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To gain more control over its SharePoint Online environment, Select Core Services selected AvePoint Online Services (AOS), a fully-hosted Software-as-a-Service (SaaS) solution for Office 365 management. “As we looked at different options, AOS really had the features we were looking for,” Cortese said. “We also liked that there was no additional cost for premium support.”
As a SaaS offering, AvePoint Online Services was easy for IT to implement. With no need for installation or agents, IT can spend time on other areas of SharePoint management and maintain a smaller team without sacrificing efficiency. “On our team, we have three full-time and one part-time employees,” Cortese said. “We manage all the IT, all the applications, procurement, and now mission critical systems on the portals. Having one platform to manage everything is huge. The whole team is trained on AOS, which makes it easier to onboard new team members and I don’t have to look for software downloads or license keys.”
With AvePoint Online Services, Select Core Services no longer has to rely solely on Microsoft to manage and retrieve backups. AOS allows the organization to back up SharePoint Online, Exchange Online, and OneDrive for Business to a variety of storage locations and customize the backup schedules according to business needs. “We segment our data by its business impact and set different backup schedules for each segment,” Cortese said. “For high priority data, we run automatic full backup monthly and incremental backups daily. Lower priority data gets backed up on a quarterly basis. It’s also nice to be able to store backups wherever we want, and we chose Azure.”
The organization’s IT team also has the flexibility to configure different retention policies for data of varying priority levels. The team determines priority levels based on each SharePoint site’s function and have the ability to store more critical data for a longer time period. Beyond SharePoint Online, IT also has the ability to back up other Office 365 services. “When employees leave, we can go in and back up their Exchange and OneDrive for business content without having to physically get their computers,” Cortese said. “That’s a big help.”
Select Core Services does not only benefit from more flexible backup capabilities. AvePoint Online Services also allows IT to perform granular restores. Where previously it could take up to seven days to retrieve an item with Microsoft’s help, IT can now handle these requests internally – and in less than an hour. “The ability to do granular restores with AOS is a huge insurance policy for us,” Cortese said. “We can’t have the business impacted when a critical document gets lost.”
AvePoint Online Services also provides SharePoint Online reporting capabilities beyond what Microsoft offers natively. IT automatically runs lifecycle usage and permission reports to gain insight into its environment. Usage reports informs IT of where to devote more resources. They can also try to make a correlation between sales portal usage and revenue driven. IT also has the ability to automatically generate permission reports to review and duplicate custom permissions. “This report helps us shortcut some functions in IT and save a lot of time,” Cortese said. “When sales hires a new team member, that person needs access to historical data. With AOS, we can go into that list or library and clone existing permissions for the new user. It used to take four hours to do this manually depending how many sites they needed access to, but with AOS it takes 10 minutes.”