The document discusses content sprawl within Microsoft 365, identifying its causes, impacts, and the challenges it presents, such as poor productivity and security risks. It outlines the Egnyte viewpoint, recommending best practices for managing sprawl through prevention, administration, and ongoing management strategies. The authors emphasize the importance of governance and compliance to effectively control content sprawl in corporate environments.

1. 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

2. © 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

3. 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

7. The Customer
Experience

8. The Egnyte
Viewpoint

9. © 2020 Egnyte Inc. All Rights Reserved. | Confidential | www.egnyte.com 9
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

11. Best Practices for
Controlling Sprawl

12. © 2020 Egnyte Inc. All Rights Reserved. | Confidential | www.egnyte.com 12
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

16. © 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

17. Q & A

18. 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/

19. 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/