For the client, rapid user adoption of Microsoft Teams and a lack of governance and ownership had resulted in an unmanaged and unmaintained platform that had become a content dumping ground for users. Accessibility and site ownership could be granted to anyone, which meant there was over 2000 users and approximately 1000 team sites – of which the client had no traceability.
The client had an existing Microsoft Teams setup that had spiralled out of control due to a lack of governance and controlled ownership.
With approximately 2000 users accessing the tool and storing documents, the client realised quickly that its lack of process was enabling end users to create groups and add and remove users at any time without traceability. This unmanaged provisioning and accessibility of teams was presenting challenges such as:
• The client governance team was unable to govern or administer newly created Microsoft teams and their underlying SharePoint sites;
• No user access review meant confidential documents were not controlled;
• Unstructured content stores had become a dumping ground which was pushing IT storage costs up.
In order for the client to meet its strategic objectives around:
• security and compliance;
• effective collaboration and greater user experience; and
• structured data governance and information classification;
The client knew it needed to implement new security controls and put in place an effective governance process for the ongoing use of its Microsoft Teams platform.
As an experienced Microsoft partner, ASG was engaged by the client to ensure the successful design, delivery and adoption of the new governance process.
In order to achieve this, ASG led a series of design centred workshops which included change management strategy and ideation sessions with various stakeholders to understand how each area uniquely produced and shared information.
After establishing the business requirements, ASG deployed a new governance process which is now managed internally by a nominated Governance team.
The new governance process controls the number of site owners and sites, with requests to become a site owner requiring a form, nomination, and approval. It is then the responsibility of the Site Owner and General Manager to ensure access control is maintained and that users are removed and added only as necessary.
In addition to better governance of data, the introduction of an archiving process was established which follows the NSW Archives Act. This initiative ensured the cleansing of data, including old user accounts and documents, which has freed up storage space and reduced costs.
To help with user adoption and ensure effective change, ASG also provided guidance prior to the launch of Teams, including best practice manuals and training sessions to
educate managers and employees on best use.
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