Collaborate but control your data

office365_jan12_AMicrosoft is set to roll out security even further for Office 365 users to reflect the growing use of data collaborative business apps. This extended reach will provide tools to protect crucial data shared using SharePoint Online, OneDrive for Business, Windows File Share and Office apps. The security plans promise more control of data in real-time.

Beyond email security

There has long been an awareness of security when it comes to email content and Office 365 incorporated data loss prevention in Exchange and Outlook, as well as Outlook Web App. It is understandable that when you write an email you don’t want the information within it to be seen by anyone else, and whilst Google maintains its email scanning policies, data loss prevention tools can help stop hackers from getting a glimpse of your private data. This is all well and good but sharing critical data via email is not the only way to exchange information and Microsoft’s latest data loss prevention strategy recognizes these changes.

Collaboration needs to be safe

Microsoft has enhanced collaboration capabilities with Office 365 but along with these new ways of sharing data, there needs to be solid security measures in place too. Documents in Word and spreadsheets in Excel are created using applications and then shared via various collaboration tools. To ensure this data is safe, access restrictions and permissions need to be activated.

Data loss prevention in SharePoint and OneDrive for Business

Recently eDiscovery has allowed users of SharePoint and OneDrive for Business to identify sensitive information within collaborative content. This security is set to expand to policies on restricting and blocking access, user education and to include email notifications.

Data loss prevention in Windows File Share

Windows File Server already has file classification infrastructure in place, whereby the server scans files to identify sensitive data. This data is then tagged and classified according to the definitions users set, with an ability to initiate action on these identified or classified files. The latest security, or data loss prevention, measures involve this content classification being extended to Office files in Exchange, SharePoint and OneDrive for Business. In time this will continue to grow to include centrally managed policies and allow for greater user education within companies.

Data loss prevention in Office applications

This protection is being expanded to Microsoft applications so that when content is created users will be able to set up policies with regard to sharing permissions at the same time. Tips connected to the policies that have been established will then be offered as well. Initially, Excel will benefit from this expansion, with Word and PowerPoint being included later in the year.

The importance of data loss prevention

With so many different ways to create and share content, it is essential that business leaders can take advantage of a stable strategy for preventing data loss. If sensitive and crucial information is allowed to leak out this could potentially be incredibly damaging to a business and put productivity and profitability in jeopardy. With greater collaborative tools comes greater risk and the latest plans for Office 365 data loss prevention are a welcome layer of security to protect against data dangers.

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Published with permission from TechAdvisory.org. Source.

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