With the approach of 2023, it becomes even more important to ensure that tools like SharePoint Solutions and Office 365 are used securely. These platforms, integral to many corporate operations, need robust security measures to prevent potential breaches and data loss.

SharePoint Development, in particular, has grown in importance for many companies. As a leading intranet software solution, SharePoint plays a pivotal role in data storage, collaboration, and overall business operations. Ensuring its security has hence taken centre stage in IT strategies.

As we look to the future, especially in 2023, companies need a roadmap to safeguard their digital assets. This is where our list of top Microsoft SharePoint security practices comes into play.

Read more to get guidance and best practices for SharePoint governance and security in 2023.

Exercise Caution with the New "Share" Permission Feature

SharePoint Online's recent feature allows users to share nearly everything through just one link. Members of a specific site can opt to share multimedia content, documents, and even entire lists and libraries.

A single link can be used to share SharePoint files with others.

However, what's permissible to share is restricted by a user's permission levels. Notably, items can also be shared externally, meaning with those outside of the company. While this sharing feature promotes teamwork across various teams, it's not without its risks. It should be utilized judiciously.

It's imperative that anyone looking to share content understands what they're sharing and the potential security threats it might present to the company.

Use Groups for User Permissions Management

The optimal method for granting access to IT resources is not to allocate permissions directly to individuals. Instead, administrators should provide permissions to groups and then add users to relevant groups. This strategy simplifies tasks such as granting, adjusting, and revoking access and also ensures adherence to the principle of least privilege. For SharePoint Collaboration Platform Development, permissions can be assigned to a SharePoint site group or an Active Directory security group.

However, it's vital to steer clear of the notorious "Everyone" group. This group encompasses all network users, including guests and those from different domains, and you can't alter its members.

Manage Anonymous Sharing

In SharePoint Hosting Solutions, anonymous sharing refers to the ability to share content without requiring the recipient to authenticate or log in. When using this feature, particularly with the "Anyone links", content becomes easily accessible to anyone who possesses the link, which can be a potential security risk.

Turning off anonymous sharing can significantly reduce such risks. It ensures that only authenticated users, those who have the proper credentials or permissions, can access the content.

However, if there's a legitimate need to use anonymous sharing – perhaps for public documents or certain promotional content – it's crucial to be strategic about its implementation. One way to add a measure of control is to adjust the default sharing settings. Instead of allowing every shared link to be accessed anonymously by default, you can set the system so that the default link is intended for internal users only.

Moreover, SharePoint's Admin Center offers granular control over these anonymous links. Admins can dictate what kind of actions recipients can perform with the link, be it viewing, commenting, or editing. They can also set an expiration date for the link, ensuring it doesn't remain accessible indefinitely. This can be particularly useful for time-sensitive documents or promotions, ensuring that outdated content doesn't remain publicly available for longer than necessary.

# Make Use of Azure Conditional Access

Azure Conditional Access stands out as a pivotal instrument for organizations, ensuring that their data remains protected. If you're keen to explore its intricacies, our blogs offer in-depth explanations and insights.

The primary strength of the Azure Conditional Access feature lies in its ability to tailor access to Office 365 based on specific criteria.

Let's take a practical scenario to understand its efficacy. Imagine a global company with a vast Marketing team that operates in multiple regions. Some members of this team might attempt to access SharePoint 365 from public networks or from countries where the company doesn't operate. With Azure Conditional Access, administrators can establish rules that block such attempts, ensuring that only those accessing from recognized and secure locations can get through.

But the utility of Azure doesn't stop at merely defining access rules. Its integration with the broader Azure directory means that it can leverage user attributes, like departments, to further refine security measures. This granular control extends the safety net across all the company's assets, devices, and connections.

Maximize Microsoft's Security Measures

Microsoft's security tools, integrated within its user accounts and Custom SharePoint Solutions, offer a robust line of defence against potential threats. As SharePoint's flexibility becomes more appreciated, it's crucial to delve deeper into these safety measures. Notably, the dual pillars of these safety mechanisms are encryption and virus detection.

# Encryption

Microsoft's protective layers span a broad spectrum, encapsulating everything from who can access data, where and how the data is stored, to the ways data moves through networks. Data in transit is encrypted. This means that when data is being moved, such as between Microsoft's various data centres, it's protected from prying eyes. This is especially vital during scenarios like geo-replication, which ensures data is backed up in multiple locations for disaster recovery.

For data that are not in active transit (at rest), SharePoint Online collaboration tools have incorporated advanced encryption techniques. One of them is the BitLocker method which ensures the encryption of the entire data, making it impossible to decrypt without the key. The per-file encryption method makes sure that each file is encrypted individually. This ensures that even if one file is compromised, others remain secure.

# Virus Detection

Cyber threats aren't limited to unauthorized access. Malware and viruses can corrupt data or use it as a conduit to infect networks. To combat this, SharePoint Online actively scans content for these malicious entities.

If a user attempts to download a file that's deemed harmful, the system is equipped to provide timely alerts, preventing potential harm.

