Microsoft’s SharePoint is easy to use and flexible. That’s why so many businesses use it as their enterprise CMS. In fact, the company has sold more than 125 million licenses. The release of Office 365 as software as a service, with SharePoint integration, has only increased its use.
Many company assets flow through the platform, in the form of emails, documents and other business intelligence. Content and workflow data is managed through its apps.
It is essential to keep these assets secure. Standard procedures work fine for company devices. But what does a manager do when more than half of his workers use their own devices – whether laptops, tablets or mobiles?
Forbidding the use of personal devices is almost impossible. The trend for BYOD (bring your own device) has been rising annually. An analyst quoted in Computer World magazine said, “The lines between work and play are becoming more and more blurred as employees choose to use their own device for work purposes whether sanctioned by an employer or not.”
What is needed is an effective security plan. This means enforcing security with passwords, knowing who is gaining access, controlling the download of unauthorized apps and limiting the reach of people outside the company.
Here is a closer look at how IT managers can keep company information safe on SharePoint, despite these BYOD challenges.
Passwords for Security
The standard joke is, “Tell me the name of your favorite pet and I can access your life online.” Passwords are often the name of the family dog, the word “password” or even “123456”. Users make them as easy as possible to remember, which is bad news for security.
The company policy for setting secure passwords, which get changed regularly, needs to be enforced. Without a policy with teeth, company data can be compromised if the mobile is lost or stolen.
At the same time, access to the browsers and apps used by the company needs to be firmly controlled. Too many login attempts should be a signal to shut down access. If a device is stolen, it should be possible to trigger a remote wipe of the device.
Who Wants In?
Strong authentication procedures can reduce the problem of unauthorized access. Limiting who can gain entry to SharePoint and company content means gathering data about every login.
This data needs to include who is seeking entry, what content they are accessing, the date and time, and what device they are using.
Limiting Downloads
It is tempting for users to download apps that look handy for work. In fact, according to statistics, 40% of smartphone and tablet users have personally paid for and downloaded a business app. If these are unauthorized apps, themes or extensions – and many are – they can harm the company’s IT system, bringing in malware and other viruses.
Encrypting data is one method of preventing damage. Most importantly, it is essential to get employees on board by explaining the possible dangers.
Controlling Outside Sharing
When a team member sends a document via email to a customer, it is not possible to monitor who ends up seeing it. SharePoint technology has taken this into consideration in its security panel by letting administrators require specific credentials in order to gain access to files.
This can be confusing for non-techies, which is why many businesses hire a SharePoint consultant to help design and implement the best possible security setup. They also can help a business make full use of the wide range of features that the platform offers.
SharePoint makes everyday business easier. With the proper security system in place, it can keep a company’s confidential data safe from prying eyes, free from malware and secure from hackers.