SharePoint Records Management Training Course

Did you know that organizations are now using Microsoft 365 records capabilities to migrate legacy EDRMS platforms into SharePoint Online with automated rules for classification and retention, apply unified retention labels across Exchange, OneDrive, Teams, and SharePoint so important records cannot be deleted during their lifecycle, and run SharePoint as a centralized document and records hub behind Teams to control construction and municipal project documents with workflows and retention aligned to legal requirements?

The SharePoint Records Management Training Course covers introduction to Office 365 and SharePoint including how SharePoint integrates with Teams, OneDrive and Exchange, creating sites with proper alignment to records management requirements, creating and managing modern and classic web pages, working with apps including metadata for better organization and maintaining audit trails, building processes with Flow and PowerApps for automating document approvals and applying retention labels automatically, customizing security with Azure AD groups and sensitivity labels, using search with metadata filters and retention status, and enterprise content management including building file plans, applying retention labels to content types, routing documents automatically, declaring records in place, and enforcing deletion restrictions. Participants learn to create content types and deploy them enterprise-wide, configure content-type hub and managed metadata service, apply information management policies, configure record centers and content organizers, enforce audit logging for records, and meet regulatory requirements through structured lifecycle controls.​

Real-world cases show how a government archive organization migrated from an Objective EDRMS to SharePoint Online using a Compliant Migration as a Service (CMaaS) approach, reusing its existing file plan and classification scheme in the new environment, with the project combining SharePoint Online with Records365 rules and automation allowing the rules engine to understand record context from source systems and match data with compliance policies to automate records classification and retention.

Studies also show that an organization processing large volumes of sensitive personal data used Microsoft 365 to introduce data classification and retention across mailboxes, OneDrive, Teams, and SharePoint, with a governance steering group defining sensitivity and retention labels, piloting them with selected users, then rolling them out organization-wide ensuring important records could not be deleted during their retention period.

Take charge of your records management expertise. Enroll now in the Rcademy SharePoint Records Management Training Course to master the configuration skills that drive compliant information governance.

Who Should Attend?

The SharePoint Records Management Training Course by Rcademy is ideal for:

• Records managers and compliance officers
• IT workers implementing records management solutions
• Content managers overseeing information storage
• Receptionists and front desk officers
• Supervisors managing concurrent projects
• Top managers making decisions based on records
• SharePoint administrators and power users
• Information governance specialists
• Document controllers and archivists
• Legal and compliance professionals
• Business analysts supporting governance projects
• Change management professionals
• Anyone working with SharePoint seeking advanced knowledge

What are the Training Goals?

The main objectives of the SharePoint Records Management Training Course are to enable professionals to:

• Recognise the critical nature of record-keeping and the primary record-keeping duties of any organisation or institution.
• Distinguish what constitutes a state record from what does not and how to categorise records properly.
• Recognise when records should be generated, maintained, and managed, as well as when they may be properly erased or destroyed.
• Recognise the critical record-keeping legislation and requirements applicable to various organisations.
• Convert your record-keeping requirements to SharePoint for optimal utilisation.
• Create and configure a SharePoint records management system to suit the needs of the organisation.
• Utilise content types to organise and manage record information systems.
• Automate record organisation using the content organiser.
• Familiarise all required employees with the utilisation of SharePoint as a content management software.

How Will This Training Course Be Presented?

At Rcademy, the extensive focus is laid on the relevance of the training content to the audience. Thus, content is reviewed and customised as per the professional backgrounds of the audience.

The training framework includes:

• Expert-led lectures by SharePoint and records management professionals using audio-visual sessions
• Hands-on exercises with SharePoint site creation, library configuration, and content type deployment
• Interactive workshops for building file plans, configuring retention labels, and implementing workflows
• Case studies covering government archive migration to SharePoint Online, Microsoft 365 information governance implementation, and Town of Bluffton document management system
• Practical labs for Flow and PowerApps process automation, security customization, and enterprise content management

The theoretical part of training is delivered by an experienced professional from the relevant domain, using audio-visual presentations. This records management-focused approach ensures professionals translate theory into practical workflows through SharePoint configuration, retention policy implementation, and governance process design.​

This comprehensive certification model ensures participants gain both SharePoint records management fundamentals and hands-on proficiency to immediately apply configuration expertise in records management, compliance, IT administration, and information governance roles.​

Register now to experience a rigorous, hands-on learning journey designed to equip you for leading SharePoint records management, information governance, and compliance initiatives.

