How to secure your organisation’s Google Workspace?

In today's work environment, where employees use multiple devices and locations to access sensitive data, and often collaborate with external partners, security should be an even higher priority than before. This complex environment increases the risk of various security threats. Google Workspace is designed to tackle these challenges with built-in Zero Trust features, making your GWS environment secure by default. However, where technical defenses end, human vulnerabilities begin. Strong security requires a combination of advanced tools and user awareness.

Security is not a set-it-and-forget-it task. It is more than just a technical project or monitoring software configurations and system integrations. Security management is an ongoing process of vigilance and improvement that not only protects access to information but also ensures the continuity of critical business operations in the event of a cyberattack. By integrating security into your overall risk management plan, you protect your resources and maintain business continuity.

In this blog post, we'll dive into Google Workspace security, and what to keep in mind building a strong security foundation. Here's the topics:

1. Key elements of an effective security strategy
2. Google Workspace is designed to keep your data safe
3. Identity and Access Management in Google Workspace
4. Data Protection: How to Share Files Securely in Google Workspace
5. Device Security and the Hidden Risks of Remote Work
6. Data Backup and Recovery: Google Vault and Third-Party Backup Solutions
7. Continuous Monitoring of Security Updates and Active Threat Management
8. User Security Awareness: Training and Communication
9. 5 Expert Tips to Strengthen Google Workspace Security and Stay Ahead of Cyber Threats

Key elements of an effective security strategy

An effective security strategy is built on several key elements that work together to protect an organization's data and systems. Here's what effective security strategy includes:

• Employees’ Security Awareness: Security training and communication are crucial because most security problems stem from human errors or lack of knowledge. 
  
  
• Security Practices and Processes: Clear, up-to-date, and well-communicated security practices guide organisational activities and help prevent security issues.
  
  
• Access Control: Strict access management ensures that only authorised personnel have access to sensitive information, including multi-factor authentication (e.g., 2FA/MFA) and access rights management.
  
  
• Device Management: To prevent security breaches, managing and securing all devices (including BYOD) is vital.
  
  
• Data Integrity and Availability: Ensuring data accuracy and reliability, while availability guarantees access to data when needed. This includes backup and recovery plans.
  
  
• Continuous Monitoring and Threat Detection: Ongoing system and network monitoring allows for quick responses to potential security anomalies.
  
  
• Security Updates: Regular updates to software and systems are important to address the latest vulnerabilities.
  
  
• Shadow IT Management: It is important to identify and manage shadow IT to minimize associated security risks, including AI tools accessed through personal accounts.
  
  
• Third-Party Risk Management: Evaluating and managing the security risks posed by third parties, such as vendors and partners, is crucial.

📑 Learn more about the cybersecurity threat landscape here >

Google Workspace is designed to keep your data safe

Before diving deeper into how you can enhance your organisation’s security, let’s recall the robust foundation Google Workspace already provides with its secure-by-default infrastructure and cloud architecture. It is designed with security as a top priority, following the industry's best practices. The Google Workspace environment meets strict data protection and security standards.

• Cloud and Browser: The only desktop application to maintain is the browser. This gives flexibility in operating systems – what if workstations and operating systems could be chosen based on needs, without having to patch up security gaps in the operating system with additional solutions? How much time and money would be saved if there were no need to manage your server infrastructure for workstation management and logins? What if everything was simply up to date and on the latest version?
  
  
• Zero Trust Approach: Built-in management functions, encryption, and verification enable employees to work from locations permitted by the organization.
  
  
• Built-in Protection: Google automatically protects your organization against phishing, malware, ransomware, and supply chain attacks. For instance, Gmail blocks over 99.9% of spam, phishing attempts, and malware, detecting on average twice as many malware threats as third-party antivirus programs.

While Google Workspace provides a strong foundation for security, no protection is perfect. Organisations need to implement additional measures to minimise risks. This includes clear security policies and processes, regular security training, and raising security awareness among employees. You might also need to explore additional security solutions to address specific needs within your organisation.

📑 Read more about the most common security risks on our blog post >

Google Workspace: A more secure alternative

Download the free whitepaper and discover how Google Workspace's secure-by-design architecture protects your business.

