Security, Document Tracking and Sharing with AIP

Introduction

TeamsHub by Cyclotron is an automated governance platform for Microsoft Teams. It saves IT departments overheads and provides secure operation continuity by integrating the best in class features from Azure and Office365. In this article, we explore the various aspects of security, document tracking, and sharing using AIP, IRM, and others.

Microsoft has published an article intended for IT professionals yesterday. It provides important privacy and security aspects for Microsoft Teams. The full article is listed here.

One particular section of interest in governance is preventing cybersecurity threats using various tools. Sensitivity labeling, cloud app security, data loss prevention, and advanced threat protection are some of them. Additionally, protecting identity and account access is another section of note in the article.

As a matter of fact, TeamsHub by Cyclotron allows many ways to automate governance and protect data using AIP and IRM for security, document tracking, and sharing. This helps with security and compliance for Microsoft Teams. As a result, heavily regulated industries such as Banking, Finance, Insurance, Healthcare, and Lifesciences will find this especially useful. Let us take a look at some of them.

Security: Sensitivity Labeling and Guest Access

Automated governance features in TeamsHub by Cyclotron particularly provides a rich set of flexible features. Firstly, create a Team as either Private or Public. Information is now accessible to either a select or large section of users because of this setting. Private access allows for team members to collaborate without sharing information. Also, you can mark the Team as confidential or restricted. A public Team’s information is available to everyone. .

Furthermore, in addition to Team visibility, guest access can also be configured.

Security and Document Sharing: Information Rights Management (IRM)

Our governance feature set provides IRM which systematically safeguards sensitive corporate data from possible leaks. Prevent unintended users from seeing, editing, downloading. sharing and printing documents. This depends on the setting of that document and auto-expires access after a specified time.

Apply IRM settings directly using TeamsHub by Cyclotron. This is through a team-level tile view. Not to mention that this is a convenient method instead of navigating to a SharePoint Document Library or through the SharePoint Admin Center.

Security and Document Tracking: Azure Information Protection (AIP)

In any organization, collaboration involves internal and external users such as vendors, contractors, and agencies. Files or documents need to be shared only with the intended audience. Protect sensitive information outside the organization. Using AIP, administrators can automate tasks. Document tracking, setting expiry dates for access or revoking access based on unexpected or unusual behaviors can all be configured. Moreover, protected document access sends a notification using AIP.

TeamsHub by Cyclotron allows users to actively monitor document access. Of course, this can be leveraged through a usage report which shows any failed access attempts.

Security, Document Sharing and Tracking: External File Sharing

Is external file sharing different than adding a guest to the Team? Yes – share selective content with people outside the organization. Moreover, these users are not members of any team.

In such scenarios, administrators need to be vigilant of users’ activities. Moreover, administrators must monitor permissions granted on shared content and time limit before expiry.

TeamsHub by Cyclotron provides a unified interface to bring up all externally shared files. This is one of the key governance aspects for administrators

TeamsHub by Cyclotron provides two types of interfaces. First of all, a unified view of all externally shared files across the tenant. Furthermore, a team-level interface that shows externally shared files by that team.

Provide access via a link to the document or to the document itself as below

• Can Edit – shared for collaboration with read-write access.
• Can View – read-only access to the document
• Stop sharing – mistakenly shared documents or suspicious activities detected.

Finally, it is imperative more than ever to upgrade to virtual collaboration across geographical boundaries. This helps the organization to operate without any slowdown or worse shut down during emergency situations or crises. Consequently, automating governance and streamlining administration can help in creating a remote workforce very rapidly.

TeamsHub by Cyclotron understands these needs and has inbuilt security for collaboration and compliance. This along with simplified governance enables your organization’s productivity to remain unscathed and uncompromised.

Other Reading

• Governance Best Practices for Microsoft Teams
• Automate Top 5 Governance Features in Microsoft Teams