Knowledge base
November 30, 2025
Teams & SharePoint: convenient… until it gets out of hand
Commonly used tools, often without grip
Microsoft Teams and SharePoint are popular tools in Dutch organizations. They make collaboration easy, but if there is no clear structure or policy, chaos ensues. You think you have control, but in practice :
- Files are in multiple places
- Rights are unclear or assigned too broadly
- Version control missing, resulting in duplicate or incomplete documents
- Guest users inadvertently access confidential information
- Teams are created without governance, leading to proliferation
A recognizable real-life example
A medium-sized healthcare organization in North Holland used Microsoft Teams to share client files between teams. At first this worked fine, but after a year there were more than 80 active teams, each with their own structure. Some files were in five places, sometimes with different versions. To make matters worse, external caregivers were found to have access to documents containing medical data, without being checked or recorded.
Not only did this put the organization at risk of an AVG fine, it also lost the trust of its employees. The IT department no longer knew where to start.
Practical tips for grip
- Work with fixed folder and channel structure
Use templates for each new team or project. Determine in advance the appropriate channels and folders for each department. - Implement governance policies
Set automatic lifecycle policies: when is a team archived or deleted? Limit guest access via tenant policies and use uniform naming conventions. - Use role-based access
Link access permissions to Microsoft 365 security groups that are automatically linked to functions or departments. This will prevent incorrect individual permissions. - Provide training and awareness
Make employees aware of the do’s and don’ts. Offer short training sessions focusing on safe work practices and compliance. - Use reporting and auditing
Provide visibility with dashboards (e.g., via Microsoft Purview or external tools) that provide insight into access, document flows and risk areas.
What ALTA-ICT offers
At ALTA-ICT, we help companies by bringing back structural control within their Microsoft 365 environment. We do this not with standard templates, but with an approach tailored to your organization, your industry and your compliance requirements.
Our experts deliver:
– A setup according to ISO27001 and NEN7510 standards
– Full migration guidance including cleanup of old Teams
– Manageable, future-proof policies and guidelines
– Reporting and dashboards tailored to your organization
– AVG-compliant document storage with full traceability
– Training and adoption programs for end users
Measurable result
Our customers experience:
- 40% fewer support questions about file locations and permissions
- 100% visibility into access and changes thanks to auditing
- Time savings averaging 2 hours per employee per week
- Full AVG and NEN compliance in audits.
Do you also want overview and control?
It starts with a conversation. Our consultants will help you map out where you stand, where there are risks and what steps you can take for structural grip.
Schedule a free consultation: alta-ict.co.uk/free-consultation
Want to know more?
