publication of the International Legal Technology Association
Issue link: https://epubs.iltanet.org/i/914682
OFFICE 365 Using Office 365 as Legal DMS 33 WWW.ILTANET.ORG | ILTA WHITE PAPER » Features to be activated on the Group SharePoint site like document ID service » Page design: Do you want a custom design for the webpage, logos, feeds, etc.? » Metadata fields: Which do you want on the document library/ies, and how are they assigned? » Doclib configuration questions like versioning (minor/major) » Doclib design questions for default folders, including names and properties, etc. » Maer site page: Views, column view seings, filters, etc. » Security: Owners, members, external users, etc. » Determination of designs: Define multiple designs by maer type? By tackling the questions above and ensuring that your provisioning service can deploy the components in an automated and consistent way, you will be in great shape. Once provisioning is tackled, pulling the relevant data fields from your financial practice management system will make the process smooth and easy to manage. Group maers will be efficiency and compliance dreams, allowing end users to work in many ways (desktop, web, OneDrive, OneNote, Outlook, Word, planner, calendar, mailbox, conversations/ chat) and the firm to rest easy knowing compliance and security issues are met. From Design and Deployment to Production - Migration to Office 365 Groups Aer provisioning, firms must determine what to migrate to the Office 365 environment. Any data can be migrated to the cloud, whether it is stored on a file share or a legacy DMS system. At this stage, firms have an opportunity here to lighten the load and leave archived or older maer content behind to, store locally for access when desired. Most commonly firms with a file share opt to only migrate active maers. Firms with a legacy DMS choose to migrate everything. For either scenario, pay aention to the following for a smoother migration: » Forbidden characters in SharePoint » Path length support limits » Forbidden file or folder names (the most common issue) » Invalid or blocked file types » Item size, as it is limited When migrating from a database-driven DMS system, watch for 0 byte documents (oen broken/corrupt files). These items will not migrate as SharePoint does not allow 0 byte documents. This could stop your migration tool because of the unsuccessful migration. Use a migration tool that "errors" and keeps on chugging or you may spend more time unclogging your source location of unallowable content than migrating.