The AvePoint Solution
AvePoint Cloud Governance was Griffith’s answer. Cloud Governance delivers a wide range of IT services while automating and controlling the management of content ownership, policies, and lifecycle according to evolving business needs.
The University uses Cloud Governance to properly manage its workspaces, enhancing the provisioning process to enable lifecycle management.
“The provisioning process is the same for users, but so much easier for IT in the background – we can finally manage workspaces at scale,” says Gabrielle Ingram, Head of Information Management and Solutions at Griffith University. “With Cloud Governance’s MyHub, we can capture information that allows us to make use of advanced retention capabilities in Microsoft Purview, improving our lifecycle management across the tenant.”
Prior to Cloud Governance, none of their sites had active retention and lifecycle management, leaving their tenant vulnerable. In fact, “It wasn’t possible,” says Giuseppe Poli, Digital Adoption Specialist at Griffith. “We didn’t have the proper metadata for it. But now, we can mandate collection at provisioning, as well as naming conventions and ownership standards, which is critical for long-term information management.”
By November, more than 40,000 sites will have active retention and lifecycle management, reducing the University’s risk. They also plan to decrease the number of workspaces by at least 25,000 by defensible disposal of inactive and outdated workspaces to reduce management burden and opportunities for breaches.
In addition to better workspace management, Griffith was looking to reduce risk and prevent data leaks. Namely, they wanted more insights into their tenant, particularly where sensitive content was stored and how it was protected. They also wanted a way to prevent users from inadvertently changing workspaces to Public and to stop students from being added to sites with staff-only content. Their solution: AvePoint Policies & Insights.
“With Policies & Insights, we can be assured we don’t have the ‘Everyone’ group assigned to any sites. We can also easily monitor the number of Public Teams, which is very tightly controlled,” says Gabrielle.
The University also leveraged Policies & Insights to get a handle on its guest users. They ran a Policies & Insights scan and realized they had a staggering 35,000 guest users. Using usage reports, they were able to reduce the number of external users to 7,000 by deleting and blocking access for inactive accounts. “We plan to rely heavily on Policies & Insights to manage guest users; there isn’t another way to do it.”