Google Workspace Security Best Practices – A Complete Guide

What’s the Benefit of Google Workspace?

Of course, anyone can get a Gmail account for free, as well as access to various Google applications such as Docs, Slides, and Sheets. So, what’s the point of paying for Google Workspace? Well, because paying customers are given more resources, features, and flexibility over their environment.

To start with, as of October 6, 2020, Google Workspace users can access all applications via a single control panel. Google Workspace also allows organizations to setup customized email addresses. For example, instead of using bob123@gmail.com, which doesn’t look very professional, they could choose something like bob@companyname.com.

Perhaps the most notable feature of Google Workspace is the ability for teams to collaborate on documents in real-time. Not only can multiple users open the same document, but they can also add comments and suggested edits, which will be visible to all users immediately.

Content producers also have complete control over who can see their documents. To grant access to a document, they can either enter the email address of who they want to share the document with or simply send them a link. Paying customers will also have more storage space in Google Drive.

Google Workspace Security Tips and Best practices

Protecting Google Workspace is crucial to preventing a variety of possible dangers. Organizations are susceptible to the disclosure of vital information if they do not implement appropriate security protocols and controls. Learn the security lessons for Google Workspace and put them into practice to make your workspace as easy to use and secure as possible.

1. Implement and Monitor Robust Passwords– Establishing a robust and enforced password policy is essential to guaranteeing the highest level of security for your Google Workspace environment. In addition to serving as the main line of protection against unwanted access, such a policy encourages users to behave safely. You can effectively limit the chance of weak passwords being abused by establishing strong password criteria, such as a minimum character length, the presence of capital and lowercase letters, numerals, and special characters. Furthermore, multi-factor authentication (MFA) and other sophisticated security methods are enhanced by strong password regulations. You may improve overall security against threats like phishing attempts and brute-force assaults by asking users to create a strong password prior to MFA registration. Together, these measures fortify your Google Workspace environment, safeguarding sensitive data and ensuring business continuity.
2. Configuration of Multi-Factor Authentication– Multi-factor authentication is one of the fundamental practices for security as it gives an extra degree of safety beyond just passwords. Users must use a biometric scan to confirm their identity. This protection improves the overall cybersecurity resilience by lowering the danger of unauthorized access, even if the login credentials are compromised.
3. Monitor Data Sharing– Sensitive information might be shared by users with anybody. One of the causes of data leaks is an employee’s negligent behaviour, such as sending a message via Google Chats or allowing access to any document via Google Drive. The easiest way to keep an eye on data sharing is to make a workbook with explicit internal protocols for giving new hires access and taking that access away when they depart the company. Role-based access restrictions, in which users are granted only the authorization required for their designated roles, are another method of monitoring data sharing. This will lessen the possibility that private information will be accessed without authorization.
4. Signing Google Accounts Externally– A Google Account is required for signing up for one of the many online services and apps. Because it removes the need to create a new profile, this method is preferred by many. Thus, when individuals use their Google accounts to log in from outside, they provide the app with the same degree of access that they have. Employees’ use of Google accounts for work-related purposes must be defined. Verify that only secure apps are able to sign in with Google credentials. Even employees have the ability to block access to outside services.
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5. Data Loss Protection Rule– To build an unbreakable data fortress, it is essential to implement certain Google Drive DLP best practices. This has to do with protecting the drive’s sensitive data. Private information, such as login passwords or financial information, is protected by Google DLP regulations. The process of scanning and labeling every object on your drive is very time-consuming. The kind and quantity of file content determines the extent of data protection. Although the rule has been prepared, the data remains vulnerable.The only way to close these security flaws in Google Workspace is to grant access to an organization’s most valuable systems and data. It’s crucial to keep an eye on who is trying to access Google Workspace and what they are doing within the variety of apps that contain the most sensitive information in the company.
6. Involve End Users– One more Google Workplace security measure is to involve end users, which will have both immediate and long-term effects. Simply preventing users from performing the actions won’t help them realize what went wrong. The precise circumstance will only resurface in the future as a result. When unsafe actions are taken, one method to increase user knowledge of your Google workplace security rules is to include them. If there was a problem, the users may be asked to correct their behavior and provide an explanation. Users’ participation will help them comprehend the business and the delegation of the app risk assessment even during the installation process.
7. Install and Apps from Marketplace-There are significant risks associated with installing programs from the Google Store, including malware and data privacy issues. Users shouldn’t be permitted to download and utilize apps from the marketplace. By keeping in mind that these apps may affect device speed, users can protect Google Workplace security. Users can reduce these dangers and be cautious when using programs from unknown developers by using security software, checking reviews, reviewing permissions, and keeping software updated.
8. The Advanced Security Auditing– For Google Workspace security, using modern auditing tools is one of the recommended practices. By providing thorough reporting, actionable insights, and in-depth data analytics, these solutions aid in recognizing the risks associated with data breaches. File and email audits are being conducted throughout the domain. Data leaks can occur by printing, copying, and downloading files. Regular audits of these processes will help find any potential risks to private information. One technique is to prevent files containing sensitive information from being downloaded, copied, or printed. By doing this, the chance of data being transferred beyond the domain will decrease. Auditing login activity on a regular basis is essential for identifying possible security threats. Track unsuccessful login attempts, which may be signs of unauthorized access attempts, using the Login audit log and the Login attempts report. Any suspect behavior can be identified and dealt with before it results in a breach if you regularly monitor these logs.

How Lepide Helps

Lepide Auditor for Google Workspace helps you increase visibility, security, and compliance readiness by auditing any changes done to your Google Workspace. In a straightforward, user-friendly interface, reports can be created and alerts set up to provide real-time answers to the who, what, when, and where auditing questions.  Schedule a demo with one of our engineers to explore how Lepide’s Google Workspace security solution can protect your sensitive data.