How to reduce the risk of externally shared enterprise files?
The company needs to distinguish authorized collaboration from open links, old guests, and accumulated permissions. Microsoft 365 and Google Workspace allow you to restrict sharing, but the controls must be tailored to the actual work. It is advisable to review sensitive content, owners, recipients, expiration date and activity before removing access.
Risks to review
- Links that work for anyone who receives them.
- Guests who retain access after a project ends.
- Folders with broader permissions than the files they contain.
- Block all external collaboration and drive users to unauthorized channels.
Safe recommendations
- Prioritize the review of financial, personal, contractual and customer information.
- Assign owners responsible for approving and reviewing external access.
- Use identified guests and expiration when supported by the process.
- Avoid anonymous links for sensitive information.
- Remove access when terminating contracts, projects or business relationships.
- Monitor changes and exceptions without relying solely on manual reviews.
When to seek specialized help
- It is not known what information is exposed through public links.
- There are hundreds of guests or sites without an active owner.
- You need to collaborate with clients without opening the entire environment.
Reference sources
These public sources provide general good-practice guidance. They do not replace an assessment of your environment.