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Imagine you’ve just been given the directive to “manage our stuff in O365 so we can minimize our storage, and actually find things”. Kind of open ended, right? What do they mean by “stuff”? What about “manage”? Maybe they are more specific and tell you the organization needs to be able to manage e-mail and apply legal discovery holds. What do these terms actually mean, and how can we go about implementing a solution to address them?
What we’re actually talking about is records and content management. Knowledge of this field is a spectrum; on one end is me several years ago where I, only slightly jokingly, thought a record was like a really big CD. On the other end may be actual record managers who know everything there is about managing records’ lifecycles and disposition. However, what this doesn’t include is knowledge of the tools available to accomplish your particular set of requirements (both explicit and implied), and how to go about implementing and using them to address your goals. In short, we don’t know what we don’t know.
O365 is a great platform that can do some really useful things. Given enough time and money we can configure or customize it to do just about anything we want. However, think about the time and monetary investment that would require – if the wheel has already been designed and built, why take the time to build your own, especially if the builders of that wheel have multiple kinds that you may be able to take advantage of? This is the real point– does O365 really do what you need it to, right out of the gate? It’s possible, but I think unlikely if you’re an Enterprise-sized organization. Gimmal products provide 59 records management capabilities, of those O365 only does 14, a few of them in a limited manner.
“Ok, but so what? I only need to get rid of documents once they reach a certain age!” you might be thinking. A valid question. I would ask you to think about a few things, lest you think that is the only question you need to answer:
Ultimately, the only way to know if O365 alone is sufficient is by asking these questions and analyzing what the implementation of your requirements actually entails. The risk of discovering too late that you are missing a critical tool because you didn’t think beyond the “good enough” stage is too high to be dismissed.
For a more detailed analysis of the robust records management capabilities Gimmal can add to O365, contact a Gimmal representative for a customized demo.