Data Chaos & Microsoft 365: Five Tips for Improved Governance

Data Chaos & Microsoft 365:
Five Tips for Improved Governance
30 April 2021 · 4 min read
In the past year we have experienced a complete shift in the way we work. An increasing number of organizations are choosing hybrid workplaces, while some are going fully remote. This shift has been powered by collaboration platforms, such as the popular Microsoft Teams, which has made remote collaboration widely accessible.
Teams has experienced incredible growth, going from 20 million to 145 million active daily users the span of only one year. The platform is now a must for collaboration, with most of us relying on its advanced features to successfully deliver work. And while Teams solves many of our collaboration needs, organizations navigating a complex regulatory landscape and increasing hacks, should pay close attention to properly governing it.
Without a strict governance program in place, Teams can quickly spiral into a governance nightmare. Every organization needs rules concerning Teams & Channel creation, security, and external collaboration. Otherwise, data is everywhere, making it difficult for end-users to locate relevant content and for risk management teams to understand context and set appropriate security and minimization policies.
When users do not have a set place to save data, they will put it anywhere, including their personal drives, making it difficult to find and govern, and increasing the organization’s vulnerability to damaging hacks. So, how can your organization mitigate data chaos for Teams?
Below are 5 tips to ensure that your organization attains effective adoption & governance for Microsoft 365 & Teams.
Identify Projects with Teams
Most organizations create projects in their Document Management System (DMS) with identifiable project or client numbers. When creating a Team, it is recommended to identify the Team with the specific project in the DMS. Integrating the DMS with Teams and assigning the same client/project number ensures that end users know where to place content, mitigating data chaos.
Add Metadata to Facilitate Understanding of Context
Your risk management team needs to understand the context or business purpose of a document before applying security and minimization. Without metadata, they have to manually check each document, making the process highly inefficient. Since Teams does not allow extensive metadata, you should look for solutions that allow adding rich custom metadata to Teams and Channels. Such a solution would save time and reduce IT costs, decreasing the likelihood of inappropriate access.
Create Consistent Naming Conventions
Client or project numbers change during the project lifecycle. These changes need to reflect across collaboration systems, including Teams. Instead of manually updating them, integrating Teams and the DMS enables automation. Any changes made in the DMS are reflected in the appropriate Team. Such automatic updates create consistent naming conventions and mitigate data chaos, empowering users to locate their documents.
Align Folder Structures Across Systems
Ensuring that users understand where to place their documents and how to find them is key to governance. Providing the same structure across collaboration systems helps users locate content, increases adoption, and decreases the likelihood of data chaos. Your organization should create Teams with the appropriate Channels to reflect the structure of the project in the DMS. Having readily available templates to automatically apply to Teams makes the process more efficient.
Automatically Protect & Minimize Data
Manually updating security and permissions for each project is time-consuming and prone to human error. Potential mistakes in access could expose your organization to the risk of sophisticated hackers, who could copy or delete data without you even knowing about it. This becomes especially prominent when using Teams with external collaborators. Enabling automatic access management across systems, including Teams, ensures that your organization can set and update security from one platform rather than manually going into each system.
Once a project is over, you also need to archive the Team or set disposition policies. To mitigate data chaos, your team can implement disposition policies with triggers and approval workflows to properly minimize data. Automating minimization goes one step beyond retention as administrators can set different periods of time when data is archived, anonymized, moved, and finally deleted.
How Prosperoware Helps
Prosperoware CAM is a Software-as-a-Service platform that serves as a last-mile solution to managing and governing disparate collaboration systems, including Microsoft 365. As organizations continue to adapt to hybrid workplaces during the pandemic, CAM is here to empower your organization to mitigate data chaos and reduce risks related to privacy & cybersecurity.
CAM enables organizations to create logical locations for users to place data and provides rich custom metadata capabilities to empower users to locate data and risk management teams to understand context so they can apply the right security and minimization policies.
CAM supports various collaboration systems including Microsoft 365 (Microsoft Teams, SharePoint Online, OneDrive, OneNote, Planner, Lists), iManage, NetDocuments, file shares, HighQ, and more to come.
Key CAM for Microsoft 365 features are:
  • Automatic provisioning of workspaces, Teams, Channels, and folders from Project Portfolio Management, CRM etc., or through human workflow using templates
  • Rich, custom metadata for project or document context
  • Unified project directory for content location for end users and risk management teams
  • Automatically provision internal & external users, manage permissions, and integrate with ethical wall systems
  • Data Loss Prevention including activity monitoring and bulk security & metadata changes
  • Minimize data by setting data disposition policies or apply litigation hold

How Prosperoware Helps

Prosperoware CAM is a SaaS digital transformation and governance platform for collaboration systems in the cloud and on-premises. CAM allows organizations to improve adoption, enhance processes around management of office documents, and reduce risks related to privacy and cybersecurity. CAM integrates with Office 365 (Teams, SharePoint Online, OneDrive, OneNote, Planner), file shares, iManage, NetDocuments, HighQ, with more to come.
Key CAM for Teams features are:
  • Automatic provisioning of workspaces, Teams, Channels, and folders from Project Portfolio Management, CRM etc., or through human workflow using templates
  • Rich, custom metadata for project or document context
  • Unified directory for project location
  • Integration with the DMS and ethical wall systems
  • Automatic provisioning of internal & external users and access management
  • Data Loss Prevention including activity monitoring and bulk security & metadata changes
  • Data disposition policies and litigation hold
To see CAM for Microsoft Teams in action, watch this 3-min ONLY demo video here.

Want to see CAM & Microsoft Teams in action?

Want to see CAM & Microsoft Teams in action?

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