Reference
Policies for OneDrive
See the OneDrive inventory reference for the objects these templates work on.
| Policy | Description | Severity | Category | Checks |
|---|---|---|---|---|
| OneDrive file is older than 5 years | Detects OneDrive files that have not been modified in over five years, increasing storage redundancy and impacting AI accuracy. Outdated OneDrive files contribute to response inaccuracy when referenced by Copilot. Organizations should implement data life cycle policies using Rencore Governance to detect and archive outdated files automatically, ensuring AI models access only current and relevant data. | Medium | ResponseAccuracy | File |
| OneDrive file is shared with external users | Identifies OneDrive files that have been shared externally, increasing the risk of data leakage. Uncontrolled external sharing of OneDrive files exposes your organization to data security breaches and potential loss of intellectual property or confidential information. Apply Microsoft Purview sensitivity labels to classify and protect confidential files, implement restricted sharing policies by default, and regularly audit external sharing activities to ensure only authorized and appropriate content is shared outside your organization while maintaining security compliance. | Medium | ExternalAccess | File Sharing |
| OneDrives near storage limit | Shows OneDrives using more than 90% of their available storage space OneDrive accounts approaching their storage limits risk service disruptions, sync failures, and potential data loss when users cannot save new files or updates. Identify users approaching 90% capacity and notify them to archive or remove unnecessary files while analyzing storage consumption trends to plan for quota adjustments or license upgrades, preventing productivity interruptions and avoiding emergency storage management situations. | High | Costs | OneDrive |
| OneDrive contains files from disabled user accounts | Highlights OneDrive files stored in accounts that have been disabled, creating compliance and security concerns. Retaining OneDrive files from disabled user accounts may lead to unauthorized access and security risks. Implement automated workflows to transfer ownership or remove files within a predefined retention period using Rencore Governance. Microsoft Purview retention policies should also be configured to ensure compliance with data governance regulations. | Medium | UserOffboarding | OneDrive |
| OneDrive contains at least one externally shared file | Identifies OneDrive accounts where at least one file is shared externally, posing potential data security risks. Files shared externally from OneDrive increase the risk of data leakage and loss of control over sensitive organizational information, potentially exposing confidential data to unauthorized parties. Enforce restricted sharing settings by default and continuously monitor externally shared files to identify and review sharing permissions, ensuring only appropriate content is shared externally while maintaining compliance with data protection policies. | Medium | ExternalAccess | OneDrive |
| Large OneDrive Sites | Show OneDrive Site with more than 100GB data To optimize storage costs and improve data management, consider archiving or deleting outdated and unnecessary files from these OneDrive sites. Utilize Rencore Governance features to automate the identification of large OneDrive sites and set up policies for regular reviews and cleanups by the respective owners, ensuring efficient storage management and reducing operational workload. | Medium | Costs | OneDrive |
| OneDrive belongs to a disabled user account | Finds OneDrive accounts linked to disabled user accounts that should be reassigned or deprovisioned. OneDrive accounts linked to disabled user accounts create orphaned data repositories that pose compliance risks, consume storage unnecessarily, and may contain sensitive information without proper oversight. Implement automated retention workflows to either reassign ownership to active managers or archive the content according to your data retention policies, ensuring proper data governance while preventing unauthorized access to abandoned accounts. | Medium | UserOffboarding | OneDrive |