How Customizing your SharePoint Experience Leads to Long-term Compliance
Compliance means to be in conformity; in accordance.
Being compliant is in no way an easy task. In fact, it’s the kind of thing that’s important but it’s usually put off until it’s unavoidable (mostly caused by an audit or impending fine.)
These last-minute fixes are often painful and expensive. The best way to avoid them is by making compliance a long-term goal. Fortunately, the digital era has made this easier than ever. Software as a service has transformed productivity, and currently there are tools that automatize most of the legwork that leads to compliance. Especially if you’re looking to standardize processes to comply with ITSM (ITIL Framework), ISO 9000, 9001, 9004 and other Quality Management Standards (QMS).
Some challenges: human capital, implementation and adoption
The adoption of new platforms or technologies can cause resistance among employees. Maybe they find it hard to use, not intuitive to navigate, or they just hate to add another tool to their work routine. However, compliance is mandatory and everyone must take a part in making it a reality. Compliance Officers or the internal IT team need to enforce policies, manage employees and enforce the content life cycle, and they need easy-to-manage tools to do it.
It can be done: here’s what you can do and who we can help
This is when tools like SharePoint come in. Integrated with Office 365, SharePoint can make long-term compliance an achievable goal. So, what are the tools that SharePoint puts are your disposal to make compliance easy? Here are some:
- Create a Site Collection using eDiscovery:
This will allow you to find, hold and export the content you need within each subsite. It also searches through Exchange and SharePoint to find content with the description you entered. Put it on Hold or In-Place somewhere and export the data.
- Manage your levels of control:
Set rules, forbid actions like printing a document, forwarding via email, etc. The new options in Document Libraries for Right Management will help enforce DLP more.
- Centralize records:
Keep a centralized repository for records (those documents stored for archive purposes.) With In-Place records you can leave a document at the source, but lock it to prevent anything from happening. This serves a double purpose: help users find and view content, while giving the compliance officer the assurance that it was not modified.
- Enforce retention or deletion policies:
Configure them to delete all drafts or to move documents to the record center or even delete a file when certain criteria is met.
Customizing your SharePoint experience and achieving long-term compliance is easier than ever with the 2016 version. SharePoint 2016 introduced a new Compliance Center to make it easier to be in control of documents and employee data. The In-Place Policy Hold Center and the Compliance Center let you build your own policies and apply them against your environment. You can set rules to delete data in OneDrive for Business sites after a period of time you determine.
Are you ready to make your compliance strategy smarter and easy to achieve?