OneDrive = business process?
Ruben Hansen
Passionate about digital transformation | Kitron | IT Manager | Strategy & Governance
Don't use OneDrive client to support business process
Sync'ing SharePoint
IT department should take caution in recommending synchronizing SharePoint libraries/folders using OneDrive for Business client (neither to PC/Laptop nor TS/Citrix desktop, and discourage leaders from relying on OneDrive for Business to support business processes.
Instability
The experience is that OneDrive for Business client is frequently updated, resulting in unwanted changes that either causes technical challenges or lack of support of implemented business process. The experience is also that the OneDrive client fails or crashes without the user noticing.
Lack of monitoring
IT is not able to detect If OneDrive for Business client fails to synchronize, requiring the user to be well trained and alert in case there is a small "x" on the OneDrive client icon in SysTray, indicating error. If synchronization fails, changes done on PC/Citrix (terminal server/RDP) will not be reflected in SharePoint, and changes done online will not synchronize to PC or TS.
Microsoft has released an Admin tool for OneDrive that requires manual monitoring and mitigation: https://learn.microsoft.com/en-us/sharepoint/sync-health
IT is not able to automatically detect if?synchronized folders?exceeds limits, if filename is non-supported, or other potential reasons for errors.
IT is not able to automatically detect which libraries, folders and files are synchronized and by which users, hence no overview exists.
Disallowing synchronization is optimal mitigation.
User error
It is fairly easy for users to wipe entire libraries and folders, accidentally drag and drop folders and cause confusion, and similar user-errors with potentially significant negative business impact. Users may also upload very large files, causing network congestion as many others simultaneously download these files.
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Security
Risk of data leakage.
You don't want someone's laptop to get stolen and have access to all your files.
Obviously device encryption and other means can help here, but they may not have that, so they prevent mass leakage by preventing syncing.
Data storage & network spike
Users may inadvertedly upload very large files and folders, increasing storage cost and will slow down user experience. Size and number limits may be reached, causing issues creating new files and folders. Network storms may occur if someone uploads?5 gigs of files, and if everyone is synced, you now have a network spike for all clients to get this file/folders updates.
Information structure
Metadata.
Metadata for files is not supported by OneDrive sync, and is not visible to user in folders. Each file must be opened manually to view & set metadata.
Sikkerhetsansvarlig Azure Skatteetaten
1 年With regards to security, if the computer accessing the data is not compliant, it should not be allowed to access company data. And disk encryption should be one of the requirements to be compliant.