Would you intentionally leave your wallet in a restaurant or your car in public parking with keys?
Even if both places have proper security measures?
Because we all want to protect what is ours with extra care.
The feeling is also true for our SharePoint site.
Because if you set security measures contradicting your needs, all the site users will face unnecessary difficulties.
As a result, my co-workers couldnt complete their tasks properly because they couldnt pull up the data files.
While making a SharePoint site or tweaking its Security, you have to make a decision regarding external sharing.
Also, dont restrict the data access if you plan to share content from a site externally.
Will you use security parameters from the parent site or make unique protection for your sub-site?
In case of the sub-sites, you might either use theParent Site Security Settingsor create a unique protection system.
So its better to decide which one you prefer the most.
What roles or levels of access will you give to your site members?
They get different levels of access, roles, and permission.
You should outline those work groups before imposing any restrictions or granting new access.
Note:You should only give required access to the group.
Will you allow users to share content?
Contain sharing also greatly impacts the security decision of your SharePoint site.
However, restricting data is necessary if you create that site for the HR department.
These are the questions you should ask yourself before setting up any security measures for your SharePoint site.
It will help you to avoid unnecessary hassle and issues in the future.
But the security measures differ according to user needs.
Assign One Admin Per Site
Too many cooks spoil the broth.
When you give full site control to too many people, you cant maintain security or prevent unauthorized sharing.
Thats why choose one admin per SharePoint site.
Manage External Sharing
By default, all Teams sites on SharePoint have an external sharing feature.
This method will prevent site users from sharing files, documents, or media outside the organization.
So your data will become more secure.
However, suppose external sharing is necessary for your site.
Restrict Edit Access
The edit access lets you modify the SharePoint site and its contents.
Implement Custom Permission
Sometimes Microsofts default permission prefs give users higher authorizations than they actually need.
In that case, you must set custom permission authority for your Sharepoint site users.
Heres the process to customize site permission on SharePoint:
And its done.
However, this free access can cause data leaking issues from your organization.
You easily do it using the Admin center of your SharePoint.
Check out this detailed walkthrough toprevent documents from appearing in SharePoint search.
Add Password to Files
you might also set a specific password for specific files if you like.
Customize Retention Policies
In large organizations, there is more than one person who has admin permissions.
In that case, someone can accidentally delete your data from the SharePoint site.
To avoid these issues, you’ve got the option to setData Retention Policiesfor your SharePoint site.
Not only that, but the data Retention features also help you avoid unnecessary government audit hassle.
Use the Data Inscription Tool
Microsoft has some secured Data Inscription Tools like BitLocker and Azure encryption.
you’re free to encrypt your data using these tools.
But you must enable SharePoint permissions in the Azure Active Directory(AAD).
However, users with site access can view this data.
Another major problem is that SharePoint data sync is a two-way feature.
So you shouldstop the data sync option in your SharePoint Library.
And training is the most effective way to do so.
Because only proper collaboration can only ensure the growth of your organization.
FAQs
Can you password-protect a SharePoint site?
Can I make a SharePoint site private?
Yes, you could easily make your SharePoint site private.
Just go to the Privacy controls menu on the site information panel and choose the Private option.
After that, only the member can view your SharePoint site.
Can a SharePoint site have two owners?
Yes, you could set as many owners as you want on a single SharePoint site.
Just snag the Full access option while sharing the site with other members.
If they accept, they will also be the owner of that site.
Ive shown you some advanced data protection tips and tricks to make your files more secure.
But you should only apply those protection measures that dont hamper the sites work.
Which one of the protection features from this article did you apply?
