Advanced SharePoint Techniques for Safeguarding Sensitive Data

SharePoint is a collaborative platform for document storage and management. Cloud-based platforms like SharePoint add flexibility to work environments and allow teams to work together from various locations.

Additionally, companies share sensitive information on SharePoint, such as financial records, personal information, and intellectual property. Therefore, protecting this data from unauthorized access, data breaches, and compliance violations is crucial.

While SharePoint offers a robust framework for data collaboration, it’s essential to take additional steps to safeguard sensitive data effectively.
This guide will walk you through advanced SharePoint data protection techniques to safeguard sensitive data from internal and external threats.

Whether you’re an IT professional or a SharePoint administrator, these strategies will help you strengthen your SharePoint environment. Let’s dive in.

Overview of Common Security Threats in SharePoint Environments

Safeguarding sensitive data in SharePoint is essential for maintaining regulatory compliance and organizational integrity. If compromised, sensitive data can lead to significant reputational damage and financial losses.

SharePoint, as a centralized platform for storing and managing sensitive data, is a prime target for cyberattacks. With the increasing sophistication of threats, organizations must prioritize the security of their SharePoint environments to protect their valuable information.

Common threats include:

• Data breaches: Unauthorized access to sensitive data can lead to financial loss, reputational damage, and legal consequences.
• Insider threats: Employees may accidentally or intentionally disclose sensitive information.
• Unauthorized access: External parties may use phishing, social engineering, or brute force attacks to gain access.
• Cyberattacks: Ransomware, malware, and DDoS attacks can compromise SharePoint environments.

To protect against these threats, organizations must implement robust security measures such as strong access controls, data encryption, regular audits, and comprehensive cybersecurity training for employees.

Keep reading to learn the SharePoint security best practices and data protection.

Top Tips for Securing Your Sensitive Data on SharePoint

Securing sensitive data in SharePoint not only protects your organization from external threats but also from internal vulnerabilities like accidental data exposure or unauthorized access.

These advanced permissions management tips will help you create a robust, secure SharePoint environment where sensitive data stays protected and accessible only to authorized individuals.

1. Use Advanced Permissions Management in SharePoint

The primary purpose of advanced permissions management is to provide granular control over who can access specific content areas within SharePoint. SharePoint provides a robust permissions system that allows you to control access to content and features at various levels.

For example, Role-Based Access Control (RBAC) is a fundamental security policy in SharePoint. You can assign permissions based on each user’s roles and responsibilities. This ensures they have access only to the data necessary for their job functions.

Centralized management is another feature that allows you to create roles and assign users to them. You can set permissions at the individual file, folder, or site level. This allows you to grant specific permissions to certain users or groups. This ensures that only authorized individuals can access sensitive information.

By breaking inheritance for a specific object (like a file or folder), you can manage permissions independently from their parent object. This prevents unintended access to sensitive information that might be inherited from a higher-level folder with less restrictive permissions.

Effective Use of SharePoint Groups

SharePoint groups are a convenient way to manage permissions for multiple users. By adding users to groups, you can easily grant or revoke permissions to a group of individuals.

• Organization: Group users based on their roles or responsibilities to manage permissions efficiently.
• Consistency: Ensure consistent access control across your SharePoint environment by using groups to assign permissions.
• Scalability: Groups provide a scalable way to manage permissions for large numbers of users.

Note:

• Avoid using broad groups like “Everyone except external users” or domain-wide groups to minimize the risk of unintended access.
• Use specific groups, such as security groups or SharePoint groups to control access to resources.

By effectively utilizing these methods organizations can establish a robust permissions management framework that protects sensitive data and ensures compliance with security regulations.

2. Use Data Encryption in SharePoint

Data encryption is a critical security measure in SharePoint that protects sensitive information from unauthorized access. By encrypting data, you can render it unreadable to anyone without the appropriate decryption key.

Encryption options in SharePoint:

SharePoint encryption options help secure sensitive data from unauthorized access. Here are the primary options:

• BitLocker (On-Premises): BitLocker is a built-in encryption tool in Windows that can be used to encrypt SharePoint data at rest on on-premises servers.

• SSL/TLS (On-Premises and Online): Secure Sockets Layer (SSL) and Transport Layer Security (TLS) protocols are used to encrypt data in transit between SharePoint servers and client devices.

Encrypting data at rest and in transit:

Encrypting data at rest and in transit are two essential security measures to protect sensitive information in SharePoint environments.

