Ever since the Snowden Incident in 2013 revealed vulnerabilities in SharePoint data management and access control, the company has seemed to have a permanent smear on its security reputation. This has sparked several debates on the security and potential vulnerabilities of the Microsoft-owned content management system, leaving everyone with that one question; just how secure is Microsoft SharePoint?
In this article, we will attempt to answer this question by taking a look at how the company secures user data, the available vulnerabilities, and what steps you can take to protect your data on the platform.
How Does SharePoint Secure Data?
Like practically every other platform in charge of collecting and storing customer data, SharePoint offers a collection of security features designed to help keep your data safe. These include:
1. Authentication and Access Control Features
SharePoint’s authentication and access control features were designed to ensure that only the right, authorized individuals can access your account and the data it holds. The platform utilizes a Multi-Factor Authentication (MFA) system, which requires that users provide two types of proof to log in, e.g. a password and a special code sent to their phone. This makes it even more difficult for unauthorized individuals to access your account, even if they have access to your password.
2. Data Protection and Compliance
SharePoint encrypts your data both when it’s being sent (data in transit) and when it is saved on its server (data at rest). This ensures that sensitive information is protected from unauthorized access, regardless of whether it’s being shared or not. The platform utilizes robust encryption protocols like TLS and AES and stays in compliance with strict data security guidelines like ISO 27001 to ensure it is up to global industry standards of data security.
3. External Sharing Security Features
SharePoint also provides a slew of additional security features specifically for data sharing. The platform features additional security measures for safeguarding the data contained in shared links, ensuring that unauthorized users don’t gain access to the data even if they somehow gain access to the links. Features like password-protected links and link expiration timers help limit how much access external parties have to the data content of SharePoint’s shared links.
4. Advanced Security Features
SharePoint also incorporates a suite of advanced security features from Microsoft 360 to further enhance customer data protection. Among these is Information Rights Management (IRM), which gives users advanced control over how their files are accessed and used. With this feature, you can restrict actions like printing, copying, or editing of shared files. For advanced setup and configuration, a SharePoint consulting company can come in and help setup and teach best security practices.
SharePoint also employs Data Loss Prevention (DLP), a security solution that detects sensitive information like credit card numbers and blocks them from being shared accidentally.
Common Security Risks with SharePoint
Despite SharePoint’s robust security features and solutions designed to safeguard customer data, certain risks persist—most of which originate from user-side vulnerabilities. Things like improperly configured permissions and uncontrolled external sharing settings can make vital data accessible to just about anyone on the internet, defeating the purpose of SharePoint’s authentication and access control features.
Weak password policies are another security risk that undermines the integrity of your SharePoint’s security, making it easier for unauthorized individuals to gain access to sensitive data. Enforcing strong password requirements, such as complexity, length, and regular updates, is essential to mitigate this risk.
Another security risk for organizations is former employees still retaining access to an organization’s SharePoint. This too can serve as a significant security breach with former employees still privy to organization data which should be reserved exclusively for current, authorized personnel.
Most of these security risks aren’t a result of flaws on SharePoint’s end but rather issues with user errors and inadequate security practices within organizations. Thankfully, all of these can be solved by simply employing some best security practices.
Best Security Practices for Enhancing SharePoint’s Security
1. Regularly Review Permissions
Permissions decide who can access your files. Give users only what they need to do their job, no more, no less. This limits who sees sensitive data and reduces the risk of leaks. Check and update permissions regularly to stay secure.
2. Keep SharePoint Updated
Updates can fix known problems and make SharePoint stronger. Always check for patches and security notices. Set regular times to update your system so it stays safe without disturbing work.
3. Use Multi-Factor Authentication (MFA)
MFA adds an extra step for logging in, like a code sent to your phone. This makes it harder for hackers to break in, even if they guess your password.
4. Train Your Team
Teach your team how to stay safe online. Run workshops about phishing and safe sharing. A well-trained team can stop problems before they start.
5. Protect Sensitive Data
Set rules to stop important data from being shared outside your company. SharePoint’s tools can block emails or links with sensitive information, keeping your files secure.
6. Watch for Strange Activity
Use SharePoint’s tools to track who is accessing files and what they’re doing. Look for anything unusual, like unknown users or big changes to files.
7. Back-Up Your Data
Always keep backups of your files. Test your recovery plan so you’re ready if something goes wrong.
Final Verdict — Just How Secure is SharePoint
So just how secure is SharePoint? Well, taking into consideration all the security features and solutions the company has put in place to drastically improve the security of customer data, it is safe to say that SharePoint is a solidly secure system that meets international standards of data privacy, compliance, and security. However, like practically every other technology platform in existence today, there are still security risks with using SharePoint.
Thankfully, simply employing best security practices such as enforcing strong password policies, regularly reviewing user permissions, implementing multi-factor authentication, and educating employees on potential security risks, can significantly mitigate these vulnerabilities. Need professional help? Utilizing SharePoint consulting services can help you identify potential security breaches in your SharePoint system and how to fix them.