Airways New Zealand: Office 365 Compliance Done Right
Points Clés du Succès
Lieu Christchurch, Wellington, Auckland, New Zealand
Secteur d'activité Public Sector
Plateforme Microsoft 365
Besoins critiques
- Compliant migration
- Records management
- Groups management
- Backup
Le défi
Airways New Zealand is an enterprise owned by the New Zealand government. They are subject to the government’s Public Records Act (PRA) as well as strict regulations across the civil aviation, health and safety industries.
Starting in 2015, the enterprise started its move from an aging on-premise infrastructure to the cloud while achieving compliance with strict civil aviation and government regulations such as the new Public Records Act of 2005 (PRA), as well as the Health and Safety Reform Bill of 2016.
The Office 365 environment provided Airways New Zealand with a challenge to ensure electronic records were compliant and meeting Archive New Zealand’s Mandatory Standards for Public Records. Protecting against the loss of records from unintentional user errors like accidental deletion, was also mission critical for the government entity.
Compliance wasn’t the sole ambition for the Airways New Zealand Digital Information team. They also needed to increase audit reporting efficiencies, end-user adoption and maintain an organized collaboration environment.
“Our role is helping people be proactive in Office 365,” said Jenny Ryan, a Digital Information Analyst with Airways New Zealand.
To do this, Airways New Zealand examined a variety of third-party solutions before ultimately turning to AvePoint.
Analyste de l'information numérique, Airways New Zealand
La solution AvePoint
Once in Office 365, Airways New Zealand knew they would need to supplement the native backup capabilities.
“The backup provided out-of-the-box might have been fine if we weren’t a government department, but we need to have the ability to restore item level email and OneDrive content, in addition to documents stored in SharePoint,” said Ryan.
This provided an immediate win when an employee left the company with critical information still living on their OneDrive. Thanks to the Digital Information Team’s vigilance, AvePoint Cloud Backup was able to recover important documents that otherwise would have been lost.
As a public-sector leader that undergoes frequent audits, Airways New Zealand wasn’t satisfied that Office 365’s native functionality could achieve the Public Records Act Mandatory Standards.
They closely examined the metadata required and determined that business activity, access, and record class data are required by the Archives NZ and made those default fields so that working with AvePoint’s Cloud Records rules they can apply archiving and disposal routines to move content in a very automated, efficient and disciplined process.
Additionally, Cloud Records has dramatically improved the appeal of their reporting compared to the native “spreadsheet dump” functionality.
The Digital Information Team discovered their users loved Office 365 Groups and had created more than 280. The team is in the process of implementing AvePoint’s Cloud Governance and GroupHub solutions to organize, delete, manage and clean up the Airways New Zealand Airways Groups environment, before using the Cloud Governance tool to allow users to create their own, PRA compliant Groups without needing to involve the Digital Workplace team.
“We want to make it easy to use a compliant environment,” said Ryan. “Our plan is that if someone wants a SharePoint site or Group, Cloud Governance can help them fill out a questionnaire to label everything for them and get approval, so they can self-serve to improve productivity.”
La voie à suivre
Airways New Zealand wanted an easy-to-use compliant environment. They are looking forward to saving time and the ability to do things they could not do before, with more reporting, capacity and flexibility. Airways New Zealand aims to be a prime example of compliance done right thanks to AvePoint solutions.
Produits AvePoint
AvePoint Opus
Gérez conjointement le contenu de Microsoft 365 et les documents physiques. Créez des politiques de classification et une gestion flexible du cycle de vie du stockage, de l'archivage et de la suppression des informations.
Cloud Governance
Mettre en place un cadre de gouvernance extensible qui donne du pouvoir aux utilisateurs, qui est facile à maintenir et qui s'adapte à votre organisation.
Compliance Guardian
Automatisez les programmes de confidentialité et de sécurité pour l'ensemble des contenus de votre entreprise.
MyHub
Simplifiez l'expérience de collaboration de vos utilisateurs grâce à un guichet unique pour l'ensemble de leurs équipes, groupes, sites et communautés.