Best Practices for OpenText Server
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Regularly back up your Content Server database and file system to ensure that you can
restore your data in the event of a disaster or data loss.
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Monitor your Content Server environment for performance issues using tools such as
Real Time SQL Monitor or SQL Tuning Advisor, both in Oracle SQL Developer.
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Use security groups to manage user access and permissions, and assign permissions
based on roles rather than individual users.
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Implement an Information Lifecycle Management (ILM) strategy to manage the
retention and disposition of content, which helps ensure compliance with legal and
regulatory requirements. This includes Archival of stale content and deletion of content
that is past its life cycle.
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Use templates and workflows to automate business processes and reduce manual effort
and errors.
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Regularly review and update your Content Server configuration to ensure that it is
optimized for your organization's needs.
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Document your Content Server environment, including your system architecture,
security policies, and configuration settings.
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Regularly monitor system usage with the built-in monitoring tool. Also, regularly check
system logs and event viewer to detect and resolve issues.
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Stay up-to-date with the latest software updates and patches to ensure that your
system is secure and functioning optimally.
Best Practices for SharePoint Online
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Plan your site architecture: Plan your site architecture before you start creating
SharePoint Online sites to ensure that they are organized, scalable, and easy to manage.
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Limit the number of site collections: Limit the number of site collections to keep the
environment manageable and to ensure that all sites are properly monitored.
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Establish governance policies: Develop governance policies that are consistent with your
organization's goals and compliance requirements, and communicate them to users.
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Use permission levels: Use permission levels to grant appropriate access to users for
specific actions and ensure that permissions are reviewed regularly.
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Enable versioning: Enable versioning to track changes made to documents and to
restore previous versions if needed.
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Use metadata and content types: Use metadata and content types to organize and
classify content, making it easier to find and manage.
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Use search effectively: Optimize search by configuring search settings, creating content
sources, and promoting relevant results.
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Monitor site usage: Monitor site usage to identify patterns and trends and to ensure
that sites are used effectively.
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Implement retention policies: Establish retention policies to ensure that data is retained
for the required period of time and then deleted or archived appropriately.
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Stay up-to-date: Stay up-to-date with the latest SharePoint Online features and updates
to ensure that your organization is getting the most out of the platform.
Best Practices for OneDrive for Business
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Enable OneDrive for Business for all users: Make sure that OneDrive for Business is
enabled for all users who need access to it.
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Establish OneDrive for Business policies: Develop policies for OneDrive for Business
usage that are consistent with your organization's goals and compliance requirements.
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Educate users: Provide required training to users to ensure they understand how to use
OneDrive for Business effectively and securely.
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Set up permissions: Determine which users should have access to specific files and
folders. Set permissions according to least permissions policy.
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Implement retention policies: Establish retention policies to ensure that data is retained
for the required period of time and then deleted or archived appropriately.
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Monitor usage: Monitor OneDrive for Business usage to ensure that users are complying
with policies and to detect any potential security issues.
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Use auditing and reporting: Use auditing and reporting features to track user activity
and identify any unusual behavior.
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Implement security measures: Implement security measures, such as two-factor
authentication, to ensure that only authorized users have access to OneDrive for
Business data.
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Use backup and recovery: Set up backup and recovery processes to ensure that
OneDrive for Business data is protected in case of data loss or other disasters.
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Stay up-to-date: Stay up-to-date with the latest OneDrive for Business features and
updates to ensure that your organization is getting the most out of the platform.
Best Practices for Microsoft Teams
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Set up governance policies: Develop governance policies that are consistent with your
organization's goals and compliance requirements, and communicate them to users.
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Establish team creation policies: Establish policies for creating new teams to ensure that
they are created with a specific purpose and that they are well-managed.
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Limit external access: Limit external access to data in Microsoft Teams to prevent
unauthorized access and to ensure compliance.
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Use sensitivity labels: Use sensitivity labels to classify data according to its level of
confidentiality and to control who can access and share it.
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Implement retention policies: Establish retention policies to ensure that data is retained
for the required period of time and then deleted or archived appropriately.
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Monitor file sharing: Monitor file sharing to ensure that users are complying with
policies and to detect any potential security issues.
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Enable data loss prevention: Enable data loss prevention policies to prevent sensitive
data from being shared or accessed inappropriately.
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Use audit logging: Use audit logging to track user activity and identify any unusual
behavior.
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Stay up-to-date: Stay up-to-date with the latest Microsoft Teams features and updates
to ensure that your organization is getting the most out of the platform.