SharePoint Migration Compliance Tips: Enhanced Security Guidelines for Highly Regulated Industries
SharePoint migration is a perfect option for businesses using legacy DMS platforms and wanting to upgrade to a more productive environment. But when you are transferring sensitive user and business information between platforms, you need to ensure compliance with the data protection and privacy regulations. In this article, we will talk about SharePoint migration compliance and some of the tips you should follow, especially if you work in a highly regulated industry.
Why is SharePoint Migration Compliance Important?
Many businesses don’t focus the necessary effort on SharePoint migration compliance. But that is not a smart approach. Here are some of the most important reasons why it is important to ensure compliance with regulations during SharePoint migration.
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Avoid Legal and Financial Penalties
Non-compliance with industry regulations like GDPR, SOX and HIPAA can often attract lawsuits as well as significant fines. As your data will be in transit, the chances of compliance pitfalls will be higher.
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Protect Sensitive Data During Migration
Highly regulated industries deal with personal, financial, or confidential information. Taking the recommended compliance measures, that data remains secure both during and after migration.
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Maintain Data Integrity and Auditability
When regulatory checks are conducted, thorough audits will be conducted. They will also need evidence of data handling. A compliant migration will preserve the metadata, version history, permissions and audit logs, which will avoid any issues after migration.
Get Comprehensive Support for SharePoint Migration
Explore our range of support services that help you handle every aspect of the SharePoint Migration process. Visit our SharePoint migration page to know more.
SharePoint Migration Compliance for Healthcare
Now, let us begin to look at the different security guidelines that you need to follow for SharePoint migration compliance for highly regulated industries. Let’s look at the healthcare sector.
Here are the security guidelines that you need to follow for SharePoint migration compliance for healthcare.
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Encrypt PHI In-Transit and At-Rest
It is recommended to implement end-to-end encryption to protect electronic Protected Health Information (ePHI) as required by the HIPAA guidelines.
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Enable Data Loss Prevention (DLP) Policies
You can use Microsoft Purview to implement DLP policies for your medical documents. This will help you detect and prevent anomalous sharing of medical records, patient identifiers, and health codes.
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Apply the Required Sensitivity Labels
It is also important to classify and label the health data to enforce strict access controls and usage restrictions. This will prevent any unauthorized personnel from accessing the data.
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Implement Role-Based Access for Care Teams
To avoid any unnecessary risks, you need to grant site and/or library access based on care team roles to ensure that only the necessary security standards are met and unnecessary access is prevented.
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Audit and Monitor Access Logs
This is an important action that should be taken after migration. You can use Microsoft 365 Compliance Centre to track which user accessed which document and when. This information is necessary during HIPAA audits.
SharePoint Migration Compliance for Financial Services
Let us now quickly look at some of the best practices to ensure SharePoint migration compliance. Here are some of the steps that we recommend:
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Use MFA for All Kinds of Access
Make sure that you enforce Multi-Factor Authentication (MFA) across the board, for all kinds of access. This prevents unauthorized access, aligning the process with SOX and FINRA guidelines.
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Configure the Retention Policies for Financial Records
Different regulations lay down the recommended timelines for storing financial data. Make sure that you apply automated retention policies to ensure that the data is stored, maintained and deleted according to the policies.
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Maintain Immutable Audit Trails
Make sure that you maintain audit logs on SharePoint usage. This will prove to be useful during regulatory checks or other inspections.
SharePoint Migration Compliance for the Legal Sector
Lastly, let us look at some of the useful tips for ensuring SharePoint Migration Compliance for the legal services sector.
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Enable eDiscovery and Legal Hold Features
You can integrate Microsoft SharePoint with Purview to preserve data integrity. This will prevent any data gaps for your ongoing cases and litigation.
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Deploy Endpoint Protection for Remote Work
Many law practices as well as legal teams of large corporations have remote teams working for them. You can leverage Microsoft applications like Intune with SharePoint for better endpoint management and ensuring security and compliance after SharePoint Migration.
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Use SharePoint Groups to Restrict Access
You can create SharePoint groups and permissions to maintain a tight control access for specific access to each matter or case matter. This will ensure a higher level of protection of documents.
These were some of the security guidelines that you need to follow to ensure SharePoint migration compliance. Let us now look why you should work with a SharePoint Migration Consultant like Evolvous
Why Do You Need Migration Consulting from Evolvous?
At Evolvous, we have handled several SharePoint migration projects for different industries. This has enriched our team with the knowledge of different compliance codes.
Our team will assess your existing SharePoint or legacy DMS platforms and identify compliance issues like broken permissions, improper labelling of sensitive content, unsupported file types etc. We will use the right technology to address those issues before we initiate SharePoint migration.
To ensure better compliance and ensure security, we can also use custom PowerShell scripts. This gives us better control over the entire process, which proves to be useful in meeting compliance needs.
Solve Compliance Challenges with Expert SharePoint Migration Consultants
Want to ensure SharePoint Migration compliance? Get in touch with Evolvous and solve critical compliance challenges and ensure a safe, secure and fully compliant DMS migration.
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