Ordering the Chaos:
Combatting Teams and
SharePoint Content
Sprawl
Christian
Buckley
Microsoft MVP
Stephen Hand
Director of IT and
Cybersecurity
Tilson
Kyle Wallstedt
Sr. Solutions
Architect
Egnyte

© 2020 Egnyte Inc. All Rights Reserved. | Confidential | www.egnyte.com
Agend
a
01 What is Content Sprawl?
02 The Customer Experience
03 The Egnyte Viewpoint
04 Best Practices for Controlling Sprawl
05 Q & A
2

What is Content
Sprawl?

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What is Content Sprawl?

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Why do we experience sprawl?
 Ease-of-use
 Lack of feature awareness
 Habits
 Lack of governance
What are the impacts of sprawl?
 Poor productivity
 Security risks
 Decreased business value (of data + your IT investments)

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What does sprawl look like inside Microsoft 365?
SharePoint
• By default, anyone can create Team Sites
• Structured and unstructured content
• Poor adherence to a formal information architecture (data classification,
tagging, structure)
Microsoft Teams
• By default, anyone can create Teams and Channels
• Automatically creates O365 Group withing Azure, which includes:
o New SharePoint Online team site
o New Teams team
o New Outlook group and calendar
o New Power BI workspace
o New Planner plan
• Structured and unstructured content, including meeting recordings,
chats and threaded discussions
OneDrive
• Contains mostly unstructured content, with IP spread across local
PC and cloud
A common problem
across all three
workloads is an
inconsistent
use of security,
compliance,
and governance
best practices

The Customer
Experience

The Egnyte
Viewpoint

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Upgrade From SharePoint and
On-Prem File Servers
 Replace physical file servers with a
like-for-like experience
 Deliver simple, familiar mapped drive
experience rather than struggle to
adopt SharePoint
 Deliver secure, auditable external
collaboration
 Build one central file repository
instead of multiple data silos
Flexible and Turnkey
 Deliver local file access with a cloud
backbone for large file / low
bandwidth settings (hybrid)
 Deep M365 integrations, including
Teams, SharePoint & OneDrive
Remote Workers
Office Workers
Clients and
Design Partners
Corporate Firewall
Desktop and Mobile
Local Cache
Secure Collaboration with Egnyte

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Cloud Repositories On-Prem Repositories
Spot
Suspicious
Behavior
Identify
Sensitive
DataEnforce
Compliance
Turnkey Content Protection
 Gain visibility to all content and risk
 Protect sensitive files, IP from
internal theft and external threats
(e.g. ransomware)
 Prepare for sweeping changes in
privacy regulation (GDPR, CCPA)
 Manage the data sprawl and
governance holes created by
Teams, SharePoint, and OneDrive
Compliance Support
 Deliver industry specific compliance
solutions (e.g. HIPAA, SEC-FINRA)
 Automated retention, archive, and
legal hold
 DSAR and breach reporting
workflow
Govern all your sensitive content

Best Practices for
Controlling Sprawl

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Best Practices
for controlling sprawl
● Prevention
● Proactive Administration
● Ongoing Management
● Planning

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Best Practices
for Prevention
● Provisioning
● Templates
● Naming conventions
● Information architecture
● Training

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Best Practices
for Proactive Administration
● Community management
● Focus on adoption and
engagement
● Analytics
● Center of excellence

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Best Practices
for Ongoing Management
● Retention policies
● Feature updates
● Site expiration
● App review and approval
● Change management

© 2020 Egnyte Inc. All Rights Reserved. | Confidential | www.egnyte.com 16
Best Practices
for Planning
● Create a formal
governance board
● Improve communication
● Pilot, pilot, pilot

Q & A

Thank You!
Christian Buckley
Microsoft MVP
cbuck@collabtalk.com
linkedin.com/in/christianbuckley/
Stephen Hand
Director of IT and Cybersecurity
Tilson
shand@tilsontech.com
linkedin.com/in/sdhand/
Kyle Wallstedt
Sr. Solutions Architect
Egnyte
kwallstedt@egnyte.com
linkedin.com/in/kjwallstedt/

Thank You!
Watch the webinar on-demand:
https://pages.egnyte.com/ContentSprawlWebinar-Video.html
Read more on this topic in Christian’s guest posts:
Pt.1 https://www.egnyte.com/blog/2020/08/the-problem-of-content-sprawl/
Pt.2 https://www.egnyte.com/blog/2020/08/managing-content-sprawl-in-microsoft-365/