Office 365

All,

As a many-years practitioner in SharePoint (and Office 365), if you're looking for a solid resource that you can go to for questions across the whole family of M365 offerings that is composed of other MS practitioners, I strongly recommend https://collab365.community.  And for Teams specifically, https://collab365.community/category/microsoft-teams/.  There's no cost to join and Collab365 puts on regular virtual events (they're having a special event on April 15^th specifically targeted to these exact questions, although there is a modest cost to attend the virtual events) as well as providing the community discussion forums, a MicroJobs site, and more.

All,

As a many-years practitioner in SharePoint (and Office 365), if you're looking for a solid resource that you can go to for questions across the whole family of M365 offerings that is composed of other MS practitioners, I strongly recommend https://collab365.community.  And for Teams specifically, https://collab365.community/category/microsoft-teams/.  There's no cost to join and Collab365 puts on regular virtual events (they're having a special event on April 15^th specifically targeted to these exact questions, although there is a modest cost to attend the virtual events) as well as providing the community discussion forums, a MicroJobs site, and more.

Rosemary,

Please reference the reply I just sent to Joseph.

Collab is not a replacement for AIIM, or ARMA for that matter.

Joseph,

No.  The site is focused on the technology, governance, and those sorts of things.  But, as everyone that wants to leverage MS technologies as part of their solution to the current situation is asking questions regarding "how do we", "is there a checklist", "what about", and so on, this is a good resource to be able to connect with both other organizations with similar questions (and certainly some with their versions of answers), as well as MS practitioners (like ME!), it can serve as a valuable resource.

Joseph,

As soon as a Team and Channel are created in MS Teams, a SharePoint Online site collection is created in the background.  Technically, there is also a OneDrive created, although it is not accessible until someone actually shares a file.

What's possible in terms of classification and retention depends on what licenses your organization has (Business, E1, E3, E5, etc.) and whether or not you're needs are met with the tools available directly from MS through the O365 platform, or if you want to leverage a 3^rd party solution that can offer not just file plan and retention, but full records management capability.  Complimentary to that, of course, is data discovery and auto-classification as well as the security/compliance aspects of who touched what, when, from where, and how (so, the "audit" and InfoSec aspects).  Lots can be done today depending on what the needs and budget are.

Rosemary,

Please reference the reply I just sent to Joseph.

Collab is not a replacement for AIIM, or ARMA for that matter.

Thanks Joseph!  I think it's really just a reflection of being a consultant, so it's my "thing" versus I'm 100% confident you would know one HECK of a lot more about archiving that I do ��.

Joseph,

Even OpenText, with all of it's depth of capability, has trouble with email content.  And, unless/until we get to a next "level" of AI that starts to truly approximate the capabilities of the human mind (or Elon Musk is successful in turning us all into the Borg [Star Trek reference there]), it will always be an issue as it tends to be the most unstructured of "unstructured data".  Generally speaking, most documents, spreadsheets, PowerPoint presentations, etc. tend to be focused on 1 topic at a time.  Obviously I'm making a broad statement there, but I believe it is true in the aggregate.  Email, on the other hand, can, and very often does, have 2, 3, or more topics all contained within either/both the body or the attachments.  Given that degree of variation it is a titanic effort for software to be able to manage it without human involvement and have the result be widely human-acceptable.

All of that said, I would still suggest using the Office 365 capabilities for email specifically. Why?  Well, if you look at the tagline for my company, "Clear, Practical, Solutions in Action", that 2^nd word would be the reason.  There is no other company that can possibly have a better idea of how to 'best' and 'most deeply' integrate with Exchange than the company that makes Exchange.  Kind of makes practical sense, right?  And with Project Cortex coming at some point this year, those capabilities may be modestly to radically enhanced (time will tell as it is Microsoft I'm talking about here!).

For SharePoint and OneDrive (both of which play a part in Teams), because of the more discrete logical topic bounding for individual files that is the current norm, I say use what feels best whether that is OT, Laserfiche, Box, RecordPoint, Collabware, etc., etc. (for anyone that feels I intentionally left out FileNet, they're right!).

CAVEAT:  the above paradigm for content files may change in the not too distant future as MS has already rolled out a new mobile app that 'blends' the Word, Excel, PowerPoint capabilities into a single experience (and hence a single file).  It is possibly realistic to expect that may end up being a universal direction for them in the future.

Sent from Mail for Windows 10

I like Lorne's comments

Joseph,

Even OpenText, with all of it's depth of capability, has trouble with email content.  And, unless/until we get to a next "level" of AI that starts to truly approximate the capabilities of the human mind (or Elon Musk is successful in turning us all into the Borg [Star Trek reference there]), it will always be an issue as it tends to be the most unstructured of "unstructured data".  Generally speaking, most documents, spreadsheets, PowerPoint presentations, etc. tend to be focused on 1 topic at a time.  Obviously I'm making a broad statement there, but I believe it is true in the aggregate.  Email, on the other hand, can, and very often does, have 2, 3, or more topics all contained within either/both the body or the attachments.  Given that degree of variation it is a titanic effort for software to be able to manage it without human involvement and have the result be widely human-acceptable.

All of that said, I would still suggest using the Office 365 capabilities for email specifically. Why?  Well, if you look at the tagline for my company, "Clear, Practical, Solutions in Action", that 2^nd word would be the reason.  There is no other company that can possibly have a better idea of how to 'best' and 'most deeply' integrate with Exchange than the company that makes Exchange.  Kind of makes practical sense, right?  And with Project Cortex coming at some point this year, those capabilities may be modestly to radically enhanced (time will tell as it is Microsoft I'm talking about here!).

For SharePoint and OneDrive (both of which play a part in Teams), because of the more discrete logical topic bounding for individual files that is the current norm, I say use what feels best whether that is OT, Laserfiche, Box, RecordPoint, Collabware, etc., etc. (for anyone that feels I intentionally left out FileNet, they're right!).

CAVEAT:  the above paradigm for content files may change in the not too distant future as MS has already rolled out a new mobile app that 'blends' the Word, Excel, PowerPoint capabilities into a single experience (and hence a single file).  It is possibly realistic to expect that may end up being a universal direction for them in the future.

Hi Joan,

See:  https://www.microsoft.com/en-us/microsoft-365/blog/2020/02/19/new-office-app-android-ios-available/

Stephen,

You can absolutely attach the site collection created when you create a team in Teams (I always find that really awkward to say) to a Hub site.  When the site collection is created by Teams, it also creates a 365 Group and it is really the 365 Group that handles the "plumbing".  Does that address your issue?

No problem! ��