Top 4 Ways to Bridge Office 365 eDiscovery Gaps

 In Compliance

Top 4 Ways to Bridge Office 365 eDiscovery Gaps

Office 365 is great for a lot of things — among them, improving business productivity and efficiency — but it’s not without significant feature gaps. Many companies with stringent compliance requirements that surpass standard regulations like HIPAA or EU data protection laws have found that Office 365 is inadequate for their needs.

The shortcomings of Office 365 are especially evident when it comes to its eDiscovery (electronic discovery) functionality, which identifies and preserves data for use as evidence in legal cases. Below, you’ll find a few of the most pressing problems that you may have with eDiscovery and four suggestions to improve them.

Problems With Office 365 eDiscovery

In many cases, Office 365’s eDiscovery functionalities are insufficient as an out-of-the-box solution. If your organization is experiencing any the issues below, you’ll likely want to look elsewhere to resolve these matters.

Licensing Complexity

Office 365 comes with a wide range of licensing plans, requiring you to evaluate your user demographics at regular intervals to ensure that you have the features you need without spending too much for them. The security and compliance suite, including eDiscovery and preservation policies, is only available on E3 configurations and higher.

Enterprise Search

If you want to perform enterprise search in Office 365, you first need to break down your users into manageable subsets and then manually aggregate the results for a holistic search. In addition, Office 365 places a cap of 3,000 users on its search functionality, which can be raised to 10,000 via scripting.

Litigation Hold

Office 365 has licensing requirements that restrict the availability of the Litigation Hold feature for end-user mailboxes. Companies that require enterprise wide Litigation holds are forced to utilize manual scripting and have no way to pro-actively audit this process.

eDiscovery Shortfalls

Many users have noted issues with eDiscovery performance in Office 365, from slow results to variations in search accuracy. What’s more, Office 365 relies upon discovery mailboxes to store returned data, which creates an influx of additional mailboxes to service.

Data Sources

Office 365 lacks a clean integration with hundreds of non-Microsoft data types. This means that your legal team must combine multiple platforms and processes to carry out their legal review. As a result, Office 365 often proves to be an inadequate choice for a standalone eDiscovery and compliance platform.

4 Ways to Bridge eDiscovery Gaps

To solve these problems with Office 365’s native eDiscovery, many organizations rely on third-party tools with additional functionality. Some of the most common features are described below.

1. Configuration

Using highly configurable third-party solutions, such as CAS for O365, administrators can decide which content they want to remove from Office 365 and which content they need to preserve. End users are unable to delete archived data, and the system maintains a forensically correct copy of the original files and documents.

2. Licensing

Third-party platforms like CAS allow organizations to save money by purchasing only the most basic Office 365 subscription. This subscription can then be supplemented with the third-party product, rather than needing to upgrade to the more expensive E3 or E5 plans.

3. Data Sovereignty

Large organizations with outposts in different countries often struggle to manage their compliance issues across International and regulatory boundaries. Third-party solutions can maintain a local archive in each location so that the data never leaves the data center and remains in compliance with all applicable regulations.

4. Automation

Companies that use a third-party platform like CAS for electronic discovery can automate them to reduce errors and improve ease of use. Data retention periods, disposition, and storage can all be controlled via explicit policies, even when users change physical locations.

If you’d like to learn more about how to overcome Office 365 compliance gaps for your organization, contact Capax Discovery today.

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