5 Practices for Information Management, Microsoft Teams


Microsoft Development Services

As the number of organizations using Microsoft Teams grows with Microsoft Development Services the question of how to properly manage the mass of user-generated information becomes more pressing. In a recent webinar, we detailed the basic steps needed to set up information management quickly and easily. The secret is to break down the problem into simple, immediately achievable operations!

You ask yourself the following questions about information management:

– What is information management?
– What are the difficulties of data management?
– How to transform information into a competitive advantage?
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Structuring your information guarantees you sustainable growth. Discover, 5 best practices for information management with Microsoft Teams .

1) Data mapping and understanding

The first step is to map and understand your information at a high level. Understanding the different types of collaborative domains that exist in your organization should help you better understand the particular information handled in each of them. The graphic below shows what such an analysis might look like:

2) Classification of information

The next step is to define the schema to use to describe your information. It can be a business classification scheme, a taxonomy or a classification scheme. This schema will ultimately come down to the terms you will use to catalog the information. Categorizing information will allow you to sort and organize it using tags making it easy to find and protect relevant data.

3) Definition of actions

Once you have clearly defined terms, you then need to associate them with results and actions. These can be single actions (eg destroy after 7 years) or more complex lifecycles (eg move to a new location, declare an item as an archival document and then destroy it).

In short, you are looking to map the journey of your information to make it easier to track.

This implies being able to transfer the terms and associated actions to the places where the relevant information will be recorded. It is at this point that you link your records management processes to your information architecture, ensuring that content is classified as it is entered and therefore immediately managed.

4) Optimization and Automation

Once your information is mapped, the next step is to automate the process . This automation makes it easier for end users to do the right thing. They have no desire to play the role of archival document managers. So try to set defaults and have the system offload traditional management tasks from users where possible.

5) Compliance and Integrity

Now that your information is mapped and automated, it’s up to you to monitor it . Use reports and audits to stay on top of your system (and make fixes and adjustments when necessary). It is at this stage that you can guarantee the integrity and authenticity of the archival documents.

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