Digital Preservation and Compliance

• Defining digital preservation and its long-term objectives.
• Understanding the necessity of preserving digital information for future use and audit.
• Exploring the intersection of digital preservation with regulatory compliance.
• Overview of common threats to digital information (e.g., obsolescence, media degradation).
• Setting the stage for building a robust digital preservation program in SPO.

Module 2: Compliance Frameworks and Digital Records

• Understanding key compliance frameworks (e.g., ISO 15489, local regulations).
• Navigating industry-specific compliance requirements for digital records.
• The role of digital preservation in meeting legal and audit obligations.
• Case studies of organizations facing compliance challenges due to poor digital preservation.
• Aligning digital preservation strategies with organizational compliance objectives.

Module 3: Core SharePoint Online Features for Preservation

• Utilizing SharePoint Online document libraries and content types for structured recordkeeping.
• Understanding versioning and its role in digital preservation.
• Leveraging recycle bins and retention policies within SPO for short-term preservation.
• Exploring site policies and closed site management for archiving SPO content.
• Basic best practices for organizing content in SPO for future preservation.

Module 4: Advanced Preservation with Microsoft Purview

• Deep dive into Microsoft Purview features for long-term digital preservation.
• Mastering retention labels and policies for immutability and long-term retention.
• Understanding record declarations and their impact on digital assets.
• Utilizing e-discovery and communication compliance for digital preservation audits.
• Configuring archive solutions within Microsoft Purview for SPO content.

Module 5: Authenticity, Integrity, and Usability of Digital Records

• Understanding the principles of authenticity and integrity for digital records over time.
• Strategies for ensuring the usability and readability of preserved digital content.
• The role of digital signatures and encryption in maintaining record integrity.
• Managing fixity checks and checksums for data validation.
• Developing a trusted digital repository framework within SPO.

Module 6: Metadata Management for Long-Term Discoverability

• The critical role of rich metadata in supporting digital preservation.
• Implementing consistent metadata schemas (e.g., Dublin Core, PREMIS).
• Leveraging Managed Metadata Service (MMS) for controlled vocabularies.
• Ensuring metadata is embedded or associated with digital records for long-term context.
• Strategies for maintaining metadata integrity during format migrations and system upgrades.

Module 7: Risk Mitigation and Digital Obsolescence

• Identifying risks to digital preservation (e.g., hardware failure, software obsolescence).
• Understanding strategies for format migration and normalization to ensure future access.
• Planning for technological dependencies and their impact on digital records.
• Developing a digital continuity strategy for your organization.
• Implementing risk assessment frameworks for digital preservation initiatives.

Module 8: Governance, Audit, and Continuous Improvement

• Establishing a comprehensive governance framework for digital preservation & compliance in SPO.
• Defining clear roles, responsibilities, and policies for digital preservation.
• Conducting regular audits and assessments of your digital preservation program.
• Utilizing SPO and Microsoft Purview reporting for compliance insights.
• Fostering a culture of digital preservation 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.