The AvePoint Solution
With AvePoint Cloud Governance, the university has transformed its busy Teams environment by creating a hub for secure collaboration equipped with automation.
Cloud Governance empowers users with self-service IT resources for provisioning, moving, or restructuring Microsoft 365 content, as well as lifecycle and permissions management. The solution integrates not only with Teams but with the broader Microsoft 365 platform — including Yammer communities and SharePoint sites — so users can make informed decisions.
Designed to promote sustainable adoption, Cloud Governance can be tailored to set different policies based on a user’s needs, data sensitivity, and relationship to the company (including external users). If concerns change, users may request an update in order to stay compliant.
University of Auckland IT leaders began considering Cloud Governance several months before the pandemic, and they were encouraged by positive testimonials from existing customers and a demonstration from AvePoint sales.
“They could easily show us how Cloud Governance could do all the things that we wanted,” Turner said.
More than a year after deploying the AvePoint solution, the chaos in Teams has become calm.
Now, any University of Auckland staff member can set up a Team with Cloud Governance. “It walks them through a questionnaire: information about what is needed, if this is for a department, how long they envision the Team being required for, and so on,” Turner said.
The details may prompt a detour. “We do ask if they’re going to be storing information that is personally identifiable, such as records,” Turner said. “The result might be that we don’t want to automatically create a Team.”
To avoid sprawl and inactivity, Cloud Governance asks Team owners at Auckland to recertify every six months. If no reply is received after three months, the Team in question is archived.
Adding parameters and self-guided processes to the University of Auckland’s ecosystem (which now numbers about 1,500 Teams) hasn’t drawn complaints. “We’re not hearing anything from users, and that’s a good thing,” Turner said.