Modern Records Management with SharePoint & Office 365:

Digital Transformation in Information Governance

1. Introduction

In today’s digital era, organizations must efficiently manage increasing volumes of information while ensuring compliance, security, and accessibility. SharePoint and Office 365 provide powerful platforms for modern records management and digital transformation.
The Modern Records Management Master Class equips participants with the knowledge and tools needed to implement effective electronic records management systems, streamline document workflows, strengthen governance policies, and lead organizational transition from paper-based to digital information ecosystems.
This course blends information governance best practices with hands-on experience in Microsoft SharePoint and Office 365 applications.

 

2. Training Objective

This master class aims to:

• Build comprehensive understanding of modern records and information management principles.
• Equip participants to design and implement SharePoint and Office 365-based records management systems.
• Improve skills in document control, metadata management, retention scheduling, and compliance.
• Strengthen capabilities in digital transformation, automation, workflow creation, and collaboration tools.
• Enhance knowledge of information security, privacy, and governance policies.
• Empower participants to support organizations in achieving efficient, reliable, and compliant digital records systems.

 

3. Targeted Group

This training is ideal for:

• Records managers and information officers
• Administrative officers and document controllers
• ICT officers, SharePoint administrators, and digital transformation teams
• Data governance and compliance professionals
• Archivists, librarians, and knowledge management officers
• Project managers and organizational development practitioners
• Anyone involved in information governance or digital records systems

 

4. Course Duration

• Total Duration: 8 modules delivered over 8 days, 4 weeks, or a customized corporate schedule
• Delivery Format: In-person, virtual, or hybrid practical sessions

 

5. Training Methodology

The programme uses a hands-on, practice-oriented approach, including:

• Expert-led presentations and demonstrations
• Live exercises on SharePoint and Office 365
• Case studies and real-world organizational examples
• Guided configuration sessions and workflow building
• Group discussions and problem-solving activities
• Templates and toolkits for immediate workplace application
• Practical assessment and applied project

 

6. Course Content

Module 1: Foundations of Modern Records & Information Governance

• Concepts and importance of records management
• Information lifecycle and digital transformation trends
• Governance models, standards (ISO 15489), and regulatory requirements
• Records risks and organizational responsibilities

 

Module 2: Introduction to SharePoint & Office 365 for Records Management

• Overview of SharePoint Online, Teams, OneDrive, and Office 365 ecosystem
• Navigation, architecture, and components
• Document libraries, lists, and site collections
• Integration across Microsoft 365 apps

 

Module 3: Designing Digital Records Systems with SharePoint

• Planning and structuring SharePoint sites for records
• Metadata, content types, and taxonomies
• Folder structures vs metadata-driven organization
• Customizing views and improving retrieval efficiency

 

Module 4: Document Control, Workflow Automation & Collaboration Tools

• Versioning and document control protocols
• Workflow creation using Power Automate
• Managing approvals, routing, and automated notifications
• Collaboration using Teams, OneDrive, and SharePoint

 

Module 5: Records Retention, Compliance & Information Security

• Retention schedules and disposition procedures
• Compliance center, retention labels, and sensitivity labels
• Legal holds and audit trails
• Privacy, confidentiality, and access control

 

Module 6: Enterprise Content Management & Advanced SharePoint Features

• Content management best practices
• Records centers and advanced library settings
• Using Power Apps to enhance records processes
• Integration with business applications

 

Module 7: Migration from Paper to Digital Systems

• Digitization strategies and capturing electronic records
• Scanning, indexing, and metadata tagging
• Change management for digital transformation
• Tools and techniques for legacy data migration

 

Module 8: Implementation Planning, Monitoring & Optimization

• Designing an organizational information governance framework
• Developing policies, SOPs, and workflow documentation
• Monitoring system performance and compliance audits
• Capstone Project: Designing a SharePoint-based records management solution

 

7. Expected Outcomes

Participants will be able to:

• Understand and apply modern records management and governance principles.
• Configure and manage SharePoint and Office 365 environments for effective records management.
• Implement metadata strategies, document control systems, and workflow automation.
• Strengthen organizational compliance, security, and regulatory adherence.
• Manage digitization, data migration, and change management projects.
• Produce scalable and sustainable digital information governance systems.
• Drive digital transformation initiatives in their organizations.

 

8. Certificate of Completion

Upon successful completion of all modules and the practical project, participants will receive a:

Certificate of Completion

Issued by: FOTADE Training, Research and Resource Development Centre

This certificate validates participants’ mastery in modern digital records management and demonstrates their ability to implement effective SharePoint and Office 365 information governance systems.