š Objective:
Ensure files and folders in Google Drive (Enterprise) are protected against unauthorized access or sharing, especially with non-employees or external users.
ā PART 1: ADMIN CHECKLIST – CONFIGURATION IN GOOGLE WORKSPACE ADMIN CONSOLE
š 1. Restrict Sharing Outside the Organization
Path:Admin Console ā Apps ā Google Workspace ā Drive and Docs ā 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 āAnyone with the linkā sharing.
š 2. Enable Data Loss Prevention (DLP)
Path:Admin Console ā Security ā Data Protection ā 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
š 3. Enforce Context-Aware Access (Device/Location-Based Restrictions)
Path:Admin Console ā Security ā 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.
š·ļø 4. Use Drive Labels & Classification Policies
Path:Admin Console ā Apps ā Google Workspace ā Drive Labels
Steps:
- ⬠Define labels such as:
- Public, Internal, Confidential, Restricted
- ⬠Create rules based on labels:
- āConfidentialā files cannot be shared externally.
- āInternalā files require viewer access only.
š® 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.
š 6. Monitor with Security Investigation Tool
Path:Admin Console ā Security ā Investigation Tool
Steps:
- ⬠Investigate:
- Who is sharing files externally
- Files that are publicly accessible
- ⬠Take action:
- Revoke sharing
- Send warnings
- Notify managers
š 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.
ā PART 2: USER-LEVEL BEST PRACTICES (TO BE COMMUNICATED TO STAFF)
Practice | Description |
---|---|
š Avoid āAnyone with the linkā | Always share only with specific users/emails |
š·ļø Use Labels | Mark files as Confidential/Internal etc. |
š Verify Access | Regularly review āShared withā on important docs |
š Set Expiration Dates | Use for temporary access or contracts |
š© Use Access Request | Allow āRequest Accessā rather than pre-share |
š¬ Report Suspicious Sharing | If unsure, notify IT or Admin |
š¢ Learn to use Google Drive audit panel | To track changes and access |
ā PART 3: QUICK REFERENCE VISUAL CHECKLIST
[ā] Disable external sharing
[ā] Set up DLP rules for sensitive data
[ā] Enable Context-Aware Access
[ā] Use document classification with Drive Labels
[ā] Monitor with Investigation Tool
[ā] Educate employees quarterly
[ā] Audit and revoke dangerous shares regularly
Code language: CSS (css)
ā BONUS: Security Automation Ideas
- š ļø Google Apps Script to scan shared files daily and notify Admin.
- š Scheduled audits of shared files using third-party tools like SpinOne, BetterCloud, or SysCloud.
- āļø SIEM integration (e.g., Splunk, Chronicle) for real-time alerts on data exfiltration.
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