SharePoint records management for councils

Microsoft 365 provides records management capabilities, and Monarch EDRMS adds the day-to-day experience councils need on top of SharePoint Online. Monarch EDRMS is built on SharePoint Online and Microsoft 365, so records stay in your tenant and your people keep working in the tools they know.

What Microsoft 365 provides

Microsoft describes records management in Microsoft Purview as a way to manage regulatory, legal and business-critical records in Microsoft 365. According to Microsoft's documentation, its capabilities include:

• Retention labels that can mark items as records, applied by users or automatically.
• A file plan for bringing in or building a retention plan.
• Retention periods and actions, including event-based retention.
• Disposition reviews, with proof of disposition and export of disposed items.
• Restrictions on what can be done to an item once it is declared a record.

Microsoft also explains how retention policies and retention labels work. Features and licensing depend on your Microsoft 365 subscription, so check Microsoft's current documentation for your plan.

What Monarch EDRMS adds on SharePoint Online

• Structured libraries. Documents, emails and records are captured with drag and drop into libraries that use an industry-aligned taxonomy, so they are filed consistently.
• Capturing emails. Drag emails in from Outlook as records, with the same structure and permissions as documents.
• Permission-aware search. The Search Center searches and filters records, with reusable filters, and shows each person only what they can access.
• Everyday tools. Convert to PDF, secure and lock files, and QR codes that link to the latest version.
• Add-ons. Approvals, Digitisation and OCR, Secure file sharing, Monarch eSignature and Policy Publish.
• Retention and disposal schedules. Monarch EDRMS supports retention and disposal schedules; ask for a demo with your own schedule.

Common questions

Does Monarch EDRMS replace SharePoint?

No. It is built on SharePoint Online and adds records management on top of it, with actions built using the SharePoint Framework (SPFx).

Where are the records stored?

In SharePoint Online, inside your organisation's Microsoft 365. All data stays in your tenant. See security and data.

Can SharePoint be used as an EDRMS for a council?

Many Australian organisations use SharePoint Online as the platform for an EDRMS. What matters is how it is configured and supported to meet your state's recordkeeping requirements. See records compliance, or use our buyer's guide to compare options.

Request a demo to see Monarch EDRMS in your Microsoft 365.