The amount of data generated within organisations can be staggering. According to insights from Microsoft, more than two billion documents and emails are added to their platforms daily. However, this data is often unstructured, making traditional manual processing and management methods ineffective at scale. Fortunately, the AI-powered Microsoft Syntex offers a solution to enrich content, automate processing, and integrate it into mission-critical workflows and applications. And in addition to Syntex, Microsoft is introducing two new solutions that promise to revolutionise content lifecycle management: Microsoft 365 Backup and Microsoft 365 Archive.
These innovative tools are designed to help tech professionals streamline content management, protect critical data, and efficiently manage long-term storage within their organisations. In this article, we’ll explore how these new solutions can be applied by tech professionals to enhance their work and address the evolving challenges of content management and security.
But let’s begin with an overview of Syntex, and how it works to streamline content management.
Streamlining Content Management with Microsoft Syntex
Optical Character Recognition (OCR)
One of the key innovations in Microsoft Syntex is Optical Character Recognition (OCR). OCR technology enables the extraction of text from images and scanned documents. This means that even unstructured content, such as scanned images and handwritten notes, can be transformed into searchable and analysable data. Tech professionals can utilise OCR to automate data entry, digitise paper records, and improve the overall efficiency of document management.
Content Assembly
Content Assembly is another powerful feature of Microsoft Syntex. It allows users to automatically assemble documents from predefined templates and content fragments. This streamlines the creation of standardised documents and reports, reducing manual effort and ensuring consistency in content generation.
In a corporate setting, HR professionals can benefit from Content Assembly by automating the creation of employee contracts or offer letters. By defining templates and content fragments, they can generate these documents with accuracy and speed, minimising errors.
Enhancing Collaboration with Copilot Plugins
Microsoft Syntex offers plugins for Copilot, Microsoft’s intelligent code completion tool. These plugins enable developers to build customised solutions that leverage Syntex capabilities. By integrating Syntex AI into their applications, tech professionals can create intelligent content processing workflows tailored to their specific needs.
Microsoft 365 Backup: Safeguarding Your Data
Microsoft 365 Backup swiftly recovers OneDrive, SharePoint, and Exchange Online data while maintaining security within the Microsoft 365 environment. It enables selective backup and parallel restoration of files, sites, and mailbox items, both granularly and at scale. Users can efficiently search and filter content using key metadata. It is accessible directly in the Microsoft 365 admin centre.
Backing up diverse data sources
Microsoft recognises the diversity of data sources that organisations manage. To accommodate non-Microsoft 365 data and provide unique experiences, Microsoft 365 Backup allows the integration of partner applications built on top of its APIs. This approach ensures that organisations can centralise their data backup and singular or bulk recovery processes while maintaining the trusted Microsoft security and compliance domain, including the ability to recover individual files with advanced search capabilities.
If your organisation uses specialised software for project management that stores data outside of Microsoft 365, partnering with a backup solution can ensure that all your critical data, regardless of its source, is protected and recoverable through a unified interface. This integration leverages key features such as automatic backups facilitated by efficient backup software.
Addressing Cybersecurity Concerns
As organisations face a rising tide of ransomware attacks and security breaches, cybersecurity becomes a top priority. Microsoft 365 Backup offers a reliable backup solution to help organisations meet regulatory requirements and protect their data. This tool allows for daily backups of OneDrive, SharePoint Online, and Exchange Online data with granular recovery options, ensuring comprehensive backup on a regular basis.
Microsoft 365 Archive: Efficient Long-Term Data Storage
Managing Exponential Data Growth
The exponential growth of data, driven by collaboration and advanced content AI services, presents a challenge for organisations. While some content becomes inactive for collaboration, it remains essential for compliance requirements and record-keeping purposes. Microsoft 365 Archive offers a cost-effective solution to securely store aging data within SharePoint Online, matching the data’s lifecycle stage. This archive mailbox process retains Microsoft 365’s security, compliance, and rich metadata.
Imagine you work in a healthcare organisation with extensive patient records. As these records age and are no longer actively accessed, you can use Microsoft 365 Archive to securely retain them for compliance purposes, reducing storage costs without compromising data integrity.
User-Friendly Archiving
Microsoft 365 Archive simplifies the archive email and reactivation of content within SharePoint. Users can easily archive or reactivate full sites directly from the SharePoint user interface. For scaled mass archiving features, automation is available through PowerShell scripts or archive policies in SharePoint Advanced Management. The integration of an archiving process, user access, and filter content streamlines decision-making regarding the status of sites.
An IT administrator, for example, can implement automated site lifecycle management to identify and archive inactive sites, reducing clutter and ensuring efficient user access within your organisation.
Take advantage of Microsoft’s backup and archiving tools
Microsoft Syntex, Microsoft 365 Backup, and Microsoft 365 Archive offer valuable tools for tech professionals to enhance content management, minimise the impact of user error through data protection, and offer long-term storage within their organisations. By harnessing the power of AI-driven content processing and secure backup solutions, organisations can streamline workflows, protect critical data, and reduce costs, ultimately improving their overall efficiency and competitiveness. Stay ahead in the ever-evolving tech landscape by embracing these innovative solutions provided by Microsoft.
And if your organisation could benefit from a more in-depth look at Microsoft’s suite of handy loss prevention tools, Propelle can take the lead. We’re all across the 365 suite, including Office 365 and integrated third-party apps, and we can help you identify the biggest vulnerability to your data and create a backup process that keeps your valuable content safe. After all, no organisation is immune from human error – but with the right tools, you can ensure that there are steps in place to recover or store things correctly.
FAQs about Microsoft 365 Backup and Microsoft 365 Archive
What is the main benefit of Microsoft 365 Backup?
Microsoft 365 Backup provides organisations with a robust data recovery solution for OneDrive, SharePoint, and Exchange Online. Its main benefit lies in its ability to recover data at unprecedented speeds while keeping it within the Microsoft 365 security boundary. This ensures data protection and business continuity in the face of cybersecurity threats or data loss incidents, minimising interruption to your business operations.
Can I use Microsoft 365 Backup for non-Microsoft 365 data?
Yes, you can. Microsoft 365 Backup offers partner integration, allowing you to use third-party applications built on its APIs to back up non-Microsoft 365 data sources. This approach enables you to centralise your data backup and recovery processes while maintaining Microsoft’s trusted security and compliance domain.
What is the purpose of Microsoft 365 Archive?
Microsoft 365 Archive addresses the challenge of managing growing volumes of data within organisations. It provides a cost-effective solution for securely storing aging data within SharePoint, matching the data’s lifecycle stage. This ensures that data essential for compliance and record-keeping purposes remains accessible while reducing storage costs.
How does Microsoft 365 Archive handle long-term data retention?
Microsoft 365 Archive retains data within SharePoint, preserving Microsoft 365’s valuable security, compliance, search, and rich metadata. Users can easily archive or reactivate content from the SharePoint user interface. For scaled mass archiving, automation is available through PowerShell scripts or policies in SharePoint Advanced Management.
When will Microsoft 365 Archive offer file-level archiving?
Microsoft 365 Archive is set to provide file-level archiving in the second half of 2024. This upcoming feature will enhance the granularity of archiving options and offer powerful retention policy workflow integrations for organisations looking to manage their data even more effectively.