TOP 4 WAYS TO BRIDGE MICROSOFT OFFICE 365 eDISCOVERY GAPS
Microsoft Office 365 is great for a lot of things — among them, improving business productivity and efficiency — but it’s not without significant feature gaps. Many companies with stringent compliance requirements that surpass standard regulations like HIPAA or EU data protection laws have found that Microsoft Office 365 is inadequate for their needs.
The shortcomings of Microsoft Office 365 are especially evident when it comes to its eDiscovery (electronic discovery) functionality, which identifies and preserves data for use as evidence in legal cases. Below, you’ll find a few of the most pressing problems that you may have with eDiscovery and four suggestions to improve them.
PROBLEMS WITH OFFICE 365 EDISCOVERY
In many cases, Microsoft Office 365’s eDiscovery functionalities are insufficient as an out-of-the-box solution. If your organization is experiencing any the issues below, you’ll likely want to look elsewhere to resolve these matters.
Microsoft Office 365 comes with a wide range of licensing plans, requiring you to evaluate your user demographics at regular intervals to ensure that you have the features you need without spending too much for them. The security and compliance suite, including eDiscovery and preservation policies, is only available on E3 configurations and higher.
If you want to perform enterprise search in Microsoft Office 365, you first need to break down your users into manageable subsets and then manually aggregate the results for a holistic search. In addition, Microsoft Office 365 places a cap of 3,000 users on its search functionality, which can be raised to 10,000 via scripting.
Office 365 has licensing requirements that restrict the availability of the Litigation Hold feature for end-user mailboxes. Companies that require enterprise wide Litigation holds are forced to utilize manual scripting and have no way to pro-actively audit this process.
Many users have noted issues with eDiscovery performance in Microsoft Office 365, from slow results to variations in search accuracy. What’s more, Microsoft Office 365 relies upon discovery mailboxes to store returned data, which creates an influx of additional mailboxes to service.
Microsoft Office 365 lacks a clean integration with hundreds of non-Microsoft data types. This means that your legal team must combine multiple platforms and processes to carry out their legal review. As a result, Microsoft Office 365 often proves to be an inadequate choice for a standalone eDiscovery and compliance platform.
4 WAYS TO BRIDGE EDISCOVERY GAPS
To solve these problems with Microsoft Office 365’s native eDiscovery, many organizations rely on third-party tools with additional functionality. Some of the most common features are described below.
Using highly configurable third-party solutions, such as CAS for Microsoft O365, administrators can decide which content they want to remove from Microsoft Office 365 and which content they need to preserve. End users are unable to delete archived data, and the system maintains a forensically correct copy of the original files and documents.
Third-party platforms like CAS allow organizations to save money by purchasing only the most basic Microsoft Office 365 subscription. This subscription can then be supplemented with the third-party product, rather than needing to upgrade to the more expensive E3 or E5 plans.
3. DATA SOVEREIGNTY
Large organizations with outposts in different countries often struggle to manage their compliance issues across International and regulatory boundaries. Third-party solutions can maintain a local archive in each location so that the data never leaves the data center and remains in compliance with all applicable regulations.
Companies that use a third-party platform like CAS for electronic discovery can automate them to reduce errors and improve ease of use. Data retention periods, disposition, and storage can all be controlled via explicit policies, even when users change physical locations.
If you’d like to learn more about how to overcome Microsoft Office 365 compliance gaps for your organization, contact PremCloud Services today.