The AvePoint Solution
The hospital first turned to AvePoint Cloud Governance. With Cloud Governance's ability to automate and control the management of workspaces, from creation to deactivation, the hospital could establish basic rules around ownership, renewals, and lifecycle management to reduce the risk of sprawl and non-compliance.
Immediately, the hospital saw tangible evidence that Cloud Governance was working. “With Cloud Governance in place, the number of Teams sites plateaued,” says the head of IT. Users were still creating new sites, but with Cloud Governance’s automated lifecycle management, old and redundant workspaces were being archived or deleted. “Cloud Governance has helped everyone become better stewards of the data they own, ensuring that it is properly managed and protected."
Cloud Governance is also beneficial for the hospital to meet its regulatory and compliance requirements. With the solution, they can schedule annual and compulsory reviews by workspace owners of all access controls to sensitive data to ensure compliance with regulations.
Additionally, the hospital must keep some content, such as data from a cancer clinical trial, for a specific length of time, which has led to a culture of retaining all data. While they're not facing storage overages yet, the head of IT predicts it could be a problem in the future. Pairing Cloud Governance with AvePoint Cloud Backup alleviates this concern, allowing them to safely remove unnecessary content from production while still meeting compliance requirements.
With Cloud Governance’s lifecycle management, the hospital sets retention policies for content – for example, they hold emails for 2 years – so unnecessary content is archived after a certain amount of time. However, because of Cloud Backup’s reliable recovery, they can still maintain regulatory requirements and restore anything they need, if they need it.
Cloud Backup not only helped the hospital with compliance concerns but also provided a comprehensive backup solution. They can back up all their cloud services, including SharePoint Online, OneDrive, and Exchange Online, as well as granular objects like settings, permissions, and metadata, using a single product. This allows for faster restores to easily recover any lost data.
According to the head of IT, the fact that Cloud Governance and Cloud Backup work together is a significant advantage for the hospital. “Dealing with multiple vendors can lead to complications, and even finger-pointing if something goes wrong. When working with one vendor, there’s just people trying to solve your problems, without getting bogged down by questions about who is responsible or if they have contacted the right person.”
Already, the hospital's cost optimization efforts have mitigated this issue thanks to its streamlined vendor stack. Instead of working with various vendors for adoption and training, secure file sharing, and SaaS management, they have now standardized on AvePoint for all these solutions, reducing costs and saving valuable management time.
The hospital is pleased with the partnership with AvePoint and expects it to grow in the future. The head of IT says, “I want a partnership where I have one person I can go to and say, ‘Here’s what I’m dealing with today; how can I solve this?’ I believe AvePoint can be that partner because of the exceptional customer service and quality technical solutions they offer.”