• Data at Rest: Encrypting data at rest means encrypting the data stored on SharePoint servers. This ensures that even if an unauthorized individual gains access to the servers, they cannot read the data.

• Data in Transit: Encrypting data in transit means encrypting the data while it’s being transmitted over the network. This uses SSL/TLS to protect the data from being intercepted by unauthorized parties.

Steps to Encrypt Data in SharePoint

Here’s a step-by-step guide to encrypting data in SharePoint:

• Navigate to the Library or List: Locate the SharePoint library or list containing the data you want to encrypt.

• Access Settings: Click on the “Library” or “List” tab, then select “Library Settings” or “List Settings.”

• Advanced Settings: Choose “Advanced settings.”

• Enable Content Approval (Optional): If necessary, activate “Require content approval for submitted items” to add an extra control before encrypting data.

Key Management Best Practices:

Here are the best practices for managing encryption keys:

• Key Generation: Use strong encryption keys generated using secure methods.
• Key Storage: Store keys in a secure location, such as a hardware security module (HSM).
• Key Rotation: Regularly rotate encryption keys to reduce the risk of compromise.
• Access Controls: Implement strict access controls to limit who can access and manage encryption keys.

3. Data Loss Prevention (DLP) Policies in SharePoint

Data Loss Prevention (DLP) is a critical security measure in SharePoint that protects sensitive information from being inadvertently or maliciously shared or transferred outside the organization.

Configuration Steps

By implementing DLP policies, you can identify, monitor, and prevent the unauthorized movement of sensitive data.

1. Identify Sensitive Data:
   • Classification Labels: Apply classification labels to documents and content based on their sensitivity level (e.g., confidential, highly confidential).
   • Automatic Scanning: Use SharePoint’s built-in scanning capabilities or third-party DLP solutions to automatically identify sensitive data based on keywords, patterns, or content types.
2. Create DLP Policies:
   • Define Conditions: Specify conditions that trigger DLP alerts, such as sharing sensitive data with external users or downloading files to unauthorized devices.
   • Set Actions: Determine the actions to be taken when a DLP policy violation occurs, such as blocking the action, notifying administrators, or quarantining the content.

Best Practices for DLP in SharePoint

• Regular Review: Periodically review and update DLP policies to reflect changes in business needs and security requirements.
• Fine-tuning: Continuously refine DLP policies based on real-world usage and feedback.
• Integration with Other Security Tools: Integrate DLP with other security measures, such as antivirus, firewall, and intrusion detection systems.
• User Training: Provide comprehensive training to users on DLP policies and how to avoid violations.
• Third-Party DLP Solutions: Consider using third-party DLP solutions for advanced capabilities and integration with other enterprise security tools.

Implementing effective DLP policies in SharePoint can significantly reduce data breach risks and protect sensitive information from unauthorized access.

4. Multi-Factor Authentication (MFA) for Enhanced Security

Multi-factor Authentication (MFA) is a powerful security measure that requires users to provide multiple forms of verification to access SharePoint. By adding an additional layer of security beyond traditional passwords, MFA significantly reduces the risk of unauthorized access, even if credentials are compromised.

Implementation Steps

MFA significantly reduces the risk of unauthorized access, even if passwords are compromised. It helps organizations meet compliance requirements that mandate strong authentication measures.

Here are the implementation steps:

1. Enable MFA: Activate MFA for SharePoint users within your organization.
2. Choose Verification Methods: Select suitable verification methods, such as:
   • SMS or phone call: Receive a verification code via SMS or phone call.
   • Authentication app: Use a mobile authentication app to generate a verification code.
   • Security key: Use a hardware security key for physical verification.
3. Configure MFA Settings: Customize MFA settings based on your organization’s specific requirements, such as requiring MFA for all users or only for high-risk accounts.

Note: Azure AD offers a robust way to enhance SharePoint’s security and usability. You can significantly improve your organization’s security posture and user experience by centralizing MFA management and enabling seamless SSO.

5. Advanced Auditing and Monitoring Features

Auditing and monitoring are essential components of a comprehensive SharePoint security strategy.

SharePoint’s audit logs allow organizations to track user activities and detect suspicious behavior.

• Tracking and Auditing: Use SharePoint’s built-in audit logs to record activities such as content access, modifications, and permission changes.
• Monitoring User Activities: Regularly review audit logs for suspicious activities like excessive downloads or unauthorized access.
• Third-Party Auditing Tools: Consider using tools like AvePoint Cloud Governance or Nintex Auditor for enhanced auditing capabilities.

