Document Retention & Tracking

browncoat09 · 2024-01-05T16:27:54.000Z

Hello All,

My company is currently using a 3rd Party cloud solution for document retention & tracking(knowing who is making changes to which document and when) Tracking is the bigger issue for us as we do not fall under too much compliance for retention. We are not to impressed with it and I am looking for alternatives. Company is a Micrsoft 365 shop and I think I can use Sharepoint to accomplish much if not all of what the 3rd party provides.

I would appreciate any insights or opinions on what you guys use to handle this. Thank you for your time

zeeb44 · 2024-01-05T17:09:19.000Z

What is the current software you are using? And where are all the files stored for the company? On the cloud in the company’s one drive in office 365 or are they on a local server?

browncoat09 · 2024-01-05T17:42:21.000Z

Currently using Ideagen Quality Management. The files are stored on their cloud.

rgemaster · 2024-01-09T13:38:30.000Z

You can use a document site in sharepoint, a small amount of customisation, enable file versioning and then you can also configure workflows to deal with approving document publishing.

I did it before and it got accredited with an ISO27001 certification w ith our auditor. Took around a week to get exactly how the business wanted.

browncoat09 · 2024-01-09T14:00:41.000Z

@rgemaster Thank you for your input. That’s exactly what I wanted to know. Would you be willing/able to share the particulars of the customization you used?

rgemaster · 2024-01-09T14:11:06.000Z

Hey ya

Sure sure, so firstly arrange the versioning

support.microsoft.com

Enable and configure versioning for a list or library - Microsoft Support

Learn how to enable versioning on lists and libraries to track and manage information as it evolves. View and recover earlier versions and track both major and minor versions of a file.

Then do the document control (When it needs reviewing and updating)

https://answers.microsoft.com/en-us/msoffice/forum/all/in-sharepoint-document-sets-datetime-type-metadata/4ea2a960-0643-4c99-aa19-4202a133e17c

Or

This one shows you how to do document expiry alerts

You can also make it email people, send teams messages and flag documents with a red background when they need reviewing.

Also, when you upload all your files from your existing platform, you can take the file path within your current platform and transpose that over your sharepoint document library by using powershell.PNP.Sharepoint.

Let me know if you need a hand with that too!

Thanks
RGE.