Governance in the Age of Teams
Simplify Teams with naming conventions
While it may seem scary to allow end users to create Teams, you may find the benefits outweigh the risks. Rather than clogging up your ticket queue with requests for new Teams, you can allow end users to create their own Teams within the framework and naming convention you’ve established. When you go through an audit of your Teams, you can then quickly identify which person is responsible for the Team and you know who to reach out to in order to find out whether it’s still necessary, being used, or can be deleted.
Be sure to note that a Group no longer needs to have a single owner. This means that over time, as users leave or move within the organization, ownership can be delegated and changed by other managers. So, the days of having Groups (or distribution lists, shared mailboxes, public folders, and SharePoint sites that are years old and contain no owners or members) is a thing of the past!
eDiscovery and Microsoft Teams
There’s a setting in the Office 365 Security & Compliance Center that’s not on by default, but should be if your organization’s retention policies allow for it. Audit logging is a specific, extremely helpful setting that informs you as to who created a group, who added a member, who added a connector or deleted a channel. It even provides data about who’s accessed or logged into a Team. Audit logging exists for all of Office 365 and is not retroactive, so be sure to set it up immediately if it’s something that would benefit your IT department.
Pro Tip!At the time of publishing, Microsoft only supports a maximum age of 90 days for retrieving log files for user and admin activity. So, be sure to plan around this, whether that means exporting this data more frequently or integrating into another system such as an ITSM platform.
Managing requests for guest access
- You now have visibility into what guests do within your Teams environment
- IT no longer has to manage complicated processes in order for end users to share files with guests (such as auditors, even)
- It enables more productive work through tabbed and filed conversations, which are stored on the internal system, not just in email or in third-party applications
- It can have cost-savings potential since you might be able to eliminate costly third-party collaboration tools
- You’ll have simplified eDiscovery processes since you no longer have multiple external sources to manage
- You’ll reduce the potential for shadow IT when users are provided with an easy-to-adopt application
Ready to learn more?
Join our webinar on May 2 for a deep dive the best ways to manage data, user access and security features in Microsoft Teams.
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