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Google Drive Enterprise Security Tutorial: Protecting Data from Accidental Leaks

šŸ“˜ Objective:

Ensure files and folders in Google Drive (Enterprise) are protected against unauthorized access or sharing, especially with non-employees or external users.


āœ… PART 1: ADMIN CHECKLIST – CONFIGURATION IN GOOGLE WORKSPACE ADMIN CONSOLE

šŸ” 1. Restrict Sharing Outside the Organization

Path:
Admin Console → Apps → Google Workspace → Drive and Docs → Sharing settings

Steps:

  • ⬜ Disallow sharing outside the organization:
    • Set: “Only users in your organization” can access files.
  • ⬜ Disable sharing to personal Gmail accounts (optional).
  • ⬜ Allow whitelisting specific trusted domains (e.g., partners).
  • ⬜ Prevent external users from becoming editors or owners.
  • ⬜ Disable ā€œAnyone with the linkā€ sharing.

šŸ” 2. Enable Data Loss Prevention (DLP)

Path:
Admin Console → Security → Data Protection → DLP Rules

Steps:

  • ⬜ Create custom rules to detect:
    • Personal Identifiable Information (PII)
    • Credit Card Numbers
    • Financial or Health Data
    • Source Code / Confidential Project Keywords
  • ⬜ Actions:
    • Block sharing
    • Warn users before sharing
    • Send alerts to admins

šŸ”’ 3. Enforce Context-Aware Access (Device/Location-Based Restrictions)

Path:
Admin Console → Security → Context-Aware Access

Steps:

  • ⬜ Create Access Levels:
    • Only allow access from company-managed devices
    • Block access from unknown IPs or locations
  • ⬜ Apply access levels to Google Drive service.

šŸ·ļø 4. Use Drive Labels & Classification Policies

Path:
Admin Console → Apps → Google Workspace → Drive Labels

Steps:

  • ⬜ Define labels such as:
    • Public, Internal, Confidential, Restricted
  • ⬜ Create rules based on labels:
    • ā€œConfidentialā€ files cannot be shared externally.
    • ā€œInternalā€ files require viewer access only.

šŸ‘® 5. Enforce Access Expiration and Disable Download

Path:
Google Drive File Settings (Per File)

Steps:

  • ⬜ Allow users to set expiration dates on shared files.
  • ⬜ Disable download, copy, and print for viewers.

šŸ“Š 6. Monitor with Security Investigation Tool

Path:
Admin Console → Security → Investigation Tool

Steps:

  • ⬜ Investigate:
    • Who is sharing files externally
    • Files that are publicly accessible
  • ⬜ Take action:
    • Revoke sharing
    • Send warnings
    • Notify managers

šŸ“ 7. Educate Users with a Data Sharing Policy

Steps:

  • ⬜ Draft a clear policy on:
    • What is considered sensitive data
    • Who can share files externally (if at all)
    • How to label documents
  • ⬜ Train employees quarterly.

āœ… PART 2: USER-LEVEL BEST PRACTICES (TO BE COMMUNICATED TO STAFF)

PracticeDescription
šŸ”— Avoid ā€œAnyone with the linkā€Always share only with specific users/emails
šŸ·ļø Use LabelsMark files as Confidential/Internal etc.
šŸ” Verify AccessRegularly review ā€œShared withā€ on important docs
šŸ•’ Set Expiration DatesUse for temporary access or contracts
šŸ“© Use Access RequestAllow ā€œRequest Accessā€ rather than pre-share
šŸ’¬ Report Suspicious SharingIf unsure, notify IT or Admin
šŸ“¢ Learn to use Google Drive audit panelTo track changes and access

āœ… PART 3: QUICK REFERENCE VISUAL CHECKLIST

[āœ”] Disable external sharing
[āœ”] Set up DLP rules for sensitive data
[āœ”] Enable Context-Aware Access
[āœ”] Use document classification with Drive Labels
[āœ”] Monitor with Investigation Tool
[āœ”] Educate employees quarterly
[āœ”] Audit and revoke dangerous shares regularly
Code language: CSS (css)

āœ… BONUS: Security Automation Ideas

  • šŸ› ļø Google Apps Script to scan shared files daily and notify Admin.
  • šŸ” Scheduled audits of shared files using third-party tools like SpinOne, BetterCloud, or SysCloud.
  • āš™ļø SIEM integration (e.g., Splunk, Chronicle) for real-time alerts on data exfiltration.

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