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` 06-10-2020 10
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`Top 4 tips to protect your remote workforce with data
`compliance in OneDrive
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`Data loss is non-negotiable for your business. Not only can it cost your company huge amounts of time
`and money—not to mention the impact on your competitive edge if certain IP is compromised—
`exposure of sensitive information and assets can have enormous legal and compliance implications, too.
`These worries are heightened by the current business climate, which is seeing more and more people
`work outside the protective confines of their company’s network.
`
`Microsoft is committed to helping protect your company’s most critical data as the business world
`changes before our eyes. For content stored in the Microsoft Cloud, that commitment starts with
`OneDrive.
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`Last month we shed light on the Top 5 reasons organizations use OneDrive for data security while
`working remotely emphasizing on how OneDrive helps with safe sharing and user productivity whilst
`empowering admins with tools to manage and monitor content wherever its used.
`
`Read on to learn how Microsoft 365 and OneDrive helps keep your data secure and private at the same
`time reducing the stress on IT during compliance or litigation issues.
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`Exhibit 2020
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`9/13/2020
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`Top 4 tips to protect your remote workforce with data compliance in OneDrive - Microsoft Tech Community
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`Govern Intellectual Property
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`As your digital data estate increases so does its vulnerability to attacks and leakage. It’s an unavoidable
`fact of today’s ever-evolving technology. But with the right governance and Microsoft, you can better
`protect your information against malware and data leaks. Microsoft 365 and OneDrive together give
`admins a robust toolset for combating ransomware, retaining critical data, and meeting litigation
`requirements—all extremely important in today’s business environment.
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`Data retention
`Due to compliance and/or legal requirements, your organization might be obligated to keep content for
`a certain period of time. Data retention in OneDrive is an effective tool for managing and governing the
`lifecycle of your data. Admins can set global retention policies on all organizational data as well as
`granular policies on critical users or content, like tax forms, press materials, competitive research, or work
`visas. They can also implement retention labels for crucial content to impose rules based on set
`classifications. Admins can automatically apply retention labels to specific types of information or
`empower their users to manually do the same.
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`Top 4 tips to protect your remote workforce with data compliance in OneDrive - Microsoft Tech Community
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`Retain content with sensitive info
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`Data retention can also reduce risks associated with litigation and security breaches. If a user leaves your
`organization, files that are subject to a retention policy will be preserved for the duration of that policy
`with their respective sharing permissions intact. Similarly, admins can set policies that permanently delete
`old content when it’s obsolete or redundant to further minimize the chance of malware.
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`Lastly, data retention policies and labels support record management for managing regulatory, legal, and
`business-critical records across your corporate data.
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`eDiscovery
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`Built-in eDiscovery in Microsoft 365 helps you identify, preserve, and review data in OneDrive that can be
`used as evidence during litigation. Admins can search for content related to a case using specific
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`keywords and then export or place a hold on that content. Similarly, eDiscovery holds can be placed on
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`Top 4 tips to protect your remote workforce with data compliance in OneDrive - Microsoft Tech Community
`9/13/2020
`entire OneDrive accounts being investigated. Analyzing search results using Advanced eDiscovery, which
`
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`integrates machine learning, predictive coding, and test analytics, admins can further reduce the costs
`and challenges associated with sorting through large quantities of unstructured data.
`
`As the business world transitions into a new world of work, protecting company data stored in the cloud
`becomes more important than ever. With malware protections and data retention in OneDrive, admins
`can help ensure the safety of critical information—even when users are working outside the office. The
`same is true for legal compliance: as an admin working remotely, you can still find and preserve cloud-
`based data to save yourself more time and your company more money.
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`Ransomware
`
`Ransomware attacks have increased dramatically in recent years, causing significant economic damage in
`their wake. And there’s no sign that trend is slowing: by one estimate, ransomware will cost the global
`economy $20 billion in 2021. Microsoft 365 and OneDrive are designed to help protect your data from
`such attacks. If your company is infected by ransomware, Windows Defender on Windows 10 and
`OneDrive will detect and notify you of the attack; provide steps for cleaning your device; and, help you
`recover lost data with Files Restore. Files Restore reinstates your entire OneDrive to a previous time
`within the last 30 days. This feature can also be used if OneDrive files and folders get deleted,
`overwritten, or corrupted.
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`Drive Awareness and Insights
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`Having the right tools is a good first step toward protecting your company’s confidential content. But
`knowing how users and other admins interact with that content adds an extra layer of security and
`control. Microsoft 365 offers detailed audit logs and reports that let you trace OneDrive activity at the
`folder, file, and user levels. That kind of transparency helps protect data while giving your admin team
`valuable user insights that could influence future IT decisions.
