Early Look: Enterprise Content Management updates in SharePoint



– Coming up, I'll show
you how we're enabling the new world of content services that delivers new modes of management and content experiences in the Cloud. In the past, enterprise content management typically comprised a document warehouse. However, availability and performance could be inconsistent. SharePoint goes beyond storage, offering content services
with a holistic approach to globally available capabilities such as multilayered encryption at rest, indexing, intelligences by the
Microsoft graph and more. IT lead controls for access,
retention, and security, as well as user capability
such as sharing, co-authoring, and discovery of content. SharePoint is, in fact, the backbone content
services layer in Office 365, offering a consistent backend to store and optimize your files. Where this becomes powerful
is in how we are able to automate the scaling of capacity
for your document libraries and the application of metadata
and policy for compliance, while continually
driving down the time for file discovery and search. This unlocks integrated
content experiences throughout Office and across your
devices, let's take a look. First, although SharePoint
online is built on the foundations of SharePoint server, it has much greater capacity. A SharePoint tenant can now
contain files up to 15 gigabytes in size and up to 30 trillion documents. We also improve how we
automatically optimize large sets of data so you don't have to think about it. Here, we have a document library with 6,000 items in it, as you can see. Anytime I sort one of these columns, such as location or review date, the system will automatically
create an index per action on the fly so that the
administrator doesn't have to tune the library for you. Indexes are created based
on user activity such as creating views or custom sorts and the indexes will stay in
place to optimize your user experiences all the
way on up to the full capacity of the library. Those indexes also make filtering data simpler for everyday use. Here, I'm looking at the filters pane and you can see that SharePoint
has automatically selected the most common columns for me. I can instantly drill into
really large data sets and you'll see as I scroll down, SharePoint just continues to grab more and more data for me on the fly. No more sad ice cream
cones, it just works. SharePoint's more than just
a place to store documents. We use custom metadata to
enrich document libraries. Metadata columns can track
information like document status, a review date, or
project name for example. Keeping the metadata
up to date is no longer a painful process with
our new Attention Views. Here, I notice in the command
bar a red indicator telling me I might want to pay
more attention to some of the files on this library. By selecting the Attention View, I automatically spotlight
the documents that require a missing value. I can select multiple
documents at the same time. SharePoint also allows me to bulk upload multiple documents at the same time. Here, I'm dragging and
dropping a series of tax related documents
into my legal library. You can see by selecting all
the newly uploaded documents, I can easily update metadata
for the uploaded documents as easily as I did before. You'll see one of these
metadata columns allows me to classify the document
for compliance purposes. Let's apply this label here and take a look at how that works. Before we can assign labels, we need to define and publish
them using the Office 365 security and compliance center. You'll find labels here in
the classification section. Here, I'll set up a new
label for legal contracts. After I've given it a name, I can optionally add a description for administrators or users. Now I'm gonna identify this label is gonna be used to enforce retention. Retention is based on the
period of time for a document. Let's say we want this to
fire 10 years after the document was originally created. At the end of that period, we can force it to
automatically be deleted or have people take a look at it to determine what to do with the document. We'll say the document will
be automatically deleted and that timing can be based on
when the document was first created, when it was modified or labeled, or based on an external event such as the expiration of a contract. Finally, I can specify that
this label can be used to classify this content as a record, marking it as an unchangeable document, enforcing policy to prevent edits while the document is being retained. Once I create this label,
I can then choose where to publish this label to exchange mailboxes, to SharePoint sites, OneDrive accounts, or other parts of Office 365 groups. After I publish the label, users can choose it as
you've seen directly from inside the document library. Labels can be automatically
applied based on key words in the document or
sensitive information types. Here, I'm choosing among PII,
medical and healthcare tests, financial records, or I
can choose my own custom fingerprints to identify
documents that I wanna manage with retention and record labels. Now I'm going to apply the
policy for this, and again, I get to choose locations
that will receive the policy. That was quick tour of new
enterprise content management capabilities in SharePoint,
spanning capacity, simple metadata tagging, and
new labels for data governance. Check out the link shown
for more details and of course please keep giving
us your feedback on User Voice. Thanks for watching. (computer beeps)

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