In 2020, the popularity of MS Office 365 is growing, but for some companies, this solution is not appropriate. The main reason is that it has security drawbacks, which may lead to the loss of important data. However, we believe, that it has many advantages and the data loss problems may be simply eliminated. How? You can use hardware tokens for Office 365 or follow these six simple advises securing your data!
Don’t forget to use the policy and password time limit to secure your getaway. There are various settings for the timing to update pass depending on user profiles. For users of cloud services, pass loses its relevance after 90 days by default. For such users, the pass reset is freely available in self-service mode.
Multi-factor authentication requires more than just a username and password to enter. It can be set individually for each user. In addition to the standard username and password, users receive a phone call or SMS. Answering a call or entering a received access code in a browser provides authentication with increased security. The system can turn on depending on the IP address, requesting an extra code only when accessing from public networks and deactivating when working in the office. This authentication is a free option in all program packages.
Data Loss Prevention (DLP)
DLP strategy ensures that confidential and personal data is kept safe from unauthorized downloading, distribution, or emailing. DLP is available in SharePoint Online and Exchange and can be integrated with Enterprise Search. Additionally, you can set policies to limit the storage of content in certain places, such as One Drive for Business and SharePoint Online. When you enable DLP to work in test verification mode, it will provide a report on inconsistent loading and storage of data that violates the security policy.
Rights Management protects documents and emails using encryption and an associated access policy. Docs can only be used by certain users for certain purposes. You can set content compliance rules and create offline access settings, as well as set policies at the document level, which, for example, will prevent an unauthorized user from opening a Word document saved to disk. This option requires an E3 license or Azure Rights Management license.
The message encryption requires a login password to read and reply to emails. It usually works with a one-time pass to access the email. Message encryption is available in E3.
The admin provides the ability to enable or limit the sharing of content. You can control the use of content in Office 365, including sites, calendar, Skype for Business, and other applications. There are reports showing the sharing settings for content. The administrator can change the settings directly from the management console, without entering the application settings.
Knowing in advance about potential problems, you can consider all the advantages and disadvantages of implementing Office 365 and develop an optimal implementation plan. But if you’re not ready to tackle the security flaws on your own, try looking for independent consultants to help you create the new program ecosystem and take advantage of it.
Did you have any security problems with your Office? Tell us your stories in the comments.