`
`Audit logs and reports in Microsoft 365 Security and Compliance Center surface unprecedented levels of
`visibility into user and admin activities within OneDrive. Every user action, including changes and
`modifications made to files and folders, is recorded for a full audit trail. Admins can even audit the users
`themselves who made those changes, helping them understand how people share, request access, and
`sync content in OneDrive. Audit logs help uncover admin activities in OneDrive as well, such as changing
`a network or device access policies. Advanced auditing capabilities add to these auditing efforts with log
`retention policies and the ability to retain all records for a year to enable forensic and compliance
`investigations.
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`Top 4 tips to protect your remote workforce with data compliance in OneDrive - Microsoft Tech Community
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`Audit log search
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`Deploying alert policies is another crucial step for monitoring activities performed by OneDrive users.
`These alerts notify admins when users share a file externally, assign access permissions, or create an
`anonymous link. Admins can define the alert conditions and policies that will best help them investigate,
`contain, and respond to any risks of data leakage.
`In addition to custom settings, Microsoft 365 Security and Compliance Center also provides default alert
`policies for OneDrive, such as:
`an abnormal volume of files deleted from a user’s OneDrive in a short duration of time
`a high volume of malware detected in files located in OneDrive accounts
`a large number of files shared externally
`unusual amount of activity (e.g., accessing, downloading and deleting files) performed on the
`externally shared files by users outside of your organization
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`Top 4 tips to protect your remote workforce with data compliance in OneDrive - Microsoft Tech Community
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`Alert policies
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`If you have added retention labels to classify data, you can easily verify that they're being applied as
`intended. Extensive reports ascertain the label activity for files and folders in OneDrive for the past 30
`days and include details like which user applied, changed, or removed labels to exactly which file or
`folder. Also, label analytics can help you locate which labels are being used most and where they are
`being applied. These capabilities recently made generally available under the ‘know your data’ scenario
`and you can learn more here.
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`Top 4 tips to protect your remote workforce with data compliance in OneDrive - Microsoft Tech Community
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`Label analytics
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`Auditing insights are yet another tool for maintaining data security as companies consider their work-
`from-home policies. Using audit logs and reports, admins can quickly understand how users and other
`admins are interacting with their OneDrive content and pinpoint unusual activities before it becomes a
`threat.
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`Maintain ownership and control
`
`
`Your data is yours alone—even if you’re keeping it in the Microsoft Cloud. We take seriously our
`responsibility as a custodian of your content and have implemented a series of protocols that keep
`information private. From Customer Key to Customer Lockbox, Microsoft’s privacy features ensure you
`maintain control over your data in OneDrive.
`
`OneDrive enables people to store, share, and work together on content. And that content, as well as end
`user information, is owned solely by the customer with Microsoft serving only as its custodian.
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`Microsoft 365 provides encryption for both data at rest, such as files saved in a user’s OneDrive, and in
`
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`transit, such as files being shared between users. But it also offers an added layer of security and
`flexibility to data at rest letting you manage the root encryption key with Customer Key.
`
`Customer Key enables you to provide your own keys for Microsoft to encrypt data stored in OneDrive,
`enhancing the ability of your organization to meet the demands of compliance requirements. You must
`give Microsoft authorization to use your encryption keys. You can revoke the access to the key anytime
`to make the data unreadable to all, including Microsoft services.
`
`Occasionally, Microsoft engineers help troubleshoot and fix customer-reported issues in the support
`process. Usually, Microsoft fixes issues using extensive telemetry and debugging tools; however, some
`cases require a Microsoft engineer to directly access customer content, to determine the root cause and
`remediate the problem. Customer Lockbox restricts Microsoft’s access to your data in these instances for
`whatever duration you specify, helping ensure your data remains secure while the issue is being fixed.
`
`Customers who initiate the service request must approve access for the Microsoft engineer and will then
`have visibility into their purpose and length of access. Access to customer content will be revoked when
`service operation is completed or the allotted time expired. Actions taken by Microsoft engineers in
`response to Customer Lockbox requests are logged and accessible via the Management Activity API or
`the Security and Compliance Center.
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`Customer Lockbox
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`In addition to better protecting your data, Customer Lockbox helps you meet compliance needs by
`demonstrating there are procedures in place for explicit data access authorization. It also provides
`controls for adhering to regulations like HIPAA and FEDRAMP.
