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Webex Governance and Retention Policies

Main Capabilities

Webex Governance and Retention Policies handles governance, retention and management needs for Webex Spaces and Direct Room.

View, search and manage Spaces across all the company

Apply Governance policies for Space creation and moderation

Set manual and automatic retention policies based on various parameters.

 

Feature List

Governance Policies  

Governance Policies allow users to configure things like:

    • Assign AD Groups as moderators
    • Groups/Users Allowed to create spaces/teams
    • Groups/Users Allowed to add users to spaces/teams
    • Decide which groups require a Global moderator

 

Space Management

  • Get a list of all the Webex Spaces -Tag the Spaces for automatic policies, search, and management/governance needs. For example Finance, PII. Tags can be added as needed
  • Add or remove users from spaces without being a member of the space
  • Delete space with all of its content 
  • Block Spaces prevent any new content but leave existing content accessible 
  • Perform advanced search using multiple parameters:
     
    • Title
     
    • Tags
     
    • Active Directory groups,
     
    • Scope(internal/ External) 
     
    • Specific external domain members
     
    • Type (Space / Direct message)
     
    • Last activity period
     
    • Space webex classification 

 

Retention Policy Engine 

The retention Policy engine allows the company to set multiple conditions for setting retention period based on the following parameters:

    • Tags (set in the space management)
    • Active Directory Groups
    • Last activity date. For example, spaces that have been inactive last 30 days.
    • Scope - whether a Space contains external users.
    • Classification

 

In addition, manual retention period can override the automatic policies

Background

Governance Policies

Companies using Webex can often run into space cluttering. Too many Spaces created that can be easily be lost of track.

Another feature companies look to control is who is allowed to create Spaces and to add members to it, so to avoid situations where an unwanted user joined a Space.

Another feature companies look to control is who is allowed to create Spaces and to add members to it, so to avoid situations where an unwanted user joined a Space.

One common use case for applying governance policies is for organizations that have multiple levels of hierarchies such as education (teachers-students), data centers (manager-support). Here it's important for the higher level employee to be present in every space and to moderate it. That prevents uncontrolled communications or, for instance, a student removing a teacher from a space.

The governance policies can handle a situation where a space moderator is leaving the organization, and automatically adds a global moderator to that space not to leave any gaps

Another use case is when companies want to control the process of Space creation and thus, want to limit to specific groups that can authorize it.

Data Retention Policies

Compliance and internal regulations often require data retention policies. Those usually indicate that after a certain amount of days, data needs to be fully erased. Policies like GDPR require data retention policies.

A common example is companies that need to erase employee or customer data on request or automatically. Also financial firms are usually required to do the same.

Data retention minimizes the risk of a breach or compliance events as less data is exposed in the cloud

Space Management

Webex Teams deployments tenants can sometimes become very large in the number of users and spaces. Company management and compliance teams need visibility of all the Spaces created which is not possible out of the box.

Until this date, there hasn’t been a way of providing clear and complete insights of the number of Spaces, their members, their last activity and whether they contain external members.

Other information such as the users, group membership, and external users is critical to handle both compliance and security risks.

That information can be vital in order to preserve order and prevent security breaches by allowing external users into the incorrect Spaces.

Watch Webex Governance & Retention Policies in Action

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