Collaboration tools have been increasingly adopted over the past years and are becoming a central piece of any federated information and records management strategy.
If you are not managing the collaboration tools in your organization yet, we recommend you review your current record management strategy. Those sources are commonly used to store content used in decision making, and they represent business transactions. By not managing them, your organization is exposed to risk.
Is OneDrive for Business one of your organization’s collaboration tools? Then Records365 has a connector for you!
OneDrive for Business Connector
OneDrive for Business Connector is one of Records365’s off-the-shelf connectors that allow you to seamlessly manage all the content without interfering with the end-users’ daily tasks. With a single view and a centralized intelligent classification engine, Records365 gives you the visibility you need to the content locked in personal accounts in your organization.
Before you get started managing your OneDrive for Business corporate content, you will need to decide on your strategy for that content source. Specifically, are you planning to only manage content in high-risk accounts or to manage all the content?
To accommodate that, the OneDrive for Business Connector supports two main configuration modes:
- Opt-In: allows you to specify which accounts you want to have under management. This approach is particularly useful when you only want to manage content from high-risk profiles, g., CEO, CTO, CFO, etc.
- Opt-Out: allows you to put all your content under management by default and then only exclude low-risk profiles as required.
From the Records365 Connectors Gallery, you can quickly configure your OneDrive for Business Connector. Once you are ready to start managing OneDrive content, configure the options, enable the connector and the setup is complete.
Managing OneDrive for Business Content Through its Lifecycle
Once the connector is enabled you are ready to start managing OneDrive content as records. There are three stages to the content lifecycle:
Let’s look at how Records365 can enable the content lifecycle in OneDrive for Business.
1. Capture Your Data
Once the connector is enabled, records will start being submitted every time content is created or modified directly in OneDrive for Business. There is no need for manual intervention; the connector behind the scenes is monitoring the accounts under management, and it will capture any interactions with the content including the audit logs directly from the content source.
2. Retain Your Information
As the content flows through the Records365 intelligent classification engine, the record is categorized, a new version is created, and an internal audit event is logged.
Because Records365 uses a federated approach, where your content can be managed in a centralized way regardless of where it lives, you can leverage all the powerful record management capabilities to perform actions like:
- Browse all your content in OneDrive for Business, including their history and audit logs
- Create powerful advanced search queries
- Put content on hold
- Re-categorize content due to legislation changes or content that was not initially categorized
- Get insights about your OneDrive for Business content using Power BI
This content is managed in-place so users can still use it in their daily tasks and move it around other folders within their account. In the background, Records365 guarantees the integrity and protection of the record.
Users can also delete content from their OneDrive accounts if needed. In this case, the OneDrive for Business Connector submits a copy of the binary’s latest version into Records365 to ensure that the record is managed until it is due for disposal.
This is also the case when an employee leaves the organization, and their OneDrive for Business account is deleted. Even in this scenario, records managers can rest assured that the content will be under management as per their corporate retention policy.
3. Dispose Your Content
Once the content has reached the disposal due date, content from OneDrive for Business will be shown as ready to be disposed of in the Records365 disposal view. Content from OneDrive can be disposed of together with content from any other source being managed by Records365, such as SharePoint and Box.
This makes the process of disposing of content simple without requiring different processes for each content source. All the complexity of how to handle the specifics of permanently disposing of records in each source is managed behind the scenes by each Records365 connector.
Once the disposal request is approved, the content is permanently deleted directly in OneDrive for Business. Records365 keeps a stub of the record’s metadata and its audit logs as a disposal certificate for future reference.
How Do I Get Started?
OneDrive for Business makes it easy to share and work together on your files, while the Records365 OneDrive for Business Connector provides records administrators and those responsible for compliance the confidence that all records management and regulatory requirements are met.
Get a personalized demo below and learn more about our OneDrive for Business Connector. Or simply go to your Records365 Connectors Gallery and start unlocking compliance in your OneDrive for Business today! Our product documentation will help you get started in setting up and connecting your OneDrive for Business Connector.