6. Data Loss Recovery and Backup Strategies

Data loss is a significant risk for any organization, and SharePoint environments are no exception. Implementing robust backup and recovery strategies is essential to protect your valuable data and ensure business continuity during accidental deletion, corruption, or cyberattacks.

Robust Backup and Recovery

By implementing a comprehensive set of strategies and practices, you can protect SharePoint data from loss and ensure business continuity in the event of a disaster.

• Regular Backups: Establish a regular backup schedule to create copies of your SharePoint data, including sites, documents, and lists.
• Offsite Storage: Store backups in a secure, offsite location to protect against physical damage or loss.
• Incremental Backups: Consider using incremental backups to reduce the time and storage required for backups.
• Retention Policies: Implement retention policies to determine how long backups should be retained.

Utilization of Recycle Bin and Versioning

Utilizing the recycle bin and versioning features can significantly improve your ability to recover data in case of accidental deletions or errors. This reduces the risk of data loss and ensures business continuity.

• Recycle Bin: The Recycle Bin serves as a temporary holding area for deleted items, allowing you to recover accidentally deleted items within a specified timeframe.
• Versioning: Versioning allows you to track changes made to documents over time. Enable versioning to track changes made to documents and restore previous versions if necessary.

Disaster Recovery Planning

Disaster Recovery Planning (DRP) is a strategy to minimize the impact of a disaster on an organization’s operations and data. It outlines procedures for restoring critical systems and data in the event of a catastrophic event such as a natural disaster, cyberattack, or hardware failure.

A well-developed Disaster Recovery Plan (DRP) helps organizations reduce the operational impact of a disaster and minimize downtime.

• Comprehensive Plan: Develop a detailed disaster recovery plan that outlines procedures for restoring SharePoint services and data in the event of a catastrophe.
• Testing: Regularly test your disaster recovery plan to ensure its effectiveness and identify areas for improvement.
• Business Continuity: Establish clear objectives for business continuity during a disaster, such as maintaining critical operations and minimizing downtime.
• Third-Party Services: Consider utilizing third-party disaster recovery services for added protection and expertise.

7. Integrating Azure Information Protection (AIP) with SharePoint

Azure Information Protection (AIP) is a powerful cloud-based service that enables organizations to classify, protect, and track sensitive information across their environments.

By integrating AIP with SharePoint, you can enhance data protection, streamline compliance, and reduce the risk of data breaches.

Securing SharePoint Documents with AIP Labels and Policies

Azure Information Protection (AIP) labels provide a powerful mechanism for classifying and protecting sensitive documents in SharePoint. Using this approach, you can ensure that your data is handled appropriately and protected from unauthorized access.

• Create Labels: Define AIP labels to classify documents based on their sensitivity level (e.g., Confidential, Highly Confidential).
• Apply Labels: Automatically or manually apply labels to SharePoint documents, triggering appropriate protection measures.
• Set Policies: Create policies that define the protection actions to be taken based on the applied labels, such as encryption, access restrictions, or watermarking.

Automatic Classification and Protection

Automatic Classification and Protection is a feature within Azure Information Protection (AIP) that allows you to automatically apply labels to documents based on predefined criteria.

• Natural Language Processing (NLP): Utilize AIP’s NLP capabilities to automatically detect and classify sensitive information within documents.
• Custom Classifiers: Create custom classifiers to identify specific types of sensitive data based on keywords, patterns, or content.

Streamlining Data Protection with AIP

Azure Information Protection (AIP) offers a unified approach to data protection across SharePoint and other Office 365 services. This approach streamlines data protection efforts by providing:

• Centralized Management: Managing AIP labels, policies, and protection settings from a single console.
• Consistent Controls: Applying consistent policies and controls to protect sensitive information regardless of its location within Office 365.
• Simplified Compliance: Ensuring compliance with data privacy regulations and industry standards.
• Automated Classification and Protection: Automatically classifying and protecting documents based on predefined rules.
• Visibility and Auditing: Tracking and auditing AIP usage to understand data protection practices and identify potential security gaps.

Advanced Threat Protection (ATP) for SharePoint

Advanced Threat Protection (ATP) is essential to a comprehensive SharePoint security strategy. By leveraging ATP, organizations can detect and mitigate advanced threats, such as malware, ransomware, and phishing attacks, that traditional security measures may struggle to identify.

Detecting and Mitigating Advanced Threats

ATP identifies and blocks malicious attacks that traditional security measures may miss.

