How to find out why a team exists and when it was accessed

How to find out why a team exists and when it was accessed

Let’s say you’ve gotten this far with native Microsoft 365 features: You’ve run your entitlement report, examined your security groups and nested groups, and matched them against an entitlement report that’s tens of thousands of lines long. Now you’re finally able to report to your security teams on who has had access to sensitive information in Microsoft 365 and Microsoft Teams.

You may say, "Great, that’s really helpful information. It looks like some external users have inadvertently accessed sensitive data contrary to our policy. Can you tell if and when they accessed it? Is this exposure greater or less than last year’s exposure?"

However, it looks like your search is not quite over yet. You have the Who, What and Where clarified. Now is the time When to get started.

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To understand what risky activities are taking place and who has viewed these documents and when, you need to create audit reports that show user activity and show you who has access to your content. While these logs are relatively easy to find in the reporting area of the Microsoft 365 Admin Center, keep in mind that this is now the third report Is cross-referencing you.

How to find out why a team exists and when it was accessed

Also, every time you go through this exhaustive process of cross-referencing all three reports, you only get one comprehensive one Snapshot Your exposure to sensitive information and its potential risk to your business. So to stay up to date, you’ll need to keep repeating the process at a rate that suits your organization’s needs.

How to recognize why a team exists?

In Microsoft 365, you can either enable or disable external sharing across the tenant – the same goes for guest user access. You do have the ability to create specific policies for certain Microsoft Teams, SharePoint sites, and other workspaces, but it’s a tedious and time-consuming process.

Microsoft Insights

To create appropriate controls for each workspace, some companies use a controlled Microsoft Teams deployment process, where all Microsoft Teams deployment requests are sent to IT for approval. However, this is not so simple. In order for the IT department to ensure that the right hires are made, they need more information:

  • Why does this team exist?
  • Will it contain sensitive data?
  • Is it for a project?
  • Are guest users invited?

Again, IT is forced to go through a time-consuming, manual process to get critical information – in this case, communication with the requester and business owner. Another challenge is that once the workspace is deployed, the owner of the workspace can change the settings at any time.

This process can eat up your budget and bandwidth. A survey of IT professionals conducted by AIIM (Association for Information and Image Management) and commissioned in part by AvePoint found that 63 percent of respondents spend 4 to 8 hours per week on routine SharePoint governance tasks such as provisioning, changing permissions and revising site settings.

How to find out why a team exists and when it was accessed

That’s a full workday per week! This time could be better spent on more strategic tasks that add value to the business.

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