Can Microsoft 365 Stand Alone for End-to-End RM Compliance?

Enterprise-level Microsoft 365 has records management capabilities for licensed E5 users, so today we're asking: can organizations achieve a complete,  end-to-end records management system that ensures compliance, backup and security using only these Microsoft 365 "out-of-the-box" features?

The answer lies in fully understanding your organization's requirements to remain compliant. Microsoft 365 Enterprise comes in levels E3 and E5. Both enterprise levels offer a solid foundation for  basic retention and categorization needs. However, most organizations have regulations, such as financial institutions with SEC17a-4 or government agencies with federal mandates,  that require more evolved security, content discovery, recovery and disposition features. 

So let's see if Microsoft 365 features check your organization's compliance boxes...

This article will answer questions, such as:

• Which M365 level does your organization use?
• At what cost? How much is M365 per users?

This article will also...

• Differentiate and compare costs + key features of Microsoft 365 levels E3/G3 and E5/G5.*
  • We'll include our cloud-based solution, Collabspace,  to show the enhancements and process improvements this add-on solution brings to any M365 level  for  a complete and fully regulatory-compliant RM system!

While this post is meant to cover the basics, we've also created a free, downloadable Microsoft 365 RM + Collabspace Comparison Chart that lists and differentiates all these features, and more. Access it to fully review which solution (or solution pairing) is  ideal for your organization's needs. We will also link a webinar session recording where our team covers all records management capabilities currently available in M365.

Which level does your organization use? At what cost?

Let's begin by asking: what enterprise level of Microsoft 365 does your organization use?

Most organizations run on the standard E3, and being mid-tier, this level has fewer RM capabilities than its E5 counterpart.  While E3 provides a great foundation for retention and categorization, E5 offers more capabilities with  preservation, file plan building, and disposition. This increase of capabilities comes at an increased cost.

How much is M365 per user?

  Currently priced at $57 USD per user, M365 E5 is nearly double the price of E3 ($32 per user). 

If your organization is already  licenced for M365, you have the option of pairing the Microsoft 365 level you're already paying for with an add-on that will meet your organization's records management and compliance needs, such as Collabspace. 

In terms of cost, using  Collabspace alone or pairing it with your current E3 is still more cost effective for large enterprises  than upgrading to E5. If you'd like to know specifics around pricing for your organization's content, please contact us.

Now that we've talked dollars, let's find out what these costs cover...

Read through the feature differentiation yourself, but here's a spoiler... we work better together!

Differentiating Key Features: Microsoft 365 E3, E5, and Collabspace

Since Microsoft 365 level E3 and E5 are often the more common solutions amongst large enterprises, we'll be looking at a few of their key RM capabilities alongside Collabspace. For the full overview of all records management features, download our Free M365 RM + Collabspace Comparison Chart below to decide what is optimal for your organization's RM program!

Securing your Content

When you need to ensure  all information is properly protected and managed.

Managing Electronic and Physical Records

When you need to manage both  electronic and physical content. 

Managing Content Across Systems

When you need to  manage electronic content across systems. 

Managing File Plans

When you need to centrally manage hierarchical File Plan(s). 

Immediate Preservation

When you need to ensure content is protected immediately. 

Categorization of Different Content Types 

When you need to support  all types of  content.  

Time and Event-based Retention

When you need to apply time and event-based retention with  multiple retention stages. 

Content Search & Discoverability

When you need to search all content types and all content locations. 

Content Disposition Review

When you need to take any action on completion of a disposition review. 

Overview

Microsoft 365 offers great foundational  records management capabilities for  content retention and categorization. However, some of the features necessary for end-to-end physical and electronic  content lifecycle management, and requirements needed to meet legal and regulatory standards are not fully covered.  While  Microsoft 365 E5 provides more capabilities than E3, a 75% cost increase is significant for a system that still lacks several key features.

Make the Most of Your Investment with Solution Pairing

By pairing  Microsoft 365 E3 with Collabspace,  organizations get a fully-fledged, secure and compliant records management system that is more cost-effective for large enterprises than Microsoft 365 E5 alone. In addition, end users save massive amounts of time   with automatic retention and auto-categorization, search (OCR and audio/video transcription for optimized eDiscovery), and  immediate preservation (that's SEVEN days more of risk aversion).

Download our Free Microsoft 365 RM + Collabspace Comparison Chart below to decide the best fit for your organization, but we're just saying.. two powerhouse solutions are better than one!

Also, check out our webinar session:  Records Management in Microsoft 365: What is Has and What is Needed. It's free to access, below:

Any questions? Contact us to learn more about how Collabspace  can help your organization save time and costs   by automating and optimizing your records management processes.

*G3 and G5 Microsoft solutions are versions offered specifically to   Government organizations.