7 OneDrive Governance Best Practices

OneDrive is a cloud storage service that is part of the Microsoft Office 365 suite of products. OneDrive allows users to store, sync, and share files. It is a convenient way to store files in the cloud and access them from anywhere.

OneDrive for Business is a version of OneDrive that is designed for businesses. It includes features such as unlimited storage, advanced security, and compliance features.

OneDrive is a powerful tool, but it needs to be used in a way that is consistent with an organization’s governance policies. This article discusses seven OneDrive governance best practices.

1. Create a OneDrive Governance Plan

When you have a plan in place, it’s easier to get buy-in from stakeholders. It also helps ensure that everyone is on the same page when it comes to OneDrive governance.

The first step in creating a OneDrive governance plan is to identify your organization’s goals for using OneDrive. Once you know what you want to achieve, you can start putting together a plan that outlines how you’ll get there.

Some of the things you’ll need to consider include who will have access to OneDrive, what types of content will be stored there, and how users will be able to share files. You’ll also need to decide how you’ll manage permissions and monitor activity.

Once you have all of this information, you can start putting together your OneDrive governance plan. Remember to keep it simple and make sure that everyone understands the plan.

2. Define Your OneDrive Use Cases

When you know how your users are going to use OneDrive, you can better plan for capacity, performance, and security. You can also more easily develop policies that will govern how users interact with the data stored in OneDrive.

There are a few common OneDrive use cases, such as file storage and collaboration, but there are many other potential uses for the service. Once you’ve identified the primary ways users will be using OneDrive in your organization, you can start to develop the governance policies that will ensure proper usage.

3. Set Up the Right Structure for Your Content

When users save content to OneDrive, it’s important that the files are well organized so that they can be easily found later. If your users are saving their files in a haphazard way, it will be difficult for them (and for you) to find the files when you need them.

OneDrive offers several features that can help you keep your content organized, including folders, tags, and metadata. You should take advantage of these features to ensure that your content is easy to find and manage.

Additionally, you should consider using OneDrive Groups to further organize your content. Groups allow you to create shared spaces where users can collaborate on projects. This is an especially useful feature if you have teams that work together on a regular basis.

4. Establish Clear Policies and Guidelines

When users are given too much freedom, it can lead to problems such as data hoarding, version control issues, and compliance risks. On the other hand, if users are restricted too much, they may find workarounds that defeat the purpose of using OneDrive in the first place.

The key is to strike a balance by establishing clear policies and guidelines that give users the flexibility they need to do their jobs while still maintaining control over the corporate data stored in OneDrive.

5. Train Employees on How to Use OneDrive Effectively

If your employees are not properly trained on how to use OneDrive, they will likely make mistakes that could lead to data loss or security breaches. For example, they may accidentally delete important files, share sensitive information with unauthorized people, or fail to encrypt confidential documents.

To avoid these problems, it’s essential to provide training that covers all the basics of using OneDrive, such as how to create and manage files, share documents securely, and set permissions. You should also offer more advanced training for employees who need it, such as how to use OneDrive for Business to collaborate with colleagues.

6. Monitor Employee Adoption

If you’re not monitoring employee adoption, you won’t be able to tell which employees are using OneDrive and which ones aren’t. This information is important because it can help you determine whether or not your employees are actually finding value in the tool.

There are a few different ways to monitor employee adoption. One way is to simply ask your employees how they’re using OneDrive and whether or not they’re finding it helpful.

You can also look at usage data to see how often employees are logging into OneDrive and what kinds of files they’re storing there. This information can give you insights into which employees are using OneDrive the most and which ones might need more training on how to use the tool effectively.

Monitoring employee adoption is an important part of any OneDrive governance strategy because it helps you ensure that your employees are actually benefitting from the tool. By keeping track of usage data and asking for feedback, you can make sure that OneDrive is meeting the needs of your organization.

7. Ensure Compliance with Data Protection Laws

Data protection laws are constantly changing, and it can be difficult to keep up with the latest developments. However, failure to comply with these laws can result in hefty fines, and even jail time in some cases.

OneDrive is a cloud-based service, which means that data stored on OneDrive is subject to the laws of the country where the data is stored. For example, if you store data on OneDrive in the United States, you must comply with U.S. data protection laws.

There are a few steps you can take to ensure compliance with data protection laws:

1. Know which laws apply to your data.

2. Understand your obligations under those laws.

3. Put policies and procedures in place to ensure compliance.

4. Train your employees on the importance of compliance.

5. Monitor compliance on an ongoing basis.