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This is the second post based on information from our recent AIIM survey. Check out our first post, Security Concerns & Other Top SharePoint Online Migration Challenges.

Office 365 offers such a wide range of applications that it can sometimes prove overwhelming to manage across an entire organization. We decided to partner with AIIM to better understand how organizations are implementing governance in their Office 365 deployments. Read on to find out our results!

Per AIIM’s Implementing Information Management on SharePoint and Office 365 course:

SharePoint supports basic retention rules including the ability to delete an item or move it to the recycle bin; however, the real power of SharePoint retention is in the ability to run workflows as a part of the retention policy. In fact, SharePoint supports the implementation of a multi-stage retention policy where some actions are taken at one time and different actions are taken at a different time. SharePoint allows for retention to be established either based on content types or by library and folder.

Records are granted special status inside of SharePoint. Not only do they typically have a retention scheduleeven if it’s infinitethey are protected from changes. For a given content type there are actually two retention schedulesone for records and one for non-records. Records, once declared, enjoy a different legal status than other documents in the system, and therefore deserve some special attention, which this section provides.

So how deeply are users tapping into the governance capabilities of Office 365, and how far along are they in their journey to automate governance? The data suggests there are still many organizations that have yet to fully understand the governance capabilities of Office 365.

Curious to know the O365 governance methods of other organizations? Check out this article: Click To Tweet

Key Data Points

  • Organizations are beginning to realize that SaaS adoption carries with it an increase in isolated information silos and compliance concerns.
  • SharePoint governance is still largely a manual process for nearly 50% of organizations.

Survey Questions

Agree or disagree: “Storing the information and documents associated within individual processes directly within isolated SaaS applications creates information silos and raises compliance concerns.”

What percentage of governance is performed automatically?

This is an excerpt from our latest Office 365 governance and migration survey. Check out the full survey for more in-depth metrics! 


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