Enterprise applications
Best Practice: Restrict external data sharing and file access
Sep 12, 2024
As organisations increasingly rely on Software as a Service (SaaS) applications, managing data sharing and access becomes paramount. SaaS applications often allow users to share files or records with external individuals, which can inadvertently lead to data leakage. Implementing strict controls on external data sharing helps protect sensitive information and maintain compliance with regulatory requirements.
Why Restricting External Data Sharing Matters
- Minimises data leakage: Tight control over external sharing reduces the risk of sensitive data being accessed or distributed by unauthorised individuals, protecting your organisation’s intellectual property and confidential information.
- Regulatory compliance: Many industries have strict regulations governing data sharing and protection (e.g., GDPR, HIPAA). Enforcing external sharing restrictions ensures compliance with these regulations, mitigating the risk of potential fines or legal action.
- Enhances data governance: Restricting external sharing contributes to a culture of data governance within the organisation, where employees understand the importance of protecting sensitive information.
Implementing This Best Practice
- Establish sharing policies: Implement clear policies that restrict external data sharing to only approved domains or users. For example, utilise Microsoft 365 external sharing policies or Salesforce sharing settings to define who can share information and with whom.
- Utilise Data Loss Prevention (DLP) rules: Implement DLP rules across your SaaS applications to prevent sensitive data from being shared externally. These rules can automatically block sharing attempts that violate policies, ensuring that data remains secure.
- Conduct regular training: Provide training to employees on the importance of data security and the risks associated with external sharing. Ensure that they understand the policies in place and how to comply with them.
- Monitor sharing activities: Regularly review logs and reports on external sharing activities to identify any suspicious or non-compliant behaviour. This proactive approach allows organisations to address potential issues before they escalate.
Conclusion
Restricting external data sharing and file access is crucial for safeguarding sensitive information and maintaining regulatory compliance. By implementing clear policies, utilising DLP rules, and fostering a culture of data governance, organisations can effectively minimise the risk of data leakage and protect their valuable assets.