Course Syllabus

Module 1: Introduction to SharePoint

Introduction to Office 365 and SharePoint:

• How does Office 365 work?
• SharePoint foundation
• SharePoint server
• SharePoint operation
• One Drive
• How SharePoint integrates with Teams, OneDrive and Exchange
• Understanding the Microsoft 365 ecosystem

Ownership and Access:

• Signing in
• Record management
• Settings
• Using app launcher
• Understanding site hierarchy and permissions
• User roles and access levels

Module 2: Creating Sites

Planning Sites:

• Office 365 usage
• Web addresses
• Aligning site structure with organizational needs
• Planning for records management requirements

Site Collections:

• Creating a new site
• Team site navigation
• Choosing between team sites and communication sites
• Site purpose and audience considerations

Site Contents:

• User interface
• Classic content
• Modern content

Creating Subsites:

• Adding and deleting subsites

Site templates:

• Applying themes
• Building navigations

Module 3: Creating and Managing Web Pages

• Different types of pages

Modern SharePoint pages:

• News and site pages
• Web parts
• Saving pages
• Publishing pages
• Sharing pages
• Deleting pages
• Communication sites
• Mobile-friendly design features

Classic SharePoint pages:

• Using classic team sites pages
• Differences from modern pages
• When to use classic vs modern pages

Module 4: Working with Apps

• Introduction to Apps
• Marketplace apps

Adding apps to sites:

• Creating and managing columns
• Public views
• Private views
• Using metadata for better organization

Managing apps:

• Content approval
• Versioning
• Setting documents
• Maintaining audit trails
• Preventing accidental deletions

Working with library files:

• Creating files
• Uploading files
• Editing files
• Viewing files
• Co-authoring
• Real-time collaboration features

Folders:

• File commands
• Recycle bin
• Organizing with metadata vs folders

Integration Options:

• User interface integration
• Event integration
• Logic integration
• Data integration

Module 5: Processes Building with Flow and PowerApps

• Introduction to business processes

Designing processes:

• Classic tools for designing processes
• Designing a classic workflow
• Testing workflow

Flow in SharePoint:

• Designing flow
• Publishing flow
• Automating document approvals
• Applying retention labels automatically

PowerApps in SharePoint:

• Enhancing data capture
• Testing flow and PowerApps
• Custom forms for metadata capture
• Enforcing data quality at upload

Module 6: Customising Security

Introduction to customizing security:

• Office 365 group access
• Updating group security
• Private sites
• Public sites
• Using Azure AD groups

Site access requests:

• Sharing sites
• Sharing files
• Removing user
• Controlling external sharing

Customising SharePoint security:

• Creating permission levels and groups
• Security practices
• Permission inheritance
• Applying sensitivity labels
• Documenting unique permissions

Module 7: Using the Search

Introduction to SharePoint search:

• Folder search
• Library search
• Site search

Search results:

• Search tips
• Classic Search
• Promoted results
• Using metadata filters
• Refining search results
• Searching by retention status
• Delve

Module 8: Enterprise Content Management

Introduction to content types:

• Creating content types
• Managing content types
• Deploying content types

Content types in Apps:

• Content-type hub
• Managed metadata service
• Publishing enterprise-wide content types
• Ensuring consistent metadata

Information management policies:

• Record centre
• Records management
• Content organiser
• Building a file plan
• Applying retention labels to content types
• Routing documents automatically
• Declaring records in place
• Enforcing deletion restrictions
• Audit logging for records
• Meeting regulatory requirements

Training Impact

The impact of SharePoint Records Management training is visible in how organizations achieve stronger compliance and audit readiness with reduced risk, build future-ready scalability and structured information governance, and support secure collaboration with proper access controls.​

Government Archive – Compliant Migration and Automated Records Control in SharePoint Online

Implementation: A government archive organization, serving as the official archive and publisher for their government holding official records and custodians of nationally significant documents, migrated from an Objective EDRMS to SharePoint Online using a Compliant Migration as a Service (CMaaS) approach, reusing its existing file plan and classification scheme in the new environment. The organization identified four main requirements for the solution: compliant migration from Objective to SharePoint, compliance with Records Management Legislation, cloud-based deployment in line with Government Digital Service (GDS) best practice and the organization’s IT Strategy, and improved end-user experience ensuring user adoption and productivity efficiency. The first stage of delivery involved migration from Objective to SharePoint Online through the RecordPoint delivered Compliant Migration as a Service, and because the government archive organization had done great work in maintaining their existing file plan, the migration to SharePoint made use of the existing work done in their Objective environment. The project combined SharePoint Online with Records365 rules and automation, allowing the rules engine to understand record context from source systems and match data with compliance policies to automate records classification and retention, while visual dashboards and advanced search provided oversight of all records actions.​

Results: As the organization matures with Office 365, this architecture will centrally manage records not only in SharePoint but also in Microsoft Teams, Groups, and Exchange, demonstrating how a SharePoint-based records management solution can meet stringent public-sector compliance requirements. Records365 is designed to be compliant with European Standards, ISO15489, ISO16175, and more, offering the ideal platform for public sector organizations to address their modernization and legacy sunset challenges on a single platform. Fine-grained records management controls are surfaced via a set of visual records management dashboards and advanced search capabilities ensuring compliance with the desired records management policies and business outcomes. The Records365 modern user interface makes it easy for organization staff to use and adopt, with features that seamlessly control and automate the records management lifecycle, making it easier for end users to be more efficient and empowering staff to be more collaborative and productive while ensuring the accuracy and integrity of their data. The organization achieved projected savings of up to 60% annually for a modern EDRMS solution, with the Project Sponsor stating “RecordPoint was the only provider that met all of our criteria. It is great to work with a vendor that can deliver a compliant lift and shift migration, and after that save us 60% annually for a modern EDRMS solution”.​

