Microsoft Teams Archiving
Archiving solutions most commonly focus on chats and phone calls. However, Microsoft Teams is not like most communication channels. It generates a wide range of media, such as conference call transcripts, PDFs, videos, and photos. This variety also leads to large files and equally significant storage space requirements. Consequently, not every archiving solution is a worthy match for Teams. Choosing the right one plays a critical role in maintaining compliance.
How Does Microsoft Teams Archiving Work?
How archived data gets treated depends on the program. Ideally, it allows for three main functions: retaining, searching, and deleting. Sophisticated programs allow managers to set parameters for when to delete data automatically. For example, it might delete Microsoft Teams data at the max time for retention.
When the software archives data, it should hold it in a secure location. Everyday users should not have access to this data. Instead, only authorized persons can search or delete files in the archive. The software should also make it possible to track who viewed, manipulated, or deleted records. Searching for files should be as easy as entering the right keywords or searching by specific categories and tags.
Once deleted, the data should not be recoverable. This requirement is crucial for companies affected by data privacy requirements that make provisions for the right to be forgotten. However, some companies have secondary backups to address the possibility of a breach or fraud.
What Are the Top Microsoft Teams Archiving Concerns?
Archiving just the chats would likely fall short of compliance requirements for companies that must follow SEC, FINRA, and other regulatory bodies. Failure to comply with regulations could result in expensive fines and public scandals. Here are the three main data-related concerns most companies face:
- Broad compliance: As noted, certain businesses must follow specific regulations. Those that don’t may still face eDiscovery requests or other legal challenges.
- Data security: Storing data off-site can help companies avoid internal cyber threats. However, it does pose the potential risks of breaches at that site, so choose storage partners wisely.
- Business continuity: In the event of a disaster, an organization must be able to retrieve its data and continue operations. The ability to do so can also successfully undermine ransomware efforts.
Why Is There Increased Concern Lately?
When the pandemic crippled business operations in 2020, companies worldwide turned to remote work to keep their doors open. Remote work has always been a feature of global commerce, but it had never occurred at this level before. For example, in 2020, Microsoft reported a nearly 38% jump in using Microsoft Teams.
As more workers flooded online spaces, hackers increased efforts to access servers and the rich treasure troves they held. Some news agencies have reported that cybercrime has thrived during the pandemic. The average cost of data breaches also increased. Consequently, companies now have to ramp up efforts to keep data safe.
What Are Some Best Practices for Archiving Microsoft Teams Data?
How well companies meet compliance goals will depend on the design and efficiency of implementation. Consider the following best practices.
Retain only what you need for as long as you need it.
Outdated data can skew analytics and cause companies to draw incorrect conclusions. Storing data can also become a costly exercise. Consequently, companies should update and purge records regularly.
Use a tool designed for Microsoft Teams.
Not all compliance tools work with Microsoft Teams. The complexity and use of multiple channels contribute to this. To avoid integration and compliance issues, choose a tool designed for Microsoft Teams. Doing so will save you time and money in the long run.
Archive everything in one place.
When companies store all Teams data in the same location, it becomes easier to find and manage. A centralized repository also allows for easy recovery during a disaster. Additionally, it simplifies the process of responding to eDiscovery requests.
Ensure that your solution can scale affordably.
As your company grows, so will the amount of data it produces. Consequently, you’ll need a compliance solution that can scale to accommodate this growth. Scaling should also be cost-effective.
How Can LeapXpert Microsoft Teams Archiving Solutions Help?
LeapXpert is a Microsoft Gold partner and supports Microsoft customers and partners across multiple use cases and verticals. LeapXpert Federated Messaging Orchestration platform (FMOP) integrates with Microsoft solutions such as Microsoft Teams, Azure, InTune, Purview (former 365 compliance center), and more, to help enterprises maximize the value of their Microsoft solutions.
LeapXpert is a Preferred Solution on Microsoft marketplace’s Appsource, is natively integrated with Microsoft Teams, and the Leap Work for Teams application is available on the Teams store.
Microsoft Teams and LeapXpert’s platform work seamlessly together to provide a comprehensive, safe, and compliant business messaging solution for enterprises. It allows Teams users to chat directly with clients on their preferred messaging apps, such as WhatsApp, WeChat or SMS, using Teams’ instant messaging platform.
Request a demo to learn more about LeapXpert for Microsoft Teams.