Microsoft SharePoint requires robust security measures to safeguard sensitive data and ensure compliance.
Key best practices include enforcing least privilege access, monitoring external user access, and implementing multi-factor authentication.
Misconfiguration management involves auditing sharing links, reviewing site settings, and monitoring sensitive data in public sites.
Compliance and risk management strategies include deactivating dormant sites, monitoring third-party integrations, and conducting configuration compliance audits.
Data discovery and classification, access and sharing monitoring, and threat detection are essential components of a comprehensive SharePoint security strategy.
Microsoft SharePoint is a powerful platform for collaboration and content management, but its flexibility can introduce security challenges if not properly configured. To safeguard sensitive data and ensure compliance, organizations must implement robust security measures. In this guide, we outline the best practices for managing and securing your SharePoint environment, focusing on actionable strategies to enhance both your SaaS security posture (SSPM) and data security posture (DSPM).
A Comprehensive Guide to SharePoint Security Best Practices
1. Implementing Access Management Best Practices for SharePoint
Enforcing Least Privilege Access for Enhanced Security
Ensure users only have access to the data and resources necessary for their roles.
Example: A marketing manager should only have access to campaign-related SharePoint sites and not sensitive HR documents. Regularly review and audit permissions for each SharePoint site and adjust access levels as needed.
Monitoring Guest and External User Access to Safeguard Data
Track and limit external user access to SharePoint sites.
Example: Files shared with a vendor during a project should have access automatically revoked once the project is completed. Use SharePoint sharing settings to restrict external access and ensure files are not unnecessarily exposed.
Sharepoint Security Best Practices: Strac monitoring guest and external user access to safeguard data
Enforcing Multi-Factor Authentication (MFA) for Added Protection
Add an extra layer of security by enforcing MFA for all SharePoint users, especially administrators.
Example: Even if credentials are compromised, MFA provides an additional hurdle for attackers, ensuring better protection for your SharePoint environment.
2. Managing Misconfigurations for Improved SharePoint Security
Auditing Sharing Links and Permissions for Tightened Security Controls
Identify and remediate overly permissive sharing links, such as those granting “Anyone with the link” access.
Example: Financial reports shared with this setting pose a significant risk. Restrict these links to specific users or groups to prevent accidental data exposure.
Reviewing Site and Document Library Settings for Security Compliance
Ensure default settings on SharePoint sites align with your organization's security policies.
Example: Enable file versioning and disable anonymous access to prevent unauthorized changes and ensure auditability.
Monitoring Sensitive Data in Public Sites to Prevent Data Breaches
Scan public SharePoint sites for sensitive information, such as customer data or intellectual property.
Example: Flag and remediate cases where public sites contain confidential sales data.
3. Ensuring Compliance and Managing Risks in SharePoint
Identifying and Deactivating Dormant Sites to Mitigate Risks
Inactive SharePoint sites are an often-overlooked security risk.
Example: A project-specific site with no activity for over 90 days should be archived or deactivated to reduce the attack surface.
Industry Example: In 2022, a leading financial services firm reduced its SharePoint attack surface by identifying and deactivating 200 dormant sites after a security audit revealed potential vulnerabilities. This significantly minimized their exposure to unauthorized access. (Sour
Monitoring Third-Party Integrations for Enhanced Security Measures
Review all third-party apps integrated with SharePoint to ensure they have appropriate permissions.
Example: Revoke access to unused marketing apps that still have access to sensitive documents.
Conducting Configuration Compliance Audits for Regulatory Compliance
Ensure your SharePoint configurations align with compliance standards like GDPR or HIPAA.
Example: Verify that encryption at rest is enabled for sensitive libraries and audit logs are retained as required by regulations.
4. Enhancing Data Discovery and Classification in SharePoint
Identifying and Classifying Sensitive Data for Data Protection
Discover sensitive files stored in SharePoint libraries, such as contracts containing payment card information.
Example: Use sensitivity labels to classify and protect these files based on their content.
Industry Example: A multinational company used Microsoft Information Protection to label and secure financial documents stored in SharePoint, reducing compliance risks.
Sharepoint Security Best Practices: Strac Data Discovery identifies and classifies sensitive data for data protection
Scanning Document Libraries for Unstructured Data to Enhance Security
Unstructured data, such as customer details in Excel files or scanned contracts, should be identified and flagged.
Example: A document library containing scanned legal agreements can be scanned for keywords to ensure compliance with company policies.
5. Monitoring Access and Sharing Activities in SharePoint
Detecting Unauthorized Sharing of Sensitive Files for Data Protection
Monitor for instances where sensitive files, such as HR records, are shared externally.
Example: Automatically revoke access if a file labeled as “Confidential” is shared with an external user.
Sharepoint Security Best Practices: Strac monitors unauthorized access
Tracking Sharing Activities in Document Libraries for Security Monitoring
Detect unusual access patterns, such as high-volume downloads of files from a document library.
Example: Alert admins if a user downloads an excessive number of files labeled as sensitive within a short timeframe.
6. Implementing Threat Detection Measures in SharePoint
Detecting Anomalous Download Behavior for Threat Prevention
Monitor spikes in file download activity, as they may indicate potential data exfiltration attempts.
Example: Trigger alerts if a user downloads hundreds of files from a sensitive site within a few minutes.
Industry Example: In 2023, a global energy company thwarted an insider threat where an employee attempted to exfiltrate sensitive engineering designs. This was detected through anomalous download behavior flagged by their monitoring systems.
Monitoring Privileged User Actions for Enhanced Security Measures
Track actions performed by site administrators, such as bulk permission changes or file deletions.
Example: Alert your security team if an admin changes access levels for a critical site outside of approved business hours.
Conclusion
Implementing these SharePoint security best practices ensures a well-protected and compliant collaboration environment. By addressing access controls, managing configurations, and proactively monitoring for threats, organizations can minimize risks and safeguard sensitive data.
Are you ready to strengthen your SharePoint security? Let’s work together to implement these best practices and protect your data today!’s work together to implement these best practices and protect your data today!
