An effective data compliance strategy is essential to safeguard your digital assets and ensure your business abides by the relevant Australian and international laws. Compliance is crucial and often mandatory, but the rapidly growing volume and complexity of data can make achieving compliance both difficult and time-consuming.
The best way to keep your business secure and compliant is to work smarter, not harder. Fortunately, Microsoft Office 365 includes a host of archiving, data governance, e-Discovery and auditing features to simplify and streamline this important task.
Office 365 Compliance Center
Some compliance functionality was available when Office 365 first launched, but Microsoft has now combined all compliance features into the Office 365 Compliance Center, which is an integral part of the Office 365 Administration toolset. This interface acts as a hub that allows you to fulfil your legal, regulatory and technical compliance requirements across Office 365, Exchange Online, and SharePoint Online.
Office 365 Data Governance
Office 365 Data Governance leverages classifications and machine-assisted insights to protect and control important content while discarding redundant, obsolete and trivial data (ROT). The platform covers a wide range of communications media, including email, instant messaging and document collaboration, as well as social networking tools like Facebook, Twitter and LinkedIn.
Retention policies may be set at the content type or library level and can be configured to perform actions like deleting documents when certain conditions are met, deleting all drafts, or moving files to the Record Center (a centralised repository for archived content).
This is what the Data Governance section looks like:
Office 365 Search & Investigation
As your enterprise expands, so do your compliance requirements. An array of business, legal, and regulatory guidelines requires you to protect important information and ensure relevant content can be located and retrieved without delay. Spending days or weeks searching through millions of documents to discover specific information is expensive, and often unfeasible.
The Search & Investigation feature allows you to find all content and user activity — whether it’s in Exchange Online, SharePoint Online, or OneDrive for Business — providing you with unified protection for your business Office 365 environment.
You can also create eDiscovery cases to manage a group of users who may be involved in a legal investigation. Office 365 eDiscovery uses predictive coding, text analytics and machine learning to sift through large volumes of unstructured data to quickly identify relevant files. This feature reduces the cost and risks to your business by ensuring you can meet any legal or regulatory demands. The application can perform forensic searches, locate near-duplicate files, reconstruct email threads, and analyse data relationships to intelligently pinpoint pertinent information.
Office 365 Threat Management
Control and manage mobile device access to your organisation’s data. Office 365 Threat Management helps you to protect your business from data loss, and protects inbound and outbound messages from malicious software and spam. You can also use Threat Management to protect your domain’s reputation and to determine if senders are maliciously spoofing accounts from your domain.
Set User Permissions
The permissions page grants access to specific functions for the personnel responsible for compliance tasks. These tasks can include device management, data loss prevention, eDiscovery and retention. Users will only have access to what you grant them permissions to and need to be an Office 365 Global Administrator or a member of one or more Security & Compliance Center role groups.
Permissions are based on the Role Based Access Control model used in Exchange Online, so if you’re familiar with Exchange, granting permissions in the Security & Compliance Center will be very similar.
You can create reports to show how your business is using Office 365. Key reports include audits, data loss prevention, device management, and supervisory reviews. You can also run user activity reports – for example, user login activity on Exchange, Azure and SharePoint.
Quick Overview of Office 365 Security & Compliance Center
Check what security and compliance features are included in your Office 365 plan
To learn more about how Office 365 and the Office 365 Compliance Center can help your business stay on top of its legal and regulatory requirements, get in touch with Bremmar today on 1300 991 351 or email email@example.com.