Download now

Identity and Access Management in Google Workspace

While Google Workspace offers advanced security features, the risks related to the users and their devices remain. Phishing, weak passwords, and unauthorized access are common threats that target end-users directly. Organizational security can also be compromised by internal threats, where employees might accidentally or even intentionally share sensitive information.

While Google Workspace's technology is robust, it’s not enough on its own; users' skills, diligence, and ability to act correctly according to security guidelines are critical. For example, weak passwords or a lack of multi-factor authentication (MFA) expose users to data breaches.

Multi-factor authentication (MFA) is one of the most effective ways to protect user accounts from unauthorized access. Google Workspace supports various MFA methods, such as SMS verification, app-based authentication, and security keys. Combining strong passwords with MFA provides strong protection.

Identity management is also an essential part of managing security risks. Organisations must establish clear guidelines for how user accounts and roles are managed, and how data flows between systems. Master data, such as information from HR systems, should be synchronized with the identity management system. This enables effective access control,  ensuring that users only have access to the information intended for them. 

Access management is a crucial aspect of Google Workspace security. The Google Admin console allows organizations to precisely control who can access specific information and systems. It's wise to set access permissions based on roles, ensuring that each employee can only access the data and tools necessary for their job.

Data Protection: How to Share Files Securely in Google Workspace

Secure file sharing is one of the most important security measures, as shared data can fall into the wrong hands if not properly protected. In Google Workspace, files can be shared securely by managing access permissions and setting expiration dates for links through Google Drive. You can also restrict files from being downloaded, edited, or reshared, helping to prevent information from spreading more widely than intended.

DLP (Data Loss Prevention) tools are designed to prevent the unauthorized exposure of sensitive information, such as personal or financial data, outside of the organisation. Google Workspace offers DLP rules that scan both incoming and outgoing emails and files, blocking the sending of specified data to external recipients.

Using encrypted emails is crucial when sharing sensitive information. Although emails are transmitted over encrypted connections, the recipient can still forward the message, which may compromise its security. When sending sensitive data, such as tax documents, it is advisable to use a shared link from Google Drive, which allows for more precise access control.

Ensure the security of your Google Workspace environment so that important information does not end up in the wrong hands. At Gapps, we ensure your security settings are up to date and that only relevant individuals have access to your files.

Device Security and the Hidden Risks of Remote Work

Device management is a vital part of cybersecurity, especially when organisations allow BYOD (bring your own device) policies. Also, using personal accounts like Gmail or iCloud to set up devices can pose security risks if data isn’t controlled. For instance, when an employee leaves the company, revoking access to corporate data on unmanaged devices can be difficult.

Google Workspace offers integrated device management, allowing the IT team to monitor and manage the devices. They can lock devices, wipe data, or restrict specific app usage. Using outdated devices and software increases risk, so it would be wise to limit Drive for Desktop to specific devices and user groups only.

The importance of remote work security has increased in recent years. Protecting devices, using VPN connections, and enforcing security policies are essential. Google Workspace helps manage employee access to tools regardless of their location, ensuring secure connections to cloud services.

In the cloud era, loosening practices are common; previously, it was clear that employees had to use only company devices and networks. With remote work becoming the norm, strict policies and monitoring are still crucial. User devices pose a significant risk, especially if sensitive data is handled. Reducing the vulnerabilities is a key goal, which can be achieved by controlling which devices can access critical information. For example, accessing Google Drive from an unsecured device can expose the entire system to data breaches.

External applications pose security risks, especially when users link their Google Workspace credentials with external applications, such as Slack. A compromised Slack account can lead to unauthorized access to Google Calendar and Drive. Organisations should restrict browser and app usage so that only company-managed devices and browsers can access critical data. While Google Chrome offers good management tools, usage of other browsers and for personal purposes heightens vulnerabilities.

Shadow IT refers to using technology outside the official IT or security oversight. This includes apps, devices, or services outside the company’s official systems such as WhatsApp, Dropbox, or others. Shadow IT poses a serious security risk by allowing sensitive data to end up in an untrusted system, reducing the organisation’s visibility and control over the data. Preventing shadow IT should be a crucial part of cybersecurity strategy and can be achieved through clear communication, employee training, and strict technical control mechanisms.

