A series of short posts rounding up product announcements from last week’s ABA Techshow

Worldox, the document and email management platform, announced an add-in for Office 365, enabling Worldox customers with Office 365 subscriptions to access Worldox documents from any browser and to save new Office 365 documents directly into Worldox even when away from the office.

The add-in merges the functionality of OneDrive and Worldox, according to the announcement. While in the office, files can be checked out into OneDrive for access and editing while offline and out of office. Worldox documents can be searched and accessed directly from Word, Excel and PowerPoint Online. The add-in also allows users to access their Worldox favorites, bookmarks and workspaces.

With increasing numbers of organizations adopting its Office 365 cloud platform, Microsoft has been hard at work on enhancing security and compliance features. Last September, it announced that it would be developing an advanced data governance tool for Office 365, and on Friday, it released that tool in a limited public preview, with general availability expected by the end of March.

“Office 365 Advanced Data Governance helps you find and retain the data that is most important to you while eliminating redundant, obsolete and trivial data that could cause risk if compromised,” Friday’s announcement said. “Office 365 Advanced Data Governance applies machine learning to intelligently deliver proactive policy recommendations; classify data based on automatic analysis of factors like the type of data, its age and the users who have interacted with it; and take action, such as preservation or deletion.”

Part of the Security and Compliance Center in Office 365, Advanced Data Governance provides organizations with four types of capabilities:

  • Data import. Import data from on-premises and third-party archives using classifications such as age, data type, user or groups, sensitivity or importance.
  • Automatic classification. Classify data based on automatic analysis of factors such as age, user, type, sensitive data and user-provided fingerprints.
  • Intelligent policies. Assisted by machine learning and cloud intelligence, the tool provides policy recommendations, such as delete, move, encrypt or share.
  • Take action. The tool helps you take action to preserve high value data and purge data that is redundant, trivial or obsolete. Retention can be triggered based upon events, such as creation of a human resources record.

The tool makes data-retention recommendations based on factors such as industry and document type. Policies can be created from scratch or based upon recommendations using pre-configured templates. Policies can be customized with regard to where and how they are applied, how long data is to be retained, and other advanced options.

Advanced Data Governance will be included in the Office 365 Enterprise E5 plan, as well as in the Secure Productive Enterprise E5 offering.

The video below provides a five-minute overview and demonstration of Advanced Data Governance. Those wishing to sign up for the limited public preview may do so here.

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NetDocuments
, the cloud-based document and email management platform for law firms and corporate legal departments, today announced its integration with Microsoft Office 365. The integration allows users to create or open Word, Excel or PowerPoint files stored in NetDocuments using Office Online web apps or Office mobile apps, and then save them back to NetDocuments without using OneDrive.

NetDocuments users will also need an Office 365 subscription to take advantage of the integration.

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The integration offers users the advantage of incorporating NetDocuments’ security and information governance initiatives, by keeping content centralized in the firm’s DMS, while also allowing them to securely interact with Office 365, and to do all of this via the cloud, so they can work from any device.

Key functionalities of the integration, according to a NetDocuments announcement, include:

  • Work within Office applications from any browser and any device, including the ability to open, edit and create from any iOS device.
  • Collaborate with real-time co-authoring and editing capabilities, eliminating the need to check documents in and out.
  • Maintain a consistent interface regardless of location or device.
  • Benefit from improved security and compliance by keeping documents within the DMS while using Office 365 applications.

The integration allows users to both edit and create Office documents from within NetDocuments. To edit a Word document, the user would right click on the document name within NetDocuments and select Open > Microsoft [Word] Online. The document will open in the Office Online app directly, in a separate browser tab, and be checked out in NetDocuments.

To create a document, the user would select New in the upper left corner of the NetDocuments web interface, give the document a name, select the Office format, choose a filing location, and then click OK. The new document will open in the Office app directly and be checked out in NetDocuments.

Of course, some document information is shared between NetDocuments and Microsoft in connection with the integration. A support article explains that both user metadata and document content flow through the Office Online servers.

“This data lives in memory and travels back and forth between Office Online and NetDocuments through HTTPS,” the article says. “Office Online goes to great lengths to scrub all personally identifying information (PII) from its logs. This scrubbing process is regularly audited to ensure Office Online is compliant with several different privacy standards such as FedRamp in the USA.”

Read the support article for more information on data sharing and also on using the new integration.