Information Governance with Microsoft 365 – Labels, Classification, and Retention Across Workloads

Implementation: An information governance case study describes how an organization processing large volumes of sensitive personal data, including employee data, data on third party contractors, as well as data on business partners and board members, used Microsoft 365 to introduce data classification and retention across mailboxes, OneDrive, Teams, and SharePoint. The organization had two key requirements for Microsoft 365 content: data classification and data retention, needing to ensure they could identify when information was intended for internal or external use, or if information was particularly sensitive from a personal or organizational perspective, while also wanting to ensure documents and emails were kept as long as required, but no longer. Yoko:10 discussed requirements, advised on the tools needed, and helped develop an awareness of the Information Governance capabilities within Microsoft 365, agreeing that Microsoft’s new “Unified Labelling” solution would provide all required functionality and meet all identified requirements. Sensitivity labels would be created and published to all employees, allowing them to classify all emails and documents, while retention labels would be created and published to all employee mailboxes, OneDrive sites and Microsoft Teams, with each retention label having a specified retention period during which time the information could not be deleted, and after which time the information would be automatically removed from Microsoft 365.​

Results: A governance steering group was established to align with the project, and yoko:10 worked with the client to define a classification scheme that would be simple to use, but broad enough to classify all the types of information they managed, with individual label settings confirmed and configured, including the automatic application of headers/watermarks and advanced Outlook features such as blocking external email recipients when sending confidential information. Members of the clients’ information governance steering group completed a short pilot, with feedback being reviewed and configuration being amended where necessary, before communications and guidance were prepared and shared with the organization via a Teams meeting. Departments were tasked with identifying information assets including associated retention periods for each, with the final list of assets reviewed and rationalized, resulting in a set of retention labels being agreed, before publishing labels to all Office 365 locations (mailboxes, Teams and SharePoint) with meetings held with each department to explain data retention, why the project was happening, what it meant for them, what their responsibilities would be and how labels would be applied to folders, files and emails. Yoko:10’s client gained greater control over information that was shared internally and externally and how long that information was kept, able to avoid the accidental deletion of files which needed to be retained, with confidence that information was correct when responding to subject access enquiries and freedom of information requests and able to show physical evidence of compliance rather than relying on policy and testimony. The inclusion of pop-up alerts and classification headers in emails and documents resulted in greater awareness about the principles of data protection.​

Town of Bluffton – SharePoint as Central Document and Records Hub

Implementation: The Town of Bluffton rolled out SharePoint as its central Document Management System, fully integrated with Microsoft Teams, to manage the large volume of documents generated during the lifecycle of construction and municipal projects. The Town of Bluffton, incorporated in 1852 in Beaufort County, South Carolina, serves a daily population of more than 40,000-50,000 when tourists and visitors are included, and lacked a centralized document management solution due to which years’ worth of existing data had become unmanageable, with departments grown agitated with the time consumed in navigating and locating required customer data as the absence of a DMS made it inaccessible. To manage the considerable number of documents used during the life cycle of construction projects, the Town needed to convert them into a user-friendly digital archive that could be searched, retrieved, and shared, while maintaining proper workflows so that all documents were handled in accordance with legal retention guidelines. Communication Square’s team decided to implement a SharePoint as Document Management System for secure storage of the town’s data in the cloud, starting by creating their DMS and sites for the various departments within to manage their documentation.​

Results: The solution implemented automated workflows to read text inside scanned documents (OCR) and approval workflows based on business requirements, with all metadata of the documents preserved and the system fully capable of generating user-based as well as security-based alerts. The Town provided various rules and workflows that needed to be configured, defining the way of structuring and searching documents across the storage, with the team applying these rules in organizing documents into libraries and folders and searching them by metadata. Documents were aligned with retention in accordance with legal guidelines so that documents could be searched, retrieved, shared, and handled in accordance with records policies, with metadata preserved and user- and security-based alerts generated as needed. The SharePoint based Document Management has become the central repository for the Town’s employees, used to save documents, share quick information and save time, helping the Town improve collaboration to a great extent. This real-world case shows how a properly configured SharePoint-based system supports the same goals as this training course: centralizing records, enforcing lifecycle controls, and enabling secure, efficient access for staff across the organization.​

Be inspired by how organizations automate records, cut costs, and ensure compliance with SharePoint. Join the Rcademy SharePoint Records Management Training Course to gain the configuration skills that secure collaboration and drive regulatory compliance.