OneDrive for Business is a powerful cloud storage and collaboration tool available in Office 365 or Microsoft 365 suite. It enables users to save documents in the cloud so that they can access and co-author the content in real-time using any device and from anywhere in the world.
Deploying OneDrive for Business in an organization is an excellent plan to derive most value from Microsoft 365. However, the fear of losing sensitive information in the cloud may cause IT leaders to restrict its usage.
But is this a good idea to do so? Does this prevent security issues at all? Certainly no! Users may then be seen backsliding to their old ways of working or even choose an alternative cloud solution such as Dropbox, Google Drive, etc., to get their work done quickly. Sadly, this later gives rise to a new problem called shadow IT, one of the most prevalent security issues in organizations today.
Governance considerations for OneDrive
Governance policies address these concerns and determine how access takes place in OneDrive. OneDrive governance ensures proper controls in place to secure data by implementing certain protocols.
Further, we list out four important steps you must cover in OneDrive governance framework –
- Determine who will access OneDrive for Business. If you are considering external or guest users also to access it, then you must identify processes to strengthen security to the application.
- Consider device management policies if users are going to access OneDrive for Business through mobile devices, BYOD devices or unapproved web terminals.
- Audit OneDrive files to check how they are used and shared. Audit trails to analyze usage trends and user activities.
- Enable eDiscovery tools to analyze user data by creating a Legal Hold policy and avoid data deletion.
OneDrive governance plays a vital role in improving the usability of the cloud platform i.e., Office 365. Additionally, establishing OneDrive governance policies ensures a successful adoption of your Microsoft 365 roll out.
You can also choose to automate OneDrive governance, drive consistency, enhance performance of the platform and reduce manual and error-prone processes. To see better and quick results after deployment, we suggest using a readymade automation software such as TeamsHUB by Cyclotron that integrates critical governance steps in a visual workflow.