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While some users dounderstand appropriate sharing, there are people who share all information indiscriminately. Users often don’t grasp the implications of sharing information with many people. Lack of understanding about the sensitive nature of the information or the security level of the site where it’s shared.The feeling of importance associated with having sought-after, inside information. There’s rarely malicious intent behind inappropriate data sharing. Inappropriate sharing occurs when users make information accessible to others in a way that violates information security policies.
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Users must review all classifications to understand how to classify, protect, and handle data that they create, and ensure that it is properly categorized for use at Microsoft. Low Business Impact (LBI) and Medium Business Impact (MBI) data is permitted on SharePoint Online and OneDrive for Business with no special approval. Users can store HBI data on SharePoint Online and OneDrive for Business if they comply with Microsoft policies for HBI data storage and transmission however, to share HBI content externally, users must get a policy exception from the Microsoft IT security and privacy team. At Microsoft, sensitive business information is called High Business Impact (HBI) data. Regulated information must always be protected by encryption.īusiness information. Regulated information includes government identification numbers such as social security numbers and passport numbers, financial data such as credit card numbers and financial records, or medical information. The solution audits the following types of sharing: And, when shared externally, users are accountable for who they share it with. For example, Microsoft data handling policy states that sensitive business information must be encrypted both at rest and in flight. Using business rules based on these policies, the solution detects and reports when users share documents and if the sharing is in or out of compliance with the rules. To protect valuable intellectual property, Microsoft has corporate policies for handling and sharing data. This helps manage and respond to information security risks.
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The solution automatically sends email to users who violate security policies by sharing too much, asking them to change their behavior. Besides dashboards, the solution improves sharing behavior by giving users visual cues about appropriate sharing. Microsoft IT tests hypotheses about how various policies and programs might improve users’ sharing behavior and then check the dashboards to see if the behavior has changed. What operations are performed by external users on those externally shared files? What is the classification of externally shared sites? Which sites are capable of external sharing? Microsoft IT uses an agile process to answer these questions: The dashboards help answer four business questions that have direct business impact on risk, and the answers help leadership make decisions that reduce risk. Microsoft Power BI dashboards visualize the data to show how Microsoft corporate users share information. It also includes a custom governance solution to help protect data.
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The solution gathers data about sharing from Microsoft Exchange Online, SharePoint Online, OneDrive for Business, and Azure Active Directory. To manage security risk, Microsoft IT created a solution that uses the Office 365 Management Activity API and the data loss prevention (DLP) features of Office 365. On the other hand, it’s easier to inadvertently share sensitive information with others both inside and outside of the company. With Office 365, Microsoft corporate users can access and share data from anywhere, on any device, and be more productive by using all of its collaboration features.