Assign ownership
A workspace needs an accountable owner and a backup. Individual spaces and integrations also need someone who can answer why they exist and who should have access. Record ownership in a place administrators can maintain.
Set minimum rules
Define how members join and leave, who may create or approve integrations, how sensitive information is handled, and when access is reviewed. Keep the rules short enough for teams to use. Link them to the organization’s broader security and records policies.
Review what changed
Schedule periodic checks for inactive administrators, abandoned integrations, outdated spaces, and exceptions. A team merger or project closure is a natural trigger for review. Document decisions and owners rather than relying on memory.
Make the policy usable
A one-page starting policy can name a workspace owner and backup, explain how members join and leave, describe the app-approval route, and point to the data-handling policy. Add a review date and a process for exceptions. Test the policy with a real joiner and a departing contractor. If people cannot tell who should act, clarify ownership before adding more rules.
Choose the next step
| Situation | What to check |
|---|---|
| An owner leaves | Transfer the role and review privileged access. |
| An exception is requested | Record the reason, approver, duration, and review date. |
| A project closes | Review members, integrations, records, and retention. |
A practical checklist
- Name an owner and backup.
- Document joining, sharing, and integration rules.
- Review privileged access and inactive spaces.
- Record decisions and exceptions.