Newsflash: Microsoft isn’t Safeguarding your entire Microsoft 365 Productivity Suite Data

Table of Contents

Shared Responsibility Model

If you are not already aware, you need to note Microsoft's Shared Responsibility Model regarding customer security responsibility. Microsoft (and Stratify IT) want to ensure you understand your part of the deal defined by Microsoft's Shared Responsibility Agreement. Understanding this model is crucial for maintaining your organization's data security and compliance.

Microsoft is not responsible for issues that arise or result from:

• Any unauthorized action, or lack of action, when required (or from your employees, agents, contractors, or vendors - or anyone gaining access to the Microsoft network using your passwords or equipment); OR
• Your failure to follow appropriate security practices relating to required configurations OR
• Your failure to properly use and configure supported platforms OR
• Your failure to follow any Microsoft policies for acceptable use or use of their service in a manner inconsistent with the service's features and functionality or use inconsistent with Microsoft's published guidance.

The Microsoft agreement states that Microsoft (as the "Controller" of their data) is completely responsible for application availability with a guarantee of 99.9% uptime. However, as the "Processor of the data" (you), you are responsible for dealing with any issues arising from one of your users hitting the delete key, intentionally or by accident. It also means that the buck stops with you if your company experiences data loss from malicious or fraudulent activity.

This shared responsibility may seem daunting, but it’s essential to take proactive measures. That's why Stratify IT emphasizes the importance of understanding what data you should be backing up, how to back it up correctly, and how to secure all of your Microsoft 365 modules in the process. Here's how we can help:

Advanced Threat Protection

To ensure your business information is secure, Microsoft 365 offers advanced threat protection features. These include real-time scanning of email attachments and links to detect and prevent phishing and malware attacks before they reach your inbox. This proactive measure helps safeguard your data by identifying and neutralizing threats as they occur. Implementing these features can significantly reduce the likelihood of a successful cyberattack on your organization.

Data Governance and Lifecycle Management

Effective data governance is crucial for protecting your business data. Start by creating a comprehensive data map that details all your data assets, their classifications, access permissions, and ownership. This mapping should include an inventory of where sensitive data resides and who has access to it. Implement role-based access controls to ensure that data is accessed appropriately based on user roles, and regularly review and update these controls. A robust lifecycle management policy should be established to handle data access and modifications efficiently, ensuring data is retained, archived, or disposed of according to compliance requirements.

Automated Data Classification and Protection

Microsoft Purview Information Protection offers automated data classification and labeling. This tool can classify and label sensitive documents in real-time, ensuring that the appropriate protections are applied automatically. This not only simplifies the data protection process but also ensures that sensitive information remains secure no matter where it is stored or shared. Additionally, implementing policies for data retention and deletion can help your organization minimize risk and comply with regulatory requirements.

Zero Trust Security Model

Adopting a zero-trust security model can significantly enhance your data protection strategy. This model operates on the principle of least privilege access, ensuring that users only have access to the data necessary for their roles. Just-in-time access grants temporary permissions as needed, which can reduce the risk of unauthorized access and data breaches. By validating every request as if it originates from an open network, your organization can strengthen its security posture against evolving threats.

Integration with Other Microsoft Security Solutions

Microsoft 365 seamlessly integrates with other Microsoft security solutions, such as Microsoft Defender and Microsoft Sentinel. These integrations provide a comprehensive security ecosystem that enhances threat detection and response capabilities. These tools can help you monitor and protect your data more effectively, providing real-time alerts and insights into potential security incidents.

Office, Exchange, SharePoint, and OneDrive: Why Backups Matter

What happens when email (Exchange) goes down? Nothing. Productivity comes to a screeching halt, and stress goes through the roof. Missing documents (Office/OneDrive)? Disaster. The more employee collaboration you have (SharePoint), the higher your productivity and the higher the risk that someone will hit the wrong key. A sound backup strategy will:

• Secure your Microsoft 365 and Office data from cybersecurity threats;
• Backup your entire organization or groups of mailboxes on Exchange;
• Quickly recover mailboxes down to individual emails with point-in-time precision;
• Recover and restore entire SharePoint site collections, libraries, and documents;
• Back up all or only specific OneDrive accounts for easy restoration and recovery.

With the potential for human error, technical failures, or cyberattacks, it’s imperative to have a reliable backup strategy in place. Regularly testing your backup and recovery processes will ensure your organization can respond quickly and efficiently to any data loss scenario.

Your business can successfully avoid these potential disasters if you evaluate and invest in crafting a flexible, customized Microsoft 365 backup strategy. Stratify IT can provide tailored backup solutions that align with your specific business needs, ensuring your data is protected and easily recoverable.

In conclusion, understanding the Shared Responsibility Model is crucial for safeguarding your organization’s data. By implementing advanced threat protection, effective data governance, and a robust backup strategy, you can significantly enhance your cybersecurity posture. If you have any questions or need assistance, don’t hesitate to reach out to us at Stratify IT. We're here to help you navigate the complexities of cybersecurity and data management.