`
`Microsoft drives trust through transparency—and trust is especially important as businesses retool
`traditional work practices. Customer Lockbox is just one-way Microsoft builds that confidence in our
`services. No matter how your company operates in the future, you can trust Microsoft will help keep your
`data secure, private, and compliant.
`
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`Manage Regulatory Compliance
`
`Business as usual is anything but these days. As companies move to a more flexible and remote
`workplace—in part because of changing times and in part because of Digital Transformation imperatives
`—admins need to ensure their users can access and share data no matter where it resides. They also
`need to keep government and industry regulations in mind.
`
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`Microsoft 365 and OneDrive together boost teamwork and innovation and guarantee easy management
`
`
`of data, users, and devices without straining IT resources and infrastructure costs. And with features like
`Multi-Geo and Information Barriers, OneDrive propels Digital Transformation in the global workforce of
`an organization while simultaneously helping organizations address data residency and segmentation
`guidelines enforced by governments and industry regulators.
`
`Multi-Geo helps you control where your data resides at the individual user level. Your organization can
`expand its Microsoft 365 presence to multiple geographic regions and/or countries within your existing
`tenant without disrupting the user experience. This includes a unified sharing experience in OneDrive
`where features like the global People Picker and “Shared-with-me” provide a unified list of colleagues
`and shared files across geographies. Content discovery and data access through mobile devices, no
`matter where the data resides, just works.
`
`Multi-Geo capabilities allow each user's OneDrive to be provisioned in or moved by an admin to a
`satellite location in accordance with the user's Preferred Data Location (PDL). Individual files are then
`kept in that location but can be shared with users in other geographies. Admins can implement familiar
`policies to move data between locations; tailor access, sharing, and configuration policies for each
`location; and, generate reports to monitor their users and data from the Microsoft 365 admin portal. All
`administrative controls, like audit log search, eDiscovery, and Data Loss Prevention (DLP), are extended to
`a multi-geo environment.
`
`
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`Multi-Geo
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`
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`Information Barriers empowers organizations, specifically highly regulated industries like finance, energy,
`and government, to control insider trading and demonstrates that to compliance controllers. It allows
`administrators to segment their users per compliance needs and associate data to specific segments
`such that access is granted only if segments match, regardless of other permissions. Currently the
`functionality restricts teams from communicating with each other through Microsoft Teams, but we are
`taking a step further to protect your content in OneDrive and SharePoint. Soon, admins will be able to
`block collaboration between users in 2 segments. For example , in a financial firm once IB policies are
`implemented,users in the Investment Banking segment can be restricted to share or collaborate on their
`OneDrive files with users that belong to Advisory segment.
`
`Finally, Microsoft offers a comprehensive set of compliance offerings to help your organization comply
`with global, national, regional, and industry-specific requirements governing the collection and use of
`data.
`
`OneDrive with Microsoft 365 has compliance leadership across ISO 27001, SOC, FEDRAMP FERPA,
`FINRA, GxP, HIPAA/HITECH , HITRUST, PCI DSS and EU Model Clauses, just to name a few. We’re also
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`committed to helping our customers comply with General Data Protection Regulation (GDPR), offering a
`
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`wide variety of tools for organization to improve their GDPR readiness. Refer here for a full list of
`compliance offerings
`
`
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`GDPR
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`Learn more and stay engaged
`
`We are very thrilled to showcase the best practices and recommendations on protecting your data while
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`working remotely with OneDrive. Join us in the upcoming, related webinar :
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`Empower your remote workforce with data security in OneDrive on 30 June 2020 at 9:00 am PT.
`th
`
`
`Also, check out our latest episode of Sync Up- a OneDrive podcast to hear the experts on implementing
`governance and compliance in OneDrive.
`
`
`SYNC UP, A ONEDRIVE PODCAST
`30
`00:00:00 / 00:30:57
`30
`Data compliance and governance with OneDrive
`
`
`We continue to evolve OneDrive as a place to access, share, and collaborate on all your files in Office
`365, keeping them protected and readily accessible on all your devices, anywhere.
`
`You can stay up-to-date on all things via the OneDrive Blog and the OneDrive release notes.
`Check out the new and updated OneDrive documentation.
`Take advantage of end-user training resources on our Office support center.
`
`Thank you again for your support of OneDrive. We look forward to your continued feedback
`on UserVoice and hope to connect with you at Ignite or another upcoming Microsoft or community-led
`event.
`
`Thanks for your time reading all about OneDrive,
`
`Ankita Kirti
`OneDrive | Microsoft
`
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