Unified Records: Integrating Physical Records With Spo Training Course

Introduction

Seamlessly integrating physical records with SharePoint Online (SPO) is a strategic imperative for organizations aiming to achieve comprehensive information governance and a truly unified records management program. This essential training course focuses on Integrating Physical Records with SPO, equipping participants with the methodologies and best practices to bridge the gap between tangible and digital information assets. You will learn how to standardize physical record indexing, link physical locations to digital metadata in SPO, and develop workflows that provide a holistic view of your organizational information, regardless of format. Mastering integrating physical records with SPO is crucial for streamlining search and retrieval, ensuring auditability, and mitigating risks associated with fragmented information management.

This intensive training course delves into the practical application of cutting-edge strategies for achieving robust integration of physical records with SPO. We will explore various approaches for capturing physical record metadata in SharePoint, delve into configuring record centers for hybrid environments, and discuss strategies for managing retention and disposition across both formats. Participants will gain hands-on experience in designing metadata schemas for physical records in SPO, implementing tracking systems for physical assets, and leveraging SharePoint Online features to manage the lifecycle of records that span both the physical and digital realms. By the end of this training course, you will possess the expertise to design and manage a cohesive physical records integration framework within SharePoint Online, enhancing discoverability, compliance, and overall information control.

Target Audience

• Records Managers
• Information Governance Professionals
• SharePoint Administrators
• Archivists
• Facilities Managers
• Compliance Officers
• IT Professionals supporting records systems

Course Objectives

• Understand the strategic benefits and challenges of integrating physical records with SharePoint Online.
• Learn various approaches for linking physical record metadata to digital records in SPO.
• Master the design of metadata schemas in SPO for physical records.
• Develop skills in utilizing SharePoint Online features to track and manage physical record locations.
• Understand the role of the SharePoint Records Center in managing hybrid records.
• Learn how to apply retention and disposition policies across both physical and electronic records.
• Explore strategies for harmonizing records management processes for physical and digital formats.
• Master techniques for improving search and retrieval efficiency for hybrid information.
• Understand the legal and compliance implications of integrating physical records with SPO.
• Learn about technologies and tools that facilitate physical records integration.
• Develop a plan for a phased implementation of physical records integration with SPO.
• Explore best practices for user training and adoption in a hybrid records environment.
• Apply practical techniques for integrating physical records with SharePoint Online.

Duration

5 Days

Course Content

Module 1: Understanding the Hybrid Records Challenge

• Defining the landscape of physical records alongside electronic records in organizations.
• Recognizing the challenges of managing information across disparate formats.
• Exploring the strategic benefits of integrating physical records with SPO for unified governance.
• Overview of the information lifecycle for hybrid records.
• Setting the stage for a holistic approach to records management.

Module 2: Foundations of Physical Record Metadata in SPO

• Understanding the key metadata elements required for tracking physical records.
• Designing custom site columns in SharePoint Online to capture physical record attributes.
• Leveraging content types in SPO for consistent metadata application for physical record types.
• Utilizing Managed Metadata Service (MMS) for controlled vocabularies for physical record indexing.
• Mapping physical record details to digital properties in SharePoint Online.

Module 3: Tracking Physical Records in SharePoint Online

• Implementing methods for assigning unique identifiers to physical records.
• Using SharePoint Online lists or custom applications to create a physical records inventory.
• Developing workflows in SPO to manage physical record locations and movements.
• Tracking physical record status (e.g., in-storage, checked out, transferred, disposed).
• Best practices for maintaining accuracy of physical record location data in SPO.

Module 4: The SharePoint Records Center for Hybrid Management

• Understanding the role of the SharePoint Records Center in a hybrid records environment.
• Configuring the Records Center for managing both physical and electronic records.
• Setting up routing and declaration of physical records to the Records Center.
• Leveraging the Records Center for centralized management of record policies.
• Utilizing the Records Center as a single point of access for hybrid records.

Module 5: Harmonizing Retention & Disposition for Hybrid Records

• Developing unified retention schedules that apply to both physical and electronic records.
• Implementing retention labels and policies in Microsoft Purview for hybrid scenarios.
• Managing disposition reviews that encompass both physical and electronic record components.
• Ensuring consistent application of legal holds across all record formats.
• Strategies for auditable and compliant disposition of hybrid records.

Module 6: Improving Search & Retrieval for Hybrid Information

• Enhancing search capabilities in SPO to include physical record information.
• Leveraging the SharePoint Online search index to make physical record metadata discoverable.
• Designing custom search verticals and display templates for hybrid record searches.
• Creating views and filters in SPO to quickly locate specific physical records.
• Streamlining the process of identifying and retrieving information regardless of its format.

Module 7: Technology and Tools for Physical Records Integration

• Exploring barcode and RFID solutions for tracking physical records and integrating with SPO.
• Understanding document imaging and digitization strategies for converting physical to electronic.
• Utilizing third-party connectors or custom development for complex physical records integration.
• Assessing the benefits of integrating SPO with specialized physical records management software.
• Planning for the infrastructure required to support hybrid records management.

Module 8: Governance, Audit, and Best Practices for Hybrid Integration

• Establishing a robust governance framework for integrating physical records with SPO.
• Defining clear policies and procedures for handling hybrid records.
• Conducting regular audits to ensure compliance and data integrity across formats.
• Training users on the new processes for managing hybrid records in SPO.
• Continuous improvement strategies for your physical records integration program.

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.