Category: Security & Compliance

Office 365 Retention, Disposal and archiving. How hard can it be?

If you are using Office 365 and want to define rules for retention, disposal and archiving, it is not something that is particularly difficult to activate (It is rare that features are difficult to activate…).

The big job is in the planning required to ensure that you set it up correctly and that you know which labels to use in your organization to control it and which sources you should enable it on.

collector-3930337_1920
What information should be saved and/or deleted and/or archived? When, where and for how long?

Often organizations have the desire that the services and solutions they will use shall be configured based on “Best Practice” (unaware that this actually requires that they themselves (often with some amount of assistance), with great probability, must do a comprehensive homework).

sad-544730_1920
We know what most people like about homework…

An organization must, simply, have a full overview and control of its information and have defined which requirements and guidelines apply before you can press the button (or ask someone else to press it).

war-3038098_1920
Have you done your homework? Does it feel like you have control over what you should know? Then, with good conscience, you can press the button (or let someone else do it).

When you have analyzed and planned carefully and have full control over the types of information you manage, You have two options:

  • Automate everything
  • Let the users themselves classify/tag the information they produce.

Regardless of which option you choose, you should first carry out an information classification project. (It is something that everyone should do regardless of having control over what information the organization handles. Especially if you are subject to some compliance requirements).

Read more about what options you have and how it actually works in Greg Taylor’s article “Office 365 Retention, Disposal & Archiving – Frequently Asked Questions (And We’ve Got the Answers!)

Don’t let your cloud-based platform be “The Ugly Duckling”.

How do you think about buying a new or upgrading your house?

Should you build new or should you buy a used one? Whichever option you choose, the most important thing is that the new house meets the needs and requirements you have. It should be reasonably maintenance free. The roof must be tight. You want a modern kitchen and a laundry room where you know that the appliances are working. The home electronics and automation you want is something you carefully select before you mount it.

You want everything to work and it should be safe. After all, it’s your home it’s all about…

How do you think when new updates are available for your computer?

Are you one of those who would like to know what the updates mean or do you just choose to install and hope for the best? Often you have no alternative here. The updates will be installed whether you want to or not and usually contain the important security updates that are important that you get in place as soon as possible. You want everything to work and it should be safe.

After all, it’s your computer that it’s all about…

How do you think when new updates come to your cell phone?

You probably install them and enjoy new functionality and any bug fixes. This is usually relatively painless. You want it to work well and that it should be safe.

After all, it’s your cell phone that it’s all about…

How do you think about updates and new services in Office 365?

Do you spend some time evaluating and planning implementation and training or do you just let the news and updates be available to all users right away? How smart is it to let hundreds (and sometimes thousands) of users access a whole new toolbox without first informing them and giving them the training they need? How smart is it to not plan in advance for any security risks and ensure that the tools are compliant with the company’s policies?

swan-1639154_1920
There are no such thing as an ugly duckling. (it is only used as a metaphor from the old tale) ūüôā

Office 365 launches updates and news frequently and the frequency only increases. To be sure of achieving the positive effects the organization deserves and desires, it is necessary to have control over the updates and to have a plan for how and when to implement them. The least and most important thing to do is to ensure that you have control over what is coming and that you have a process for evaluating, planning and introducing the news. Without this, you will sooner or later fail. It does not matter if your company uses a new platform to carry out the daily work if it is not used – and is properly secured. Implementing and working in an old fashioned way on a modern platform is like putting lipstick on an ugly duckling. An ugly duckling with lipstick is still an ugly duckling.

Introduce good Office 365 Governance now and make sure that you utilize your platform in a safe and optimal way!

Don’t let your platform be an ugly duckling, ensure you let it develop to become the beautiful swan it actually is.¬†You want your cloud-based platform to work well, bring value and that it should be safe to use.

After all, it is your company’s platform that it is all about…

 

Do You want to know/learn more about this topic you are welcome to contact me via DM on LinkedIn or Twitter.

Awareness does not hurt but not bothering will cause pain sooner or later.

You brush your teeth every day to avoid getting toothache (and thus expensive and painful dental visits) but do you care for your information and your devices at work just as well to avoid future pain and costs?

Can you be sure that your company has taken all necessary steps to protect the information you store and work with? Sometimes the answer is YES but often it is difficult to be absolutely sure of it. Whether it is expressed formally or informally, you have a personal responsibility for, and interest in helping to secure your own- and your company’s information. You as an individual can- and should contribute to information security by using the security mechanisms / controls offered by Office 365 and Windows 10. It may sound complicated but You do not need to be an information security expert to help keeping things (information and/or devices) that are important safe and protected.

It is usually the users who are the weakest link. Make sure you become a strong link
It is usually the users who are the weakest link. Make sure you become a strong link!

To get an overview of what you can do to stay secure and private at work you should download the infographic “Stay safe and secure“. Here You will get some great and easy-to-use tips of how You can protect your files, manage file sharing, secure your devices, scan for threats and also how to recover your OneDrive after ransomware, file corruption or accidental deletes and edits.

Have a safe working day!

Using policies in Office 365 in order to retain and/or delete content

Many of us are like squirrels. We collect and store more content than we can/should consume.

squirrel

After some time the content of our Office 365 Tenant becomes a “Content Flea Market”. One of the challenges with a flea market is that it is difficult to get an overview of what is valuable and what is worthless.

junk-1680921_1920

What if we could have a function that cleans away old unimportant content and that also ensures that we keep current and important content as long as we need to keep it?

Surely You have a whole lot of various content stored in Your Office 365 Tenant. Probably some of this content should not be deleted and most likely You would benefit from deleting a whole lot of other content that does not qualify as useful, valid or current.

qualification-68841_1280

In Your Office 365 Environment (Exchange, OneDrive and SharePoint)

  • Do you have a requirement to retain content for a minimum period of time?
  • Do You want to permanently delete old content that you are no longer required to keep?
  • Do You want to ensure that your users only work with content that is valid, current and relevant to them?
  • Do You want to be able to select where the policy should be applied?

Here is an overview of retention policies in Office 365 works and how to do implement it!