Measure the scope of the challenge

To effectively tackle the file access management issue in your organization, it’s crucial to first gauge the scope of the problem. While Google Workspace provides some visibility into file access and sharing, it may not give you a comprehensive view. That’s where Florbs Drive Audit solution comes in – conducting a data exposure scan with this tool can provide you with a clear understanding of the extent of the problem. Once you have a full picture, you can start implementing new policies and adopting products and services that are tailored to your organization’s specific needs.

Identify file sharing habits

Google Workspace offers four different ways to share files: with specific users, specific groups, the whole domain, or anyone with a link. It’s important to identify the most common sharing habits in your organization, and adjust your domain settings or provide training to employees as needed.

As companies grow, default settings that were once sufficient may no longer meet security requirements. For example, a small family company may have default settings that share all files created in the organization with the entire domain. However, as the company grows, access to confidential information needs to be limited, such as intellectual property, product information or other valuable assets.

Follow the principle of least privilege

Restricting file sharing altogether is counterproductive to data security, as it may force employees to find other ways to collaborate or share information, leading to information existing in multiple versions and making it more difficult to track and manage. Instead, it is recommended to follow the principle of least privilege and only share information with specific people on a need-to-know basis.

By implementing the principle of least privilege, you can help prevent unauthorized access to confidential information and ensure that only those who need it have access.

Centralized monitoring  and control is key for file security

It is common for files to be shared publicly due to urgency or a lack of attention. But while productivity is important, it should not come at the expense of security. And while it is important to educate your employees on security practices, expecting them to prioritize security as highly as their daily tasks is unrealistic.

For instance, a creative designer hired to work on marketing campaigns may collaborate with various internal and external teams, including freelancers and marketing agencies. The collaborators for each project are constantly changing, meaning that on top of their daily tasks the designer would have to spend  a significant amount of time to regularly check and update access permissions for all files across all projects. This could lead to frustration, reduced productivity and job satisfaction.

Centralized monitoring and control are essential for effective file access management. Florbs Security & Auditing solution allows you to manage access to your company’s data centrally, saving time and minimizing risks for your employees. With Florbs Drive Audit solution, you can monitor and understand your organization’s file-sharing behavior and make informed decisions to enhance your organization’s security posture.

Automated security policies for file access governance

Implementing automated policies can eliminate the risk of human errors and ensure that data is accessible only when necessary and only to those who need it. By creating policies that automatically revoke access, manage access permissions, adjust link settings, and apply Drive labels to files that meet your selected criteria, you can enhance data security, organization and compliance. Read more about how automated policies can protect your company’s data in Google Workspace.

Data classification

By categorizing files based on their sensitivity, organizations can implement more targeted security measures. Drive labels enable businesses to allocate access permissions to files in Google Drive more accurately, ensuring that only authorized individuals can view or modify sensitive data. Additionally, data classification facilitates the creation of well-defined automated security policies, helping organizations maintain compliance with data protection regulations. Drive labels also assist in quickly identifying and monitoring potential security risks. Read more about how Drive labels can help maintain data security and compliance in Google Drive.

Regular file access monitoring in real-time

Files are created and shared daily outside of your organization, that is why it is important to perform regular checks to avert any potential risks before they become an issue. Monitoring and updating permissions manually in Google Workspace is a menial, time-consuming process, with limited visibility and control.

Florbs Security & Auditing solution provides you with an easy-to-understand dashboard, giving you instant insights and ability to act quickly. Bulk actions enable you to efficiently manage access and permissions for multiple files and users with just a couple of clicks, and extensive search capabilities help you quickly locate orphaned files and potential threats.