5 Tips to Tackle Data Chaos for Microsoft Teams

5 Tips to Tackle Data Chaos for Microsoft Teams

04 December 2020 · 4 min read
During this year, we had to completely shift the way we work. Powered by collaboration platforms, such as the widely popular Microsoft Teams, we switched from our daily routines of working in the office to working from home.
Teams has experienced incredible growth, going from 20 million to 115 million daily active users in the span of only 12 months. 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 remote working needs, other governance challenges emerge. One such challenge revolves around data chaos.
Without a strict governance program in place, Teams can quickly spiral into a governance nightmare. Every organization needs rules concerning Teams creation, permissions, and external collaboration. Otherwise, data will sprawl everywhere, making it difficult for end-users to locate relevant content and for risk management teams to set appropriate security and disposition policies.
So, how can you mitigate data chaos for Teams?
Below are 5 tips to ensure that your organization optimizes collaboration, while strengthening governance.

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 makes it easy to locate content and avoid data chaos.

Create consistent naming conventions

Client or project numbers change during the project lifecycle. These changes need to be reflected in your collaboration systems, including Teams. Instead of doing manual updates, 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.

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 disposition policies. 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 enable your team to add unlimited rich metadata to Teams. Such a solution would save time and reduce IT costs, decreasing the likelihood of inappropriate access.

Enable automatic access management & disposition

Manually updating security and permissions for each project is a time-consuming and error prone task. Inappropriate access exposes your organization to risk of non-compliance with regulations and client requirements, especially when external parties have access to Teams. 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 need to also archive the Team or set retention periods. To mitigate data chaos, your team can implement disposition policies with triggers and approval workflows. Automating disposition 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 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 a 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

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.

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