The Law Firm's Checklist for Optimizing Microsoft 365 Storage & Compliance

Law firms face distinctive challenges when managing Microsoft 365, balancing strict confidentiality requirements, complex matter-based collaboration, and high staff turnover. With terabytes of sensitive client data spread across SharePoint, Teams, and OneDrive, governance gaps can quickly lead to rising storage costs and compliance risks. Without proper oversight, IT teams struggle to manage security, while firm leadership demands demonstrable data governance. However, with the right strategy, legal IT teams can transform Microsoft 365 into a cost-effective, well-managed platform that enhances productivity and client confidentiality.

A thorough assessment provides the foundation for optimization. Conduct a storage baseline audit to identify high-consumption sites, track storage growth, and calculate costs. Map external access by reviewing guest users, their permissions, and potential security risks. Inventory document sharing to flag anonymous links, unexpired access, and permissions that allow unchecked resharing. Finally, identify orphaned user accounts left behind by departing attorneys or staff, ensuring they no longer retain access to sensitive client data.

With a clear understanding of risks, legal IT teams can take immediate action. Storage optimization efforts should focus on archiving closed matters, enforcing version control, removing duplicate content, and consolidating reference materials. Guest access controls should eliminate unnecessary permissions, standardize approval workflows, and implement review cycles. Strengthening document sharing policies by requiring expiration dates, establishing link restrictions, and developing training materials ensures secure collaboration. Lastly, implementing matter lifecycle management—from site provisioning to retention schedules—creates a structured approach to handling legal documents efficiently.

Sustained optimization requires continuous oversight. Regular monitoring of external sharing, guest access, and storage usage ensures ongoing compliance. Establishing reporting and accountability through compliance dashboards, trend analyses, and firm-wide security updates keeps leadership informed and enforces adherence to policies. A refined governance model should evolve with firm needs, incorporating feedback, updating policies based on audits, and adapting to Microsoft 365 advancements.

Audit by SnapOn provides seamless Microsoft Teams integration, enabling IT legal teams to manage governance without disrupting workflows. It offers both tenant-wide and matter-specific visibility, ensuring firms can target high-risk areas while maintaining comprehensive oversight. Exportable reports support internal audits, security reviews, and compliance documentation. With rapid deployment and flexible data center options, law firms can meet data sovereignty and security requirements.

For law firms, optimizing Microsoft 365 storage and compliance isn't merely an IT concern - it's a business imperative that impacts client service, risk management, and profitability. By following this structured checklist, legal IT teams can transform their Microsoft 365 environment from a potential liability into a secure, cost-effective platform that supports the firm's core mission. 

Audit provides the visibility and control needed to implement this checklist effectively, giving IT teams the tools to manage storage costs, ensure compliance, and demonstrate value to firm leadership. In today's increasingly complex digital landscape, this systematic approach to Microsoft 365 governance isn't just good IT practice—it's essential for modern law firm operations.