As the holiday season approaches, Google admins face unique challenges in managing their Google Workspace security. Reduced staff, increased external collaboration, and a rise in cyber threats create the perfect storm for potential vulnerabilities.
To help you stay ahead, we’ve compiled essential tips to keep your organisation secure and compliant during this critical time.
1. Audit File Sharing Before It’s Too Late
Picture this: a sensitive document meant for internal use gets shared publicly without anyone realising it. This scenario happens more often than you think and is a top concern for admins managing Google Workspace security.
Start by auditing file-sharing activity to identify over-shared or unsecured files. Use the Google Admin Console’s Drive audit log to review shared files, focusing on those accessible externally. Adjust permissions where necessary to reduce exposure.
Tools like GAT+ take this process further by providing domain-wide visibility, allowing you to set alerts for unusual activity and apply consistent sharing policies. This proactive approach not only prevents data leaks but also ensures smoother collaboration across teams.
⬇️ Download Now: The Google Admin’s Guide to Securing Files Shared Internally and Externally
2. Strengthen Remote and Hybrid Access
Remote work is common during the holidays, making secure access to corporate systems more critical than ever. Enforce 2FA or Multi-Factor Authentication (MFA) across your organisation to add an essential layer of protection. Complement this by using GAT Shield to monitor browser activity, block unauthorised downloads, and identify risky behaviour in real time. Together, these steps enhance security without interrupting your productivity.
👉 Curious about the difference between 2FA and MFA? Learn more in our blog here.
3. Review your Data Governance Policies
End-of-year clean-ups aren’t just for your home, they’re essential for your data too. The quieter holiday period offers an ideal time to assess your organisation’s security posture.
Review your current retention rules for emails, chats, and orphaned or inactive Drive files. Google Vault provides a solid foundation for retention policies, while automation tools like GAT Flow enforce these policies seamlessly across departments.
By strengthening data governance now, you’ll proactively address compliance issues, whether it’s for GDPR, SOC2, or internal standards.
Learn More: Understanding Data Governance And Its Importance In Data Compliance
4. Address Google Workspace Security Vulnerabilities Head-On
When was the last time you reviewed inactive accounts or adjusted file permissions? Neglected accounts and poorly managed access controls are prime targets for breaches.
Start by identifying unused accounts and suspending or removing them. For active users, apply the Principle of Least Privilege to limit data access to only what’s necessary. Keep an eye on sharing trends, such as mass downloads or unusual login locations. While Google Workspace’s built-in alerts are useful, tools like GAT+ provide more granular monitoring, enabling you to act on threats before they escalate.
Learn More: Access Controls in Google Workspace: Master Role-Based Security
5. Boost IT Productivity Through Automation
Routine tasks like onboarding users or managing file-sharing permissions often eat into admins’ time. Automation tools like GAT Flow help speed up these processes. Automate file-sharing updates, revoke permissions during offboarding, or set alerts for non-compliance, all while ensuring consistency across your domain.
What better way to start the year than freeing up your team to focus on strategic initiatives, knowing that critical processes are running smoothly in the background? That’s the beauty of automation.
Learn More: Automate 5 Essential Google Workspace Tasks with GAT Labs
6. Plan for the Year Ahead with Data-Driven Insights
Your year-end data holds the keys to your organisation’s future. Use this information to identify trends, address recurring issues, and create a roadmap for improvement.
For instance, if file-sharing risks were a common problem this year, focus on strengthening governance policies. If compliance gaps were flagged, prioritise automating data retention. The insights you gather now will guide smarter decisions that align your Workspace with your organisation’s goals.
Remember, this isn’t just about fixing what went wrong, it’s about amplifying what went right.
FAQs About Google Workspace Security
Q. How can I audit file sharing in Google Workspace?
A: Use the Drive audit log to review shared files, focusing on those shared externally. GAT+ offers a domain-wide view with bulk update capabilities to address risks efficiently.
Q. How do I manage inactive accounts effectively?
A: Use the Admin Console to suspend unused accounts. For larger-scale actions, GAT Flow simplifies deactivations during offboarding.
Q. What should I do in a cyberattack during the holidays?
A: Act quickly to limit damage. First, isolate affected accounts or systems by suspending compromised accounts in the Admin Console. Use GAT+ to identify unauthorised file access or sharing activity. Notify your organisation’s security team and follow your incident response plan. If sensitive data was compromised, ensure you report the breach to relevant authorities if required by regulations like GDPR.
Q. How often should I conduct audits in Google Workspace?
A: Regular audits are crucial for maintaining security. Conduct basic file-sharing and user activity audits monthly, with more comprehensive reviews quarterly or annually. During high-risk periods like the holidays, increase the frequency of monitoring and set up real-time alerts using tools like GAT+.
Q. What is the main cause of Google Workspace security vulnerabilities?
A: Common causes include overly permissive file-sharing settings, mismanaged user permissions and inactive accounts,. These vulnerabilities can often be mitigated by adopting the Principle of Least Privilege, conducting regular audits, and leveraging tools like GAT Shield for real-time monitoring and alerts.
Set Your Workspace Up for Success
The holiday season doesn’t have to mean increased security risks for your organisation. By following these Google Workspace security tips, you can safeguard data, ensure compliance, and maintain smooth operations. Tools like GAT+, GAT Flow, and GAT Shield provide the visibility and control admins need to navigate this busy period confidently.
🎄 Start your free trial of GAT Labs today and give your organisation the gift of security this holiday season.
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