Standardized Rules and Regulations

Data Governance Utilizing SharePoint provides a strong set of features to assist you in establishing standardized rules and regulations for data governance. These features can be leveraged to define and enforce data policies, ensuring consistency and compliance across your business organization.

Information Management Policies – SharePoint helps you create custom policies to control the lifecycle of your documents and data. These policies can be used to define auditing requirements, retention periods, and other rules related to data management.
• Site Columns and Content Types – By utilizing site columns and content types, you can standardize metadata across your organization. This ensures consistent classification of data and tagging, making it easier to search, retrieve, and analyze.
• Security and Permissions – SharePoint’s granular security and permission settings allow you to control access to sensitive data. You can define user roles and permissions to ensure that only authorized individuals have access to specific data and documents.
• Workflow Automation – SharePoint workflows can be used to automate data governance processes, such as approval, archiving, and review. This helps to enforce standardized rules and regulations consistently while reducing manual intervention as well as potential errors.

Data Stewardship

Data stewardship is a vital component of data governance, involving the management and oversight of an organization’s data assets. SharePoint can support data stewardship in a number of ways:

• Data Stewards and SharePoint Groups – Assign data stewards to specific SharePoint groups, granting them the necessary permissions and responsibilities for managing data within their domain. This ensures that there is clear accountability and oversight for data quality and compliance.
• Version Control and Auditing – SharePoint’s version control capabilities enable data stewards to track changes to documents and data, ensuring that modifications are traceable and auditable. This helps to maintain data integrity and compliance with both internal and external regulations.
• Reporting and Analytics – SharePoint has built-in reporting and analytics tools, allowing data stewards to monitor data quality and compliance. These tools can work to identify potential issues and trends, enabling data stewards to proactively address concerns as well as maintain data governance standards.

Data Governance Utilizing SharePoint – Conclusion

Implementing data governance through SharePoint requires a combination of standardized regulations, rules, and data stewardship. By leveraging SharePoint’s strong suite of features and functionality, you can create a comprehensive data governance framework that ensures data security, accuracy, and compliance. Establishing information management policies, site columns and content types, granular security settings, and automated workflows will help to enforce standardized rules and regulations. Empowering your data stewards with the appropriate tools and responsibilities will ensure effective oversight and management of your organization’s data assets. By combining these elements together, you can create a strong foundation for data governance utilizing SharePoint.

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1: Assess
Managing compliance is c.o.m.p.l.i.c.a.t.e.d. You have to operate under multiple varying standards, shift your regulatory landscape and take note of variations by both industry and country.

Get this – 47 percent of executives were unsure of what data standards their organizations had to comply with. That shows just how detailed this process is.

But you can simplify this journey with ongoing risk assessments, actionable insights, and streamlined compliance workflow.

Microsoft offers a Compliance Manager that can help with all of those things. You’ll want a Compliance Score, something that reflects your overall compliance across different platforms. For example, the responsibility you have when your IT is on the premises vs. the responsibility you have over data in the Cloud. The Compliance Manager will also give you a step-by-step guide to help you improve your business’ data protection capabilities.

2: Protect
You can’t protect something without knowing where it is. So before you can guard your sensitive data, you need to know where it resides, where it travels, and which portions of your data are going where. Classify, label, locate > PROTECT.

Easier said than done. In the modern workplace, corporate data has few travel limits. Something exacerbated by something that also helps us: the increase of mobility and cloud services.

So with data out there in so many places, you’re going to want a single, simple interface to help you keep track of it all. Microsoft 365.

3: Respond
It sounds reactive, but it’s proactive. And we don’t mean responding to a breach. We mean responding to all of the other requests that happen before you get to that point.

What we mean by this, is responding to the routine AI maintenance requests. This helps you pinpoint your most relevant data – so you can reduce the amount of data you need to review.

Microsoft 365 has a rich, built-in, platform-wide tool to help you search and discover your most important data. The biggest thing this helps with: since it’s interface-wide, you don’t have to continuously copy your data to other spots, which can pose another threat and violate your compliance demands. This helps you reduce risk, reduce cost, and review and annotate before you officially export/send your data off.

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