SharePoint Records Management Training Course

Why select this training course?

Do you have questions like, what is SharePoint? Or what function does SharePoint perform? SharePoint refers to a records management system offered by Microsoft Office suites. It is widely accepted as one of the fastest management systems for saving documents. As you know, documents form an integral part of an organisation’s structure. Therefore, it is essential for all organisations seeking to progress in this digital age to employ the best tools available to manage documents effectively. SharePoint Records Management ensures and protects content consistency and data updates while restricting access to stored data to only authorised users. Most importantly, it ensures that data cannot be altered or deleted without a legitimate order. Furthermore, with SharePoint, it is easy to revoke access at anytime.

Also, SharePoint allows a seamless and smooth operation in the workplace. The record management system supports effective employee collaboration and provides a content management system. SharePoint Records Management System helps employees access files easily, makes sharing files easier in the workplace, prevents breach or loss of files, and enables employees to access documents even with their mobile phones, amongst other reasons.

Can SharePoint do records management? 

SharePoint can prepare, organise, keep, share, and transfer relevant records and information to the record archive. It allows for easy information access as well.

What is a SharePoint file plan?

SharePoint File Plan is a primary planning document for records management in the SharePoint system. It identifies and describes what items an organisation allows to be recorded and where it is classified or categorised.

Records Management Training . The training will harness the potential of an organisation’s content and record management system.

Who should attend?

The SharePoint Records Management Training Course by Rcademy considers that the participants will have different levels of exposure to handling record management systems, particularly the SharePoint record management system. As a result, the course is curated for a wide audience, including those who already have knowledge of the system and want to advance.

The following set of people can attend the SharePoint Record Management training course:

• Records managers and compliance officers:responsible for categorising and managing the organisation’s records
• IT workers:tasked with implementing solutions that assist records management efficiently
• Content managers:who determine where organisational information is stored and ensure that their teams adhere to records management best practices
• Receptionists or front desk officers:who manage different schedules and activities in the organisation
• Supervisors:in charge of different projects and content running concurrently in the organisation
• Top managers:who make decisions based on the current trend of projects and records available at the moment
• Any other personnel or employee: who works with SharePoint and wants to advance knowledge of its operations

What are the course objectives?

At the end of The SharePoint Records Management Training Course by Rcademy, the following objectives will be achieved:

• 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 course be presented?

This training course relies majorly on a practical approach; the endpoint of the teaching is to enable participants to gain new and improved knowledge about using SharePoint. Therefore, the content of the course is delivered using easy and understandable methodologies that ensure the main information is well communicated to the learners.

The SharePoint Management course is taught by experts and professionals who are versatile in using and managing the record management system. The course is also constantly improved based on the interaction and feedback from the course participants.

The course allows learners to experience a hands-on interface with the record management system. There is a proper transitioning of knowledge to solid skills that can be optimally utilised in the workplace. Practical examples and illustrations are considered a core component of the course for the benefit of learners.

What are the topics covered in this course?

Module 1: Introduction to SharePoint

• Introduction to Office 365 and SharePoint:
  – How does Office 365 work?
  – SharePoint foundation
  – SharePoint server
  – SharePoint operation
  – One Drive
• Ownership and Access:
  – Signing in
  – Record management
  – Settings
  – Using app launcher

Module 2: Creating Sites

• Planning Sites:
  – Office 365 usage
  – Web addresses
• Site Collections:
  – Creating a new site
  – Team site navigation
• 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
• Classic SharePoint pages:
  – Using classic team sites pages
  – Differences from modern pages

Module 4: Working with Apps 

• Introduction to Apps
• Marketplace apps
• Adding apps to sites:
  – Creating and managing columns
  – Public views
  – Private views
• Managing apps:
  – Content approval
  – Versioning
  – Setting documents
• ­ Working with library files:
  – Creating files
  – Uploading files
  – Editing files
  – Viewing files
  – Co-authoring
• Folders:
  – File commands
  – Recycle bin
• 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
• PowerApps in SharePoint:
  – Enhancing data capture
  – Testing flow and PowerApps

Module 6: Customising Security

• Introduction to customizing security:
  – Office 365 group access
  – Updating group security
  – Private sites
  – Public sites
• Site access requests:
  – Sharing sites
  – Sharing files
  – Removing user
• Customising SharePoint security:
  – Creating permission levels and groups
  – Security practices

Module 7: Using the Search 

• Introduction to SharePoint search:
  – Folder search
  – Library search
  – Site search
• Search results:
  – Search tips
  – Classic Search
  – Promoted results
• 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
• Information management policies:
  – Record centre
  – Records management
  – Content organiser