How can you secure your data using Google Workspace’s security features?

Have you ever wondered about the volume of data that gets stored on Google Workspace? Well, the data is enormous, especially when an agile team is working on different projects. But, while Google takes care of securing the data, there are numerous risks you might face while working with third-party platforms. So, in this article, we will cover more about how you can enhance data security through Google Workplace’s security features.

How safe is it to use Google Workspace?

With the evolution of Google Workspace, many security features are designed to protect your company’s data. Let’s dive into some features and why they are important.

Data Encryption
Through the use of strong encryption, Google Workspace protects data when it’s transferred from one system to the other. When one of your team members stores data on Google Drive or on other applications, then it’s encrypted through protocols like AES (Advanced Encryption Standard) encryption. This ensures that the data stays secure whenever unauthorized parties are accessing it.

Multi-Factor Authentication (MFA)
With the implementation of MFA, Google Workspace mitigates the risk of unauthorized data access. Moreover, various MFA options enhance data security by making it essential for users to confirm their identity. Apart from an authentication app, users have to enter the right password or use their fingerprints. Google Workspace also offers SMS codes, security keys, and authenticator apps as MFA options. 

Security Controls
When administrators have access to several security controls, they can manage how data can be accessed. This not only includes managing different devices and setting password requirements but also controlling the apps that have access to Google Workspace data. Moreover, the policies can be well defined to scan documents and emails. These policies are useful when confidential documents are shared on Google Workspace. Certain Google Workplace’s security features can further be automated to prevent unauthorized sharing of documents. 

In addition to the above security features, Google Workspace addresses common concerns. These are associated with third-party applications and offboarding procedures. However, even when Google Workspace offers strong security measures, your organization should follow certain security practices to complement the built-in features. This includes disallowing access based on privileges and regularly conducting audits of security configurations. 

Let’s check out some ways through which you can secure the Google Workspace environment. 

How to secure your data within a Google Workspace environment?

Securing the Google Workspace environment involves many measures. These will certainly secure data and ensure system integrity. Here are some ways that can help secure the Google Workspace environment.

Enable Two-Factor Authentication (2FA)
As soon as your team members start using Google Workspace, enable 2FA for authentication. This practice will enhance security by preventing unauthorized access even when people know more about the passwords of accounts. 

Manage Access and User Permissions
By using Google Workspace’s administrative controls, you can manage the user permissions effectively. In addition, you should give permissions for access and services based on the team member’s role. 

Use Mobile Device Management (MDM)
Implementing MDM policies can help to manage and secure mobile devices that can access the data. This includes applying screen locks and enforcing device encryptions. Additionally, access to devices should also be removed in case they get stolen or lost.

Use the Advanced Protection Program (APP)
For professionals that are likely to face high risks, consider taking them through Google’s Advanced Protection Program. Such a type of program will help them understand how to secure your data. You will also know how the account is protected against phishing and from suspicious downloads. 

Embrace Context-Aware Access (CAA)
Policies pertaining to context-aware access can help to pose restrictions on access to sensitive information. You can decide on the level of access depending on the device status, and the user context. Once CAA is implemented correctly, it can ensure that authorized users can only access essential resources. 

Safeguard communication practices
While you continue to use Google Workspace, it’s necessary to protect communication channels. If you use secure file sharing platforms, then it can prevent unauthorized access. Above all, you can impart training to users and make them aware about encrypting sensitive emails. This tip can ensure security when emails have to be forwarded across the organization. 

Don’t allow app downloads and installations from the marketplace
If your team members download and install apps from the marketplace, then it can impact security. Moreover, users check the online reviews before app installation. They should also be cautious in case they haven’t heard the developer’s name. Keeping the software updated will also help in mitigating the risks of malicious attacks.

Check rules related to mail forwarding
To ensure security of the Google Workplace environment, it’s important to check the rules regarding mail forwarding. This will prevent leakage of data and will maintain integrity of communication across the company. You will also be able to detect incidents even when they occur suddenly. 

Think about recovery of user accounts
When individuals forget about their passwords, then the recovery approach can help to gain access to the accounts once again. This minimizes the use of insecure practices and the creation of different accounts. Besides, the experience will also be enhanced when they are accessing their accounts.  

Beyond the above security measures, it’s necessary to ensure that all software is kept updated with the security patches to mitigate vulnerabilities. You should also carry out audits to check the user permissions, and the configuration settings. Organizing a training program regarding best security practices can also help to keep the Workspace secure. 

Finally, if you’re seeking a Google Workspace solution for your organization, why not approach iWebHost? While you leverage our expertise, our team can offer a solution at the best price, even for large deployments. With time, we will also evaluate security and optimize Google Workspace along with customizations. Assistance can also be sought for scaling up the solution when your business starts growing. Our team will also help you maintain security through Google Workplace’s security features. We also lend assistance for resolving technical issues as and when it’s required.