Sharing Documents with SharePoint – Ensuring You’re Secure

In the modern digital landscape, ensuring secure document sharing is crucial for businesses of every scale. SharePoint, a robust document management and collaboration platform by Microsoft, offers a plethora of features to ensure your documents are securely shared. This guide provides practical tips and insights on how to share documents using SharePoint effectively and securely. 

Getting Started with SharePoint 

Setting Up SharePoint 

To begin, ensure your SharePoint environment is properly set up. This involves configuring your SharePoint site, creating document libraries, and setting up user permissions. Proper setup is crucial as it lays the foundation for secure document management and sharing. 

Navigating the Interface 

Familiarise yourself with the SharePoint interface. Key features include document libraries, lists, and the search functionality. Document libraries are where you will store and manage your documents, while lists can help you organise tasks and other data. Understanding these features will help you utilise SharePoint more effectively and ensure that your documents are well-organised and easily accessible. 

Creating Document Libraries 

Document libraries are essential for organising and storing your documents. To create a document library, go to your SharePoint site, click on “Site Contents," then “New", and finally “Document Library." Name your library and configure the settings as needed. Properly structured document libraries make it easier to manage permissions and ensure that documents can be securely shared. 

Security Best Practices 

User Permissions and Access Control 

One of the most critical aspects of SharePoint security is managing user permissions. You can use SharePoint’s built-in permission levels to control who can view, edit, and share documents, or you can devise your own if the built-in levels are not granular enough. Regardless of which approach you employ you should regularly review and update permissions to reflect changes in your organisation (someone leaves for example). This will helps prevent unauthorised access and protect sensitive information. 

Multi-Factor Authentication

Enabling Multi-Factor Authentication (MFA) enhances security by adding an extra layer of protection. MFA requires users to verify their identity using two or more methods, such as a password and a mobile app code and significantly reduces the risk of unauthorised access. Setting up MFA is straightforward through the Microsoft 365 admin centre and you should encourage (or even force) all your users to enable MFA to enhance the overall security of your SharePoint environment. 

Regular Audits and Monitoring 

You should conduct regular audits and monitor document access and changes. SharePoint provides audit logs that track user activities and help you identify any suspicious behaviour. Regularly review these logs to ensure compliance with your security policies and implementing automated monitoring tools (Purview for example) can also help detect and respond to potential security threats in real-time. 

Sharing Documents Securely 

Internal Sharing 

When sharing documents within your organisation, use SharePoint’s internal sharing features. You can share documents directly from the document library by selecting the document and clicking “Share." Set the appropriate permissions to control access. For example, you can allow users to view or edit documents based on their roles. Just keep in mind when sharing internally that a file can be shared with anyone, including those without access normally, so be cautious that you do not share sensitive information to those that should not have it. 

External Sharing 

For sharing documents with external partners, use SharePoint’s secure external sharing options. You can generate secure links that require recipients to verify their identity before accessing the document. Always review and adjust the sharing settings to ensure security. You should limit external sharing to trusted partners and should monitor access to identify any issues. 

Using SharePoint Links 

SharePoint allows you to create and manage secure links for document sharing. When generating a link, choose the appropriate sharing option (e.g., “People in your organisation," “Specific people") and set an expiration date if needed. This ensures that access is both limited and controlled. Additionally, you can set permissions for the link, such as view-only or edit access, to further enhance security. 

Advanced Security Measures 

Data Encryption 

Encrypting your documents and data is crucial for protecting sensitive information. SharePoint uses encryption both in transit and at rest. Data encryption helps protect your documents from unauthorised access and ensures that sensitive information remains confidential. 

Information Rights Management (IRM) 

Information Rights Management (IRM) helps protect sensitive information by restricting access and usage. With IRM, you can control who can view, edit, print, or copy documents. Enable IRM in your SharePoint document libraries to enhance security. IRM is particularly useful for protecting sensitive documents and ensuring that they are only accessible to authorised users. 

Compliance and Governance 

Ensure your SharePoint usage meets regulatory requirements by implementing compliance and governance policies. Use SharePoint’s compliance features, such as data loss prevention (DLP) and retention policies, to manage and protect your data. Remember to regularly review and update your compliance policies to reflect changes in regulations and industry standards. This helps ensure that your organisation remains compliant and avoids potential legal issues. DLP is part of Purview and can protect documents from almost anywhere within your organisation. 

Troubleshooting and Support 

Common Issues and Solutions 

Addressing common issues promptly is essential for maintaining a secure SharePoint environment. Some frequent problems include permission errors, document sync issues, and access denials. SharePoint has an array of built-in troubleshooting tools and resources to resolve these issues. Additionally, if you provide training and support to users to help them understand how to use SharePoint securely and effectively without hitting these snags. 

Support Resources 

Microsoft provides extensive documentation, tutorials, and community forums for SharePoint users. Additionally, consider reaching out to your IT support team for assistance with complex issues. Having a dedicated support team can help ensure that any security issues are promptly addressed and resolved. 

Community and Forums 

The SharePoint community is a valuable resource for troubleshooting and support. Participate in forums, join user groups, and attend webinars to stay updated on best practices and new features. Additionally, sharing your own experiences and knowledge can help others and contribute to the overall security of the SharePoint ecosystem. 

Securely sharing documents with SharePoint requires a combination of best practices, advanced security measures, and ongoing monitoring. By following the tips and insights provided in this guide, you can ensure that your documents are shared securely and efficiently. Implement these practices to protect your sensitive information and maintain a secure SharePoint environment. Remember, security is an ongoing process, and staying informed about the latest security trends and updates is crucial for maintaining a secure document sharing environment. If this sounds like something you may want support with, or have any other queries around Microsoft and SharePoint, get in touch here!