Microsoft 365 Records Management for Indiana State Government

Questions and Answers

What is the primary purpose of placing a hold on the mailboxes of certain Active Directory accounts?

To maintain permanent records for eventual transfer to the Indiana Archives (correct)

To provide advanced technological solutions for records management

To ensure timely disposal of permanent records

To demonstrate the effectiveness of a G3 tenant model

What is the main benefit of the Teams records management guidance developed by IARA's Records and Information Management team?

It relies heavily on vendors like AvePoint for implementation

It requires a G5 license to implement

It is easy to understand and achievable by anyone, regardless of their records management or technological background (correct)

It is only applicable to advanced records management practitioners

What is the significance of the GRADM record series on the General Retention Schedule for All State of Indiana Agencies?

It covers temporary records of low-level government employees

It is a new record series introduced by the State Personnel Department

It is exclusively used for records management in the Indiana Archives

It pertains to permanent records of policy and decision makers, such as agency heads and elected officials (correct)

What is a crucial lesson learned from Indiana's experience with the joint project?

A combination of guidance and user education can lead to positive outcomes Signup and view all the answers

What was the ultimate goal of IARA's Records and Information Management team?

To provide guidance that is easy to understand and achievable by anyone Signup and view all the answers

What is a limitation of Indiana's approach to records management?

It cannot take advantage of more advanced options due to the G3 tenant model Signup and view all the answers

What is the role of the State Personnel Department (SPD) in the joint project?

To identify job codes that pertain to the GRADM record series Signup and view all the answers

What is the significance of the list of SPD job codes developed by the joint project?

It identifies job codes that pertain to the GRADM record series Signup and view all the answers

What was the initial approach of the IARA Records Management team for records management in M365?

Developing a 'one size fits all' solution for all 130+ State agencies Signup and view all the answers

Why did the IARA Records Management team base the labels on the General Retention Schedule for All State of Indiana Agencies?

Because it features prominently in IARA records management policies, guidance, and advice Signup and view all the answers

What was the main reason the IARA Records Management team developed the Teams Types approach?

Because the initial approach did not gain traction with IOT Signup and view all the answers

What is the main characteristic of an Administrative Team in the Teams Types approach?

It is used to distribute day-to-day operations information Signup and view all the answers

What is the recommended Records Management requirement for an Executive Team in the Teams Types approach?

Turn conversations off or limited use Signup and view all the answers

What is the purpose of the Teams Types approach?

To help people think through the kinds of records each Team may have Signup and view all the answers

What is the recommended lifespan of an Administrative Team in the Teams Types approach?

0-6 months or 2 months-2 years Signup and view all the answers

What is the purpose of developing a Capstone approach towards collecting email mailboxes?

To implement a records management solution Signup and view all the answers

Why did the IARA Records Management team not implement the initial records management labels?

Because they did not gain traction with IOT Signup and view all the answers

What is the main limitation of Indiana's G3 license?

It does not allow for advanced labeling Signup and view all the answers

What was the primary goal of the WorkSmart 365 Champions program launched by the Indiana Office of Technology?

To drive statewide adoption of M365 products Signup and view all the answers

Which event was the true catalyst for increased use of Microsoft Teams in Indiana State government?

The COVID-19 pandemic Signup and view all the answers

What percentage increase was observed in Teams conversations between February and March 2020?

427% Signup and view all the answers

What was a significant challenge faced by the Indiana Archives and Records Administration (IARA) regarding records management?

Lack of record management guidance Signup and view all the answers

Which organization collaborated with the Indiana Office of Technology to enhance information governance for M365 products?

AvePoint Signup and view all the answers

What critical step did the IARA Records Management team take to address their challenges?

Attended meetings between Microsoft and IOT Signup and view all the answers

What was the increase in Teams calls during the rapid adoption phase in early 2020?

4,387% Signup and view all the answers

What role did Carpool play in the efforts to increase M365 adoption?

Helped create a user campaign for adoption Signup and view all the answers

Study Notes

Background of M365 in Indiana

Microsoft 365 (M365) implemented in Indiana State government in 2016.
Initial adoption by State agencies was slow; minimal usage recorded.
2019 saw the launch of WorkSmart 365 Champions program to boost M365 product usage, particularly Teams and SharePoint Online.
Significant adoption surge due to COVID-19, with remote work mandates.

Usage Statistics During COVID-19

February to March saw a:
- 427% increase in Teams conversations.
- 514% increase in Teams chats.
- 4,387% increase in Teams calls.
- 2,464% increase in Teams meetings.

Challenges and Initial Steps for Records Management

Lack of information governance and records management guidance for Teams.
IARA Records Management team prioritized stakeholder engagement with Microsoft and IOT.
Attended meetings with Microsoft and AvePoint to explore governance solutions tailored for Indiana.
Engaged with another vendor, Carpool, for user adoption campaign, which was never executed.
A single tenant was used for 130+ State agencies, requiring a “one size fits all” records management solution.
Indiana utilized a G3 license, limiting access to advanced records management features.

Development of Records Management Labels

Initial creation of broad tenant-level records management labels focusing on SharePoint capabilities, with hopes for Teams applicability.
Labels based on the General Retention Schedule emphasizing:
- Established IARA policies and guidance.
- Employee familiarity with the retention schedule.
- Differentiation between permanent (GRADM-3) and non-permanent (GRADM-4) records.

Current State and New Strategies

Efforts to implement broad labels were unsuccessful; response included developing a user-friendly solution called Teams Types.
Teams Types categories:
- Administrative: for day-to-day operations.
- Collaborative: project-focused teams.
- Executive: leadership-oriented discussions.
Tied Teams Types to IOT’s Teams lifespans for better records management.

Records Management Guidelines for Teams Types

Administrative Teams:
- Lifespan: 0-6 months, 2 months-2 years, or indefinite.
- Require off conversations, file clean-ups, and copies of originals saved elsewhere.
Collaborative Teams:
- Lifespan: 0-6 months or 2 months-2 years.
- Conversations on but important decisions outside documented; includes working drafts for later storage.
Executive Teams:
- Lifespan: 2 months-2 years or indefinite.
- Limited conversations; files must be copies or drafts; assume long retention for most files.

Capstone Approach for Email Management

Collaboration on a Capstone project to manage email mailboxes.
Created a list of job codes for permanent record classification.
Active Directory mailboxes related to permanent roles are retained, allowing timely disposal of non-permanent mailboxes.

Lessons Learned and Conclusions

Experience highlighted challenges of a single G3 tenant across diverse agencies.
Emphasized the importance of accessible guidance and user education amidst technological advances.
Aimed to create records management guidance that is straightforward and can be universally applied.
Developed practical Teams records management strategies that require no additional technology or funding.

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Description

Learn how Indiana State government agencies adopted Microsoft 365 for records management and information governance. Discover the challenges and successes of implementing M365 for records and information management.