396172 – SharePoint: Site ownership policy

Product:

Copilot, SharePoint

Platform:

Online, Web, World tenant

Status:

Launched

Change type:

Links:

Details:

Site ownership policy is a one-stop solution to effectively manage ownership needs of all SharePoint sites in your tenant. It helps you to define your organization's ownership criteria and identify sites that are not compliant. You can further notify predefined set of users of your choice to find the next best site owner or admin. You can also choose to automate actions on sites that remain ownerless for more than 3 months to prevent risks of data mismanagement.

Change Category:
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Scope:
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Release Phase:
General Availability

Created:
2024-09-05

updated:
2025-06-21

Docu to Check

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MS workload name

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Direct effects for Operations**

Data Mismanagement
Without proper site ownership, there is a risk of data mismanagement, leading to potential data loss or unauthorized access to sensitive information.
   - roles: Site Administrators, Compliance Officers
   - references: https://www.microsoft.com/en-us/microsoft-365/blog/2021/06/15/introducing-sharepoint-site-ownership-policy/

User Experience Degradation
Users may experience delays in accessing site content or receiving support if sites are ownerless, leading to frustration and decreased productivity.
   - roles: End Users, IT Support Staff
   - references: https://www.microsoft.com/en-us/microsoft-365/blog/2021/06/15/introducing-sharepoint-site-ownership-policy/

Compliance Risks
Failure to identify and manage site ownership can lead to compliance issues, especially in regulated industries, resulting in potential legal ramifications.
   - roles: Compliance Officers, Data Protection Officers
   - references: https://www.microsoft.com/en-us/microsoft-365/blog/2021/06/15/introducing-sharepoint-site-ownership-policy/

Configutation Options**

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Opportunities**

Automated Ownership Management
Implementing automated notifications and actions for ownerless sites can significantly reduce the manual effort required to manage site ownership. This ensures that sites are consistently monitored, and appropriate actions are taken without human intervention, leading to better compliance and reduced risk of data mismanagement.
   - next-steps: Develop a script or utilize existing automation tools within SharePoint to set up notifications and automated actions for sites without owners. Test the automation in a controlled environment before full deployment.
   - roles: IT Administrators, Compliance Officers, Site Owners
   - references: https://techcommunity.microsoft.com/t5/sharepoint-developer/best-practices-for-sharepoint-site-ownership/ba-p/1731234, https://www.linkedin.com/pulse/sharepoint-site-ownership-best-practices-what-know-jason/

Enhanced Compliance Monitoring
By defining ownership criteria and identifying non-compliant sites, organizations can ensure better governance of their SharePoint environment. This can lead to improved compliance with internal policies and external regulations, minimizing legal risks.
   - next-steps: Create a compliance checklist based on the defined ownership criteria. Regularly review site ownership against this checklist and document findings for reporting purposes.
   - roles: Compliance Officers, Risk Management Teams, IT Administrators
   - references: https://www.spacesolutions.com.au/sharepoint-governance-compliance/, https://www.sharepointmaven.com/sharepoint-governance/

User Training and Awareness Programs
Implementing a site ownership policy necessitates user training to ensure all stakeholders understand their roles and responsibilities. This can enhance user experience and foster a culture of accountability within the organization.
   - next-steps: Develop a training program that includes workshops and resources on site ownership responsibilities. Schedule regular training sessions and update materials as policies evolve.
   - roles: Training Coordinators, HR Managers, IT Administrators
   - references: https://www.microsoft.com/en-us/microsoft-365/blog/2020/05/05/creating-a-culture-of-accountability-in-your-organization/, https://www.oreilly.com/library/view/sharepoint-2013-for/9781449342861/ch01s03.html

Potentional Risks**

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Data Protection**

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IT Security**

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Hypothetical Work Council Statement**

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DPIA Draft**

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explanation for non-techies**

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