Despite its efficiency, built-in virus detection has its limitations. It doesn't engage with very large files (those beyond 25MB). This gap underscores the importance of additional anti-virus tools, especially for organizations that frequently deal with large data files or need offline protection. These supplemental tools can offer a more exhaustive scan, ensuring that the safety net is both wider and denser.

Customer Lockbox in SharePoint

Microsoft has introduced the Customer Lockbox feature in SharePoint Solutions to give users an additional layer of control over their data.

At its core, Customer Lockbox is designed to empower SharePoint administrators. If there's ever a hiccup or issue with SharePoint 365, Microsoft's support team might need access to certain segments of your data to resolve the problem. Instead of granting them unrestricted access, the Customer Lockbox acts as a gatekeeper.

When support requests access, administrators receive a notification. They have the authority to either grant or deny this request based on their judgment and the specifics of the issue. This ensures that no external individual can access sensitive data without explicit permission.

Beyond just the basic approval, administrators can also dictate the duration of access. Maybe you're comfortable letting support access a specific file or mailbox for an hour or a day. With Customer Lockbox, you can set those parameters, ensuring that the access window is limited and controlled.

This feature brings peace of mind. With cyber threats on the rise, knowing that there's an additional barrier preventing unwanted access is reassuring. It not only reinforces data security but also provides a clear record of when and why data was accessed.

Understanding SharePoint Access Reviews with SysKit Point

SharePoint's Access Reviews, especially when combined with tools like SysKit Point, offer a robust solution for this challenge.

SharePoint Access Reviews allow administrators to oversee and control user permissions, especially during times of change like training sessions, onboarding new employees, or offboarding departing ones. This ensures that only the right individuals have access to specific resources.

Instead of manual checks, SysKit Point streamlines the process. It automatically triggers reviews, cutting down the time and effort required. This automation ensures consistent checks, minimizing the chances of oversight.

With SysKit Point, it's not just the IT department or administrators who are involved. Site owners and department heads can also keep an eye on who has access to their specific tools or documents. By decentralizing the review process, organizations can achieve a finer granularity in access control.

Instead of reacting to security breaches or unauthorized access incidents, site owners can be proactive. Regular checks mean they can catch potential issues before they become larger problems.

One of the standout features of combining SharePoint Access Reviews with SysKit Point is the empowerment of individual site owners. They are no longer solely dependent on a centralized IT team for access management. They have the tools at their disposal to manage their resources efficiently.

Essential Security Habits for SharePoint Users

Apart from the above practices, there are some security practices that you should follow:

# Lock Your Devices

With the rise in remote work and mobile access, ensuring your personal devices are secure is paramount. As SharePoint Integration Services provide cloud-based access, an unlocked device could be a gateway for malicious intent.

Utilize built-in device lock features. Consider biometric access, like fingerprints or face recognition, for enhanced security.

# Stay Safe on Shared Devices

Public computers in places like hotels or libraries are convenient but may not always be secure. Leaving your account logged in might give unauthorized users access to sensitive data.

Always manually log out of all accounts before leaving a computer. Clear browsing data if possible.

# Invest in Anti-virus Protection

As SharePoint is predominantly online, users might download or receive files that can harm their devices or compromise data.

Regularly update your anti-virus software and run periodic scans. Ensure that real-time protection is enabled.

# Maintain Robust Password Practices

A weak password is an easy entry for hackers. Reusing passwords or keeping them unchanged for long durations can also expose users to risks.

Use a mix of characters, symbols, and numbers for passwords. Consider using a reputable password manager to track and generate strong passwords. Implement multi-factor authentication if possible.

# Backup Essential Data Regularly

Digital hiccups can happen, whether from a software glitch, a physical device problem, or even a cyber-attack. In such events, data can be lost.

Use cloud backups or external storage devices to save crucial files. Schedule automatic backups for vital data.

# Exercise Caution with Emails

Phishing attacks, where malicious parties disguise themselves as trustworthy entities, are common. They trick users into providing personal information.

Avoid opening suspicious emails. If you do, never click on links or download attachments unless you're sure of the sender's authenticity. Always verify unexpected requests for personal information.

Conclusion

The increasing adoption of cloud platforms, spearheaded by SharePoint and Office 365 Consulting Services, mandates a robust security posture. From the innovative "Share" permission feature to the crucial principles of user permissions management, the direction is clear: security is not a mere add-on but a fundamental building block of business operations.

The role of tools like Azure Conditional Access and SysKit Point illustrates the need for specialized, tailored approaches to access management. Furthermore, the introduction of features like the Customer Lockbox reaffirms the importance of control and transparency in data management.

While the technicalities of SharePoint security are vast, it's equally vital for everyday users to adopt and maintain essential security habits. Whether it's the diligence of securing devices, being cautious with email interactions, or ensuring data backups, user practices can significantly augment organizational security measures.

For a more thorough use of the SharePoint tools, you can hire SharePoint Developers. They will provide you with a more in-depth insight into how to use these practices to their best use.

Call us at 484-892-5713 or Contact Us today to know more details about the practices of SharePoint governance and security.