Data Backup and Recovery: Google Vault and Third-Party Backup Solutions

Organizations have a responsibility to ensure the reliability and availability of their data. Regular backups must be performed to prevent accidental or intentional changes. While Google Workspace provides built-in backups, organizations should also consider third-party backup solutions to ensure that all data can be restored in any situation.

Google Vault offers a powerful solution for backing up organizational data and eDiscovery functions. Vault allows for the retention and retrieval of emails, documents, and other Google Workspace data by setting various retention policies. For instance, files can be set to be retained for 3 months, after which they are automatically deleted. With Google Vault, companies can ensure that important information is not lost, even if a user accidentally deletes it, and can respond to GDPR requests.

Additionally, many companies use third-party backup solutions to complement the capabilities of Google Vault. These solutions enable the creation of even more comprehensive backup strategies that take into account the specific needs of the organisation.

Here's how Druva could help with disaster recovery and data protection

Continuous Monitoring of Security Updates and Active Threat Management

Continuous security monitoring is a critical aspect of managing cybersecurity risks. Organizations must constantly observe what is happening within their systems. This includes monitoring user activities, tracking file downloads, and implementing automated alert systems to detect suspicious actions. Clear communication and informing employees about policies are essential for them to understand the importance of monitoring.

Keeping up with security updates is crucial, as cyber threats are constantly evolving. Google Workspace provides automatic security updates, ensuring that the system is always protected against the latest vulnerabilities. However, IT staff must ensure that all devices and software are updated regularly.

Google Workspace offers two update models: "Rapid Release," where features are made available immediately, and "Scheduled Release," where organizations can test changes before they are implemented. Often, companies do not pay enough attention to updates, even though they should be an integral part of their security strategy, and updates should always be scheduled.

Does continuous monitoring sound tedious? No worries, let us do the job for you with our managed security services! >

User Security Awareness: Training and Communication

One of the most crucial security factors is the people using the tech. Organisations must proactively communicate and ensure that all security-related policies and procedures are clear and understood. Ignorance does not absolve responsibility; therefore, regular training, incentives, and clear processes are essential measures to enhance security. Training sessions should be held regularly and include practical examples and exercises.

Phishing remains a common and growing threat, with attacks becoming more sophisticated and targeted, making employee training vital. Strict internal policies, such as limiting the handling of sensitive information or financial transfers without additional verification, may be necessary. At Gapps, we also assist with Google Workspace-related training, ensuring that your employees use the tools consistently, making work smoother, and keeping security communication effective and operational.

📑 Read more about the security for employees on our blog post: Google Workspace security for employees >

5 Expert Tips to Strengthen Google Workspace Security and Stay Ahead of Cyber Threats

1. Activate Multi-Factor Authentication (MFA): It’s a must-have for everyone, and worth emphasizing again! MFA significantly lowers the risk of unauthorized access by adding an extra layer of security beyond just a password.
   
   
2. Implement Robust Device Management: Managing endpoints is crucial to ensure that only company-approved and managed devices can access sensitive business data. Pay special attention to BYOD (Bring Your Own Device) practices to maintain security standards.
   
   
3. Control File Sharing with Links: While sharing files via links is convenient, it can expose sensitive information if not properly managed. Monitor and limit link sharing to minimize security risks.
   
   
4. Review Permissions for Third-Party Apps: Many third-party applications request access to Google accounts, which can pose security risks if permissions are granted without scrutiny. Carefully review and manage each app’s permissions to protect company data.
   
   
5. Ensure Compliance with the NIS2 Directive: The NIS2 Directive raises standards for risk management and the reporting of critical security measures. Organizations need to stay compliant with the updated regulations and maintain thorough documentation and processes for handling security incidents. Verify whether the NIS2 Directive applies to your business based on your size, industry, and level of criticality. Make sure if NIS2T Directive applies to your company!

Make sure your Google Workspace is smooth and secure

At Gapps, we handle everything from Google Workspace licenses to training, allowing you to focus on your core business. Our ongoing support and expert guidance ensure that you're using Google Workspace smartly, efficiently, and as securely as possible.

We also provide a comprehensive security assessment to safeguard your Google Workspace environment. The Google Workspace Security Assessment gives you a strategic overview and a clear action plan for enhancing security. You have the flexibility to choose how to implement the recommendations and progress.

Discover our Google Workspace services here. >