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How to Avoid Security Breaches in Your Online Documents

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Cases of unauthorized access to private data are on the rise which has led more businesses to rethink their policy and procedure to protect employee information, intellectual property and financial data.

On average, it takes information technology (IT) departments more than six months to discover security breaches, which leads to an alarming debate on company policy over cyber attack awareness and prevention rather than responses to them. Here are five basic improvements you should make to improve your Office 365 security to protect users and improve security protocols.

1. Configure Office 365 Security Tools

People make the critical mistake of using out-of-the-box products without configuring them. Users must take the time to become familiar with security tools, monitoring and actions before deploying Office 365. Vital cybersecurity and compliance features include:

  • Security tools: Turn on antiphishing, antimalware engine, advanced threat protection (ATP) safe attachments, ATP safe links, antispam and email authentication capabilities
  • Threat management dashboard: Monitor threat intelligence and report suspicious activities in real-time. Also, make security decisions with tools
  • Threat explorer: If you are monitoring or undergoing a cyberattack, use this feature to analyze the security risks against users or IT infrastructure
  • Reports dashboard: Use this feature to assess audit reports and Azure Active Directory accessibility details, user movement and audit logs

2. Determine Your Office 365 Secure Score

The first step in determining an organization’s need is to determine how secure your users and infrastructure are when performing normal activities, which is possible when using Office 365 Secure Score. There are two ways to get a Secure Score when using Office 365:

  1. For Office 365 Business Premium, Office 365 Enterprise, or Microsoft 365 Business, click on account for the score.
  2. Click on the Secure Score Widget.

3. Identify Threat Management Policy & Procedure

How often do you analyze and update your threat management policies? Part of the process must include user availability so that you limit the access to company information. It is vital that you consider security policies based on current threat as opposed to waiting until a breach occurs before changing your policy and procedure.

4. Report Suspicious Activity

The Security & Compliance Center is the best tool for businesses as it allows users to report suspicious activities so that Office 365 personnel updates security features based on the current threats. As cyberthreats are always changing, a partnership must exist.

5. Improve Password Authentication Process

If you don’t want to go the virtual private network route, a federated authentication process is best for larger corporations who have directories that are synced with Office 365 on-site and need multifaceted user verification processes including the third party and smartcard accessibility.

When using cloud authentication, you do not need on-site servers as Azure Ad determines your verification process. This security process is better when you lack an on-site directory, do not want to integrate Office 365 software, or want to use Office 365 as a pilot program before full integration into the directory.

Improving passwords, using triple verification authentication, protecting Wi-Fi accessibility and limiting public access is also vital to the security of your essential documents. Implementing these Office 365 solutions will allow companies to outsmart cybercriminals without compromising the user experiences.

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