SharePoint Security Best Practices

Posted on October 6, 2024 by WonderLaura One comment

As the founder of IW Mentor, a leading SharePoint training company, I have always emphasized the importance of robust security measures when it comes to managing and sharing information within your organization. SharePoint, a powerful collaboration tool, offers a plethora of features to keep your data secure. Security is a topic that I get asked about very frequently. Today, I want to share with you some best practices for SharePoint security, leveraging my 20 years of experience with SharePoint, and also highlighting how Microsoft’s Copilot can assist in enhancing your security posture as well.

1. Implement Strong Permissions and Access Control

One of the foundational aspects of SharePoint security is managing permissions effectively, and this responsibility typically falls on the content owners. Ensure that only authorized users have access to sensitive information. Use SharePoint groups and permission levels to control access, and regularly review permissions to maintain security. For site owners, this can get very granular, from the site all the way down to individual files.

Auditing and Monitoring

Enable auditing to track changes and access to critical documents. SharePoint’s built-in auditing capabilities and reports allow you to monitor user activities and identify any suspicious behavior. This is particularly useful for maintaining accountability and transparency within your organization.

When managing an individual site, the site owners have the ability to control the permissions and define what actions different users are able to do on the site, such as edit or delete content.

All of the activities that are done on each site are also recorded in the audit logs in Microsoft Purview, so that there is always accountability at a granular level.

2. Utilize Multi-Factor Authentication (MFA)

Multi-Factor Authentication adds an extra layer of security by requiring users to verify their identity through multiple means. Enabling MFA can significantly reduce the risk of unauthorized access. It’s essential to enforce MFA for all users, especially those accessing the platform remotely.

Consider integrating MFA with your existing authentication systems to provide a seamless user experience. When met with resistance, educate end users on the importance of MFA and how to use it effectively, which can help ensure widespread adoption and compliance.

3. Keep Your SharePoint Environment Updated

For those of you who may still be using SharePoint on-premises, regularly updating your SharePoint environment ensures that you have the latest security patches and features. This is crucial in protecting against vulnerabilities and threats. Microsoft frequently releases updates that address security flaws, so staying current is imperative for safeguarding your data.

It’s advisable to set up automatic updates if possible, or to have a designated team member responsible for monitoring and applying updates. This proactive approach helps prevent potential security breaches.

Creating a schedule for regular maintenance and updates can also help ensure that your SharePoint environment remains secure and optimized for performance.

If you’re already in the cloud and using SharePoint Online with Microsoft 365, this is not necessary.

4. Leverage Information Rights Management (IRM)

Information Rights Management helps protect sensitive documents by restricting access and actions such as printing, forwarding, or copying. Implementing IRM can safeguard your data even after it leaves SharePoint. This ensures that confidential information remains protected no matter where it is accessed or shared.

IRM settings can be configured to match your organization’s specific needs, providing a flexible yet secure way to manage document protection. Utilizing IRM can prevent unauthorized distribution of sensitive data and maintain control over your documents. Here are the settings of a library, where you can click on Information Rights Management.

5. Train Your Team

Education is key to maintaining a secure SharePoint environment. At IW Mentor, we offer comprehensive training programs that cover all aspects of SharePoint management, including permissions and security best practices. A well-informed team is your first line of defense against security breaches, and ensuring that site owners are trained and familiar with security, is extremely important.

Regular training sessions and refreshers can help keep security protocols top-of-mind for your staff. Additionally, creating easy-to-follow guidelines and checklists can support your team in adhering to best practices.

Encouraging a culture of security awareness within your organization can lead to more vigilant and proactive behavior from all team members, further enhancing your overall security posture.

In our on-demand Site Management course at IW Mentor, I teach the fundamental principles in SharePoint security and permissions.

Securing Files and Ensuring Team Cooperation

I’d like to emphasize that site owners play a crucial role in securing files and ensuring cooperation among team members. To secure files, site owners should implement strong permissions and access controls, ensuring that only authorized users have access to sensitive information. Regularly reviewing and updating permissions helps maintain security. To ensure cooperation, site owners should ensure that there are clear guidelines and expectations for team members, provide regular training on security best practices, and foster a culture of security awareness. Utilizing tools like Microsoft Copilot can also help identify potential security risks and offer proactive measures to mitigate them, making it easier for site owners to maintain a secure and collaborative environment.

6. Securing Files for External Users

When it comes to external users, site owners must take extra precautions to ensure security. SharePoint offers robust external sharing features that allow you to share content with people outside your organization, such as partners, vendors, clients, or customers. To secure files for external users, admins should enable multi-factor authentication (MFA) for all external users, ensuring that they verify their identity through multiple means. Additionally, using Microsoft Entra B2B integration can help manage guest accounts and apply conditional access policies, providing an extra layer of security. It’s also important to regularly review and update external sharing settings to ensure they comply with your organization’s security policies. By implementing these measures, site owners can maintain a secure and collaborative environment even when working with external users.

In the SharePoint admin center, here are the settings for a site called “2024 Picnic”, and you can see that there are external file sharing settings at the site level. Click More sharing settings, to get to the detailed screen.

7. Utilize Microsoft Copilot for Enhanced Security

Microsoft Copilot, an AI-powered assistant, can provide real-time assistance and recommendations for securing your SharePoint environment. It helps identify potential security risks and offers proactive measures to mitigate them. Copilot’s intelligent capabilities make it an invaluable tool in maintaining a high-security standard. By integrating Copilot into your security strategy, you can benefit from automated insights and alerts that keep your team informed of any unusual activity or vulnerabilities that need immediate attention.

Additionally, Copilot can assist in automating routine security tasks, freeing up your team to focus on more strategic initiatives. Its ability to learn and adapt to your organization’s specific needs ensures that it remains a relevant and effective tool in your security arsenal.

Here are some ways a Microsoft 365 admin can utilize Copilot for routine security tasks:

Automated Threat Detection and Response: Copilot can help you monitor and respond to security threats by analyzing data from Microsoft Defender and other security tools. For example, it can alert you to suspicious activities, such as multiple logins from non-categorized IP addresses.

Unified Management: With Copilot, you can manage security settings across various Microsoft 365 apps, ensuring consistent security policies and practices. This includes managing app installations and setup policies in the Microsoft Teams admin center.

Compliance and Regulatory Requirements: Copilot helps you stay compliant with regulatory requirements by providing tools and features that align with industry standards. It also offers insights and recommendations to ensure your organization meets these requirements.

By utilizing these features, Microsoft 365 admins can effectively manage and enhance their organization’s security posture, ensuring a safer and more secure environment.

Conclusion

Security is a continuous journey, and by implementing these best practices, you can significantly enhance the security of your SharePoint environment. At IW Mentor, we are committed to helping you navigate this journey with expert guidance and training. Remember, a secure SharePoint environment is not just about technology; it’s about empowering your team to be vigilant and proactive in protecting your valuable information.

Feel free to contact us at IW Mentor for more information on our training programs and how we can assist you in securing your SharePoint environment effectively. Your data’s security is our top priority, and we are here to support you every step of the way.

Looking forward to helping you secure your SharePoint environment!