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MICROSOFT 365
Unified and enhanced compliance and governance for Microsoft 365
Organisations increasingly rely on Microsoft 365 for collaboration and content management, but an ungoverned Microsoft 365 environment can expose serious risks.
Microsoft 365 governance uses manage-in-place strategies that keep records and compliance measures within Microsoft 365. This can be convenient for large volumes of general records, but it lacks rigorous controls for vital records compliance, security and long-term preservation. This can lead to compliance failures, security breaches, and operational inefficiencies.
Mitigating risks and strengthening governance in Microsoft 365
Ingress, a governance and compliance platform by iCognition, fills this gap, enhancing records management, security, and compliance across Microsoft 365 using hybrid records management strategies. By unifying governance with automation and seamless integration, Ingress transforms Microsoft 365 into a well-governed, efficient, and compliant digital workplace.
Limitations of traditional manage-in-place solutions
“The in-place model involves acceptance of sub-optimal structure/schemas, so in circumstances where it is possible to optimise the efficiency of a structure/schema of a corporate records system (and/or of each native business application) we should reject that model.”
Lappin, Jackson, Matthews, et al., Archival Science, 2021
Manage-in-place is useful to manage a large volume of general and low-value records. However, it has shortcomings for vital records.
Traditional manage-in-place solutions often provide only baseline governance. They may be “handy for short-term or low-value records” but fall short for comprehensive, long-term vital records management and risk mitigation across a complex Microsoft 365 ecosystem. Ingress addresses this.
Want to know more about why using the right records management models is important? Check out our published article: Hybrid records management: combining approaches.
Ingress in action
Learn how the Tasmanian Government uses Ingress to manage its vital Government records, how Perpetual manages critical trust documents, or how Wodonga TAFE manages Microsoft 365 records.
Enterprise hybrid records compliance
Ingress delivers a hybrid records management model. That is, in-place records management for general records, integrated records management for specific record types in business processes, and a centralised model for vital and long-term preservation records.
To ensure your vital records have a uniform policy enforcement, strong security protections, and are appropriately preserved for the long-term, then centralised or integrated records management is required.
A strong compliance authority
Regardless of whether you use Ingress’ in-place or centralised records controls, they use the same set of proven, scalable, world-class records classification, retentions, long-term preservation, and security model to unify your entire records collection.
Enterprise records at the user’s fingertips in Microsoft 365
Ingress automates and hides records management from the users, while also providing access and use of records from your entire collection, subject to security. Ingress makes access and use dead easy. Users can take direct action- searching, retrieving, reusing, initiating workflows, gathering, sharing and collaborating – all within their familiar Microsoft 365 environment. No need for users to navigate to separate interfaces.
Unified governance across the information estate
Ingress eliminates the complexity of managing content scattered across multiple Microsoft 365 services and other platforms. It provides a unified, future-ready governance framework that integrates with your business systems – effectively extending control over your entire information estate.
Benefits
Optimal records management
Combine automated or user actioned in-place, integrated, and centralised M365 records management for optimal context, control, long-term preservation, and unification with non-M365 records.
Reduced legal and regulatory risk
With Ingress, organisations drastically lower their exposure to compliance violations and legal issues. All content is governed according to corporate policy and regulatory requirements, which means data retention, security and privacy rules are consistently followed.
Robust compliance enforcement and auditability
With Ingress, organisations gain fine-grained control and visibility over their information. Every document or email can be tracked, and governance actions are logged, creating a defensible audit trail for compliance purposes.
Maximised AI accuracy & insights
Reduce misinformation and AI hallucinations by keeping M365 records unified and in context.
Empowered decision-making through better information
Ingress breaks down information silos and makes knowledge more discoverable. Through its enterprise-wide unification and insight capabilities, users can quickly locate and utilise information from across the organisation, even if it resides in different Microsoft 365 sites or other connected repositories.
Enhanced productivity and user experience
Users can continue working in familiar Microsoft 365 apps like Teams, Outlook, or Word, with Ingress running behind the scenes to handle compliance. This seamless experience ensures that governance is enforced in the background without disrupting user workflows and empowering users to focus on their work and easily finding and accessing enterprise records.
Ingress is a must-have for Microsoft 365 Governance
In today’s regulatory and security-conscious environment, relying on an ungoverned or minimally governed Microsoft 365 setup exposes organisations to unnecessary risk. Ingress eliminates compliance gaps, enhances security, and streamlines records management, allowing organisations to govern Microsoft 365 with confidence.
For organisations looking to ensure compliance, mitigate security risks, and improve operational efficiency, Ingress is not just an add-on – it is an essential component of Microsoft 365 governance.