check before: 2024-10-01
Product:
Copilot, SharePoint
Platform:
Online, Web, World tenant
Status:
In development
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, Targeted Release
Created:
2024-09-05
updated:
2024-09-05
Docu to Check
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MS workload name
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explanation for non-techies**
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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**
Configure Site Ownership Policy
Set up a site ownership policy to manage and define ownership criteria for SharePoint sites.
- technical instructions: 1. Go to the SharePoint admin center. 2. Under 'Policies', select 'Site ownership'. 3. Define your ownership criteria and notification settings.
- references: https://docs.microsoft.com/en-us/sharepoint/governance/site-ownership-policy
Notify Users for Site Ownership
Automatically notify users when a site is found to be ownerless or non-compliant with ownership policies.
- technical instructions: 1. In the Site ownership policy settings, add users to the notification list. 2. Set the conditions under which notifications are sent.
- references: https://docs.microsoft.com/en-us/sharepoint/governance/site-ownership-policynotifications
Automate Actions for Ownerless Sites
Automate actions for sites that remain ownerless for more than 3 months to mitigate risks.
- technical instructions: 1. In the Site ownership policy settings, configure the automation options. 2. Specify the actions to take when a site is ownerless for the defined period.
- references: https://docs.microsoft.com/en-us/sharepoint/governance/site-ownership-policyautomated-actions
Opportunities**
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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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** AI generated content. This information must be reviewed before use.
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