Best Practices: Automatically Provision Office 365 for Digital Transformation & Governance
Best Practices: Automatically Provision Office 365 for
Digital Transformation & Governance
14 October 2020 · 4 min read
An increasing number of organizations are deploying Microsoft Teams to enhance productivity and collaboration, especially during this time of rising remote work. Teams benefits organizations by reducing internal email and enabling enhanced internal and external collaboration.
But adding content and collaboration systems can present a range of challenges. The difficulty with organizations using many content & collaboration systems is that there is a high risk of data sprawl. Users find it challenging to locate workspaces, Teams, Channels, folders, or documents, while risk professionals struggle to understand the context or business purpose to ensure data is properly secured and disposed.
Such issues can be tackled through an enterprise software solution coupled with a governance program that offers automatic provisioning and governance. Currently, organizations rely on manual processes to provision and govern Microsoft Teams and Office 365, increasing the risk of human error and non-compliance.
But before deploying any software solution, here are a few best practices on what to look for to obtain digital transformation and enable governance for Office 365 and MS Teams.
Automatic Creation & Identification of Projects with Teams
Organizations create hundreds or thousands of projects, engagements, deals, and more, each month. Manually creating them across content and collaboration systems consumes resources and time. Organizations should have the ability to automatically create projects across systems through connecting to their source systems such as Project Portfolio Management, CRM, and others, or through workflow forms.
Automatically creating Teams makes it possible to apply the same project or client numbers/IDs to Microsoft Teams and other systems. This capability enables quick identification of projects with Teams and Channels.
Unified Project Directory
When data is sprawled across content & collaboration systems, users find it difficult to locate the appropriate workspace, Team, Channel, folder, or document that they need. Organizations need to have a unified project directory where they can search through advanced filters and metadata to locate content.
Understanding of Context & Business Purpose
When risk professionals attempt to apply security or disposition policies to content, they first need to determine the context and business purpose. To make this process less time consuming, organizations need to have the ability to apply rich, custom metadata to projects, Teams, Channels, folders, and documents across content & collaboration systems. Such metadata will indicate to risk professionals what the content context is, allowing them to quickly apply security and disposition policies.
Templates for Adoption Management
When organizations use multiple content & collaboration systems, adoption suffers. Users cannot determine where to place content and data sprawl becomes more prominent. Having templating capabilities solves this challenge. When a project, Team, Channel, or folder is created, organizations should have the ability to apply consistent templates across systems, effectively improving system adoption.
Access Management & Ethical Wall Systems Integration
As organizations face stricter requirements for privacy & cybersecurity, risk professionals need to be able to automatically manage access and apply ethical walls across content and collaboration systems. This includes not only internal user access, but also external users, such as clients, suppliers, and vendors. Microsoft Teams, specifically, can serve as a secure and governed extranet when organizations can manage access for both, internal and external users.
Team Ownership & Geo-Location
Allowing a single employee to be a MS Team owner poses great risks. The person could tamper with access or could leave the organization, rendering the Team ownerless. Having a Systems Account as a Team Owner could solve this challenge. Organizations would eliminate the problem of ownerless Teams and gain the ability to set any geo-location to the Team, complying with client requirements.
How Prosperoware Helps
Prosperoware CAM is an enterprise digital transformation & governance platform for content & collaboration systems, on-premises and in the cloud. CAM is designed to improve adoption, enhance processes around management of office documents for projects or engagements, and reduce risks related to privacy & cybersecurity.
CAM’s unique approach relies on adding context by applying rich metadata to identify projects, matters, engagements, etc. to workspaces, Teams, Channels, and folders across content and collaboration systems. Users leverage critical metadata to locate content, while risk professionals focus on data security and disposition instead of trying to determine context.
Key CAM features for Office 365 include:
- 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
- Provision internal & external users, manage permissions, and integrate with ethical wall systems
- Data Loss Prevention including activity monitoring and bulk security & metadata changes
- Set data disposition policies or apply legal hold
- Integration with Office 365 (Microsoft Teams, SharePoint Online, OneDrive, OneNote, Planner), File Shares, iManage, NetDocuments, and more