Teams has come a long way in the last few years. Personally, when it was launched back in 2017, I didn’t think it was very impressive. There were already many other applications that accomplished the same thing. However much to my surprise, Microsoft improved Teams greatly to where it has now become top tier among business communication apps.
Today, business communications via chat are reaching the same levels as communications via email. A recent study shows that the vast majority (70% ) of employees prefer direct messaging for company communications over any other method.
These trends coupled together set the foundation for a major data security problem.
The reason this is a problem is that 45% of users share restricted and confidential information via Teams chat. 51% share business-critical information. This data comprises a vast array of types, such as passwords, financial information, customer lists, and employee records. That’s a lot of important data being sent via Teams.
Here’s where it gets sticky.
48% of those same users have accidentally sent messages in error. 75% also use Teams on their personal devices (not managed by the company). That’s a lot of risk for your company data falling into the wrong hands.
Plus, many employees are using Teams as an ad hoc storage medium for these documents.
Worse yet, Teams is not backed up.
I know. Shocker, right? It seems counterintuitive that a cloud service is not backed up, but it isn’t. Here’s one that will make your head spin, none of your Microsoft 365 applications are. Most people tend to think their emails and data are backed up because they are cloud services. That just isn’t the case. It’s true, there are some rollback options with limited data and time periods available. However, there is no full backup solution included and Microsoft specifically disclaims any liability for data loss and recommends users perform regular backups. Scheduling backups of collaborations is critical.
Where does that leave you?
Workflows have changed and collaboration solutions are flexible to work anywhere. Teams is heading that charge and employees are eager to keep using it daily.
That means you need to put in the proper safeguards for your company and your team.
- Regular security awareness training is crucial for employees. It keeps security front and center to help prevent them from taking risky actions.
- Organizational policies to keep BYOD (bring your own device) phones managed properly, and prevent Shadow IT (unauthorized apps or devices) from being used.
- Protect ALL of your data (messages, files, emails) with regular backups of Microsoft 365.
Modern businesses are run by these modern tools. If you have any questions regarding servicing your IT to stay up to date, schedule a 15-minute consultation.