Here’s a breakdown of how ATP detects and mitigates advanced threats:

• Malware Detection: ATP uses advanced techniques like machine learning and behavioral analysis to identify and block malicious files.
• Ransomware Protection: ATP can detect and prevent ransomware attacks by identifying suspicious activity, such as unusual file encryption patterns.
• Phishing Prevention: ATP can help protect against phishing attacks by analyzing email content for suspicious links or attachments.

Implementing ATP Policies

ATP policies define the specific actions that ATP will take to detect and mitigate threats. Here’s a breakdown of key ATP policies:

• Malware Protection: Configure ATP policies to block known and unknown malware, and to quarantine infected files.
• Safe Links: Enable safe links protection to scan URLs in emails and SharePoint content for malicious websites.
• Custom Rules: Create custom ATP rules to detect and mitigate specific threats based on your organization’s unique needs.

Enhancing Security Posture with ATP

Advanced Threat Protection (ATP) is a valuable tool for strengthening your organization’s security posture against a wide range of threats. Here’s how ATP can enhance your security:

• Combined Approach: Use ATP in conjunction with other security measures like firewalls, intrusion detection systems, and user education to create a layered defense against threats.
• Phishing Resilience: ATP can help your organization improve proactively detect and block malicious phishing emails, reducing susceptibility to such attacks
• Threat Intelligence: Leverage ATP’s threat intelligence capabilities to stay informed about emerging threats and adapt your security measures accordingly.

Conclusion: SharePoint Data Protection Strategy

A comprehensive SharePoint data protection strategy requires a combination of advanced techniques, including encryption, permissions management, MFA, auditing, and monitoring. Continuously monitor your environment, update security measures, and educate users about data security best practices to protect sensitive information effectively.

If you face challenges in Sharepoint data protection, consider consulting with SharePoint consulting services like BSuite365. Their experts can provide guidance, support, and tailored solutions to meet your specific needs.

How BSuite365 Expert Assistance Can Help

BSuite365 offers expert SharePoint consulting services to help organizations implement comprehensive data protection strategies. Their team of experienced professionals can provide guidance on:

• Security Assessments: Identifying vulnerabilities and recommending solutions.
• Policy Development: Creating tailored security policies and procedures.
• Implementation Assistance: Helping you implement security measures like encryption, MFA, and DLP.
• Training and Education: Providing user training on data security best practices.
• Ongoing Support: Offering ongoing support and maintenance to ensure your SharePoint environment remains secure.

By partnering with BSuite365, you can gain the expertise and resources needed to protect your SharePoint data effectively.

Contact BSuite365 today to learn more about their SharePoint consulting services and how they can help you safeguard your sensitive information.

FAQs

Q1: Why is safeguarding sensitive data important in SharePoint?

Protecting sensitive data in SharePoint is crucial for maintaining its integrity, privacy, and accessibility. This safeguards against unauthorized access, data breaches, and potential financial harm.

Q2: How can advanced permissions management enhance data security in SharePoint?

By implementing RBAC, fine-grained permissions, and inheritance customization, you can control who can access and modify sensitive data.

Q3: What is Azure Information Protection (AIP), and how can it be integrated with SharePoint?

AIP is a cloud-based service that classifies, protects, and tracks sensitive information. Integrate AIP with SharePoint to apply labels, policies, and protection measures to documents.

Q4: How can organizations prepare for data loss and disasters in SharePoint?

Organizations can safeguard against data loss and disasters by implementing a comprehensive backup and recovery strategy. This involves regular backups, secure offsite storage, and a well-defined disaster recovery plan.

Q5: Is SharePoint secure?

Yes, SharePoint is designed to be secure, but it requires proper configuration and management to maintain its security.

Q6: What is SharePoint conditional access?

SharePoint conditional access is a security feature that allows administrators to control access to SharePoint sites based on specific conditions, such as user identity, device health, and location.

Q7: Is SharePoint safe for confidential information?

SharePoint can be a safe platform for confidential information when implemented with robust security measures, including:

• Conditional access: Enforce granular access controls based on various conditions.
• Sensitivity labels: Classify and protect sensitive information with automatic labeling and protection policies.
• Information protection: Apply encryption and other security controls to sensitive data.
• Strong authentication: Require multi-factor authentication and other strong authentication methods.
• Data loss prevention (DLP): Prevent sensitive information from being shared or leaked.
• Regular security assessments and updates: Stay up-to-date with the latest security patches and best practices.