Mitigating information security risks in large enterprises

As your organization grows, so does the risk of information security breaches, compliance issues, and vulnerabilities. 

Think of your enterprise network as a sprawling city. Data files are the vehicles transporting valuable goods. Without traffic laws and designated routes (file-sharing policies and controls), chaos ensues. Sensitive information can take unintended detours, fall into the wrong hands, or become vulnerable to theft and misuse.

File sharing is an essential component of enterprise-wide collaboration and the larger the enterprise, the higher the risk. Let’s understand how implementing a file-sharing governance tool can mitigate these risks.

Understanding the risks

The risks associated with ungoverned file sharing are manifold and can have devastating consequences for large organizations:

• Data breaches and compliance violations: Without clear guidelines and controls, sensitive data like customer information, financial records, and intellectual property can easily fall into the wrong hands. This not only leads to significant financial losses and reputational damage but can also result in hefty fines for non-compliance with regulations like GDPR, HIPAA, and CCPA.
• Insider threats: Whether malicious or unintentional, employees sharing files inappropriately pose a significant risk. Lack of visibility into who is accessing and sharing what data can allow unauthorized individuals to exfiltrate sensitive information.
• Malware propagation: Unsecured file-sharing platforms can become breeding grounds for malware. Infected files shared across the network can quickly spread, disrupting operations and potentially leading to data corruption or ransomware attacks.
• Lack of visibility and auditability: Without a centralized and governed system, it becomes incredibly difficult to track file access, sharing activities, and data movement. This lack of visibility hinders incident response and makes it challenging to identify and address vulnerabilities.

Here are a few scenarios we’ve seen:

• 2 files shared per day per user: Even seemingly innocuous sharing activities can add up to significant risks when multiplied across a large number of users. Each file shared represents a potential entry point for security breaches or compliance violations.
• 1 user shares a file with 6239 people: Sharing with such a large number of recipients introduces complexities in access control and increases the likelihood of unauthorized access or unintended disclosures.
• 1 user shares 111 files externally: External sharing expands the threat landscape beyond the organization’s perimeter, exposing sensitive information to potential interception, unauthorized access, or data leakage.
• 75% of users have editor access: While editor access facilitates collaboration, it also elevates the risk of unauthorized modifications, deletions, or data tampering.

Key pillars of effective file-sharing governance

By implementing a comprehensive file-sharing governance framework, large enterprises can significantly mitigate these threats and foster a more secure collaborative environment. 

Establishing clear policies and procedures

The foundation of any strong governance framework is a set of well-defined policies and procedures. These guidelines should clearly articulate:

• Acceptable use: What types of files can be shared, both internally and externally? What tools and platforms are approved for file sharing?
• Data classification: Implementing a system for classifying data based on its sensitivity (e.g., public, internal, confidential, highly confidential) and defining appropriate sharing protocols for each classification.
• Access controls: Defining the principle of least privilege, ensuring that users only have access to the files and folders necessary for their roles. This includes setting appropriate permissions (read, write, edit, delete) and regularly reviewing access rights.
• External sharing protocols: Establishing strict guidelines for sharing files with external parties, including authentication requirements, expiration dates for shared links, and watermarking sensitive documents.
• Device management: Addressing the risks associated with accessing and sharing files from various devices (company-owned, BYOD), including encryption requirements and mobile device management (MDM) policies.
• Incident response: Defining clear steps to be taken in the event of a data breach or security incident related to file sharing.

Implementing robust technical controls

Policies are only effective when supported by appropriate technical controls. Here’s the top tools that organizations utilize.

• Data Loss Prevention (DLP) solutions: DLP tools monitor and control the flow of sensitive information, preventing unauthorized sharing or exfiltration of data.
• Access management systems: Utilizing identity and access management (IAM) solutions to enforce access controls, manage user permissions, and track file access activities.
• File sharing governance platforms: Implementing enterprise-grade file sharing governance platforms that offer granular access controls, audit trails, and other security features proactively prevent unauthorized sharing 

Fostering a culture of security awareness

Technology alone cannot guarantee security. Cultivating a strong security-conscious culture among employees is paramount. 

Continuous review and adaptation

The threat landscape is constantly evolving, and so too should your file-sharing governance framework. Regular review and adaptation are crucial to maintain its effectiveness. 

Conclusion

As enterprises continue to grow in size and complexity, the risks associated with file sharing become more pronounced. However, by leveraging file-sharing governance tools, organizations can regain control over their sharing activities, mitigate security risks, and ensure compliance with regulatory requirements.

By taking proactive steps to safeguard sensitive information, large enterprises can protect their assets, preserve customer trust, and mitigate the potential consequences of breaches and hacks in an increasingly interconnected world.

Looking to mitigate infosec risks in your enterprise? Start your 14 day free trial of BetterCloud File Governance now!