SharePoint is a powerful platform for collaboration and document management, but without proper security measures, it can become vulnerable to unauthorized access, data breaches, and compliance risks.
This guide outlines essential SharePoint security best practices to protect your organization’s data while ensuring smooth collaboration.
1. Implement Role-Based Access Control (RBAC)
🔹 Why? Minimizes security risks by granting users only the access they need.
🔹 How?
✔ Use SharePoint Groups (Owners, Members, Visitors) instead of assigning permissions individually.
✔ Apply the Principle of Least Privilege (PoLP) – only grant necessary permissions.
✔ Regularly review and adjust user roles and access levels.
2. Use Multi-Factor Authentication (MFA)
Why? Protects against unauthorized access, even if passwords are compromised.
How?
✔ Enable MFA in Microsoft 365 Admin Center.
✔ Require users to verify identity using a second method (e.g., SMS, authentication app).
✔ Enforce MFA for all external users and privileged accounts.
3. Secure External Sharing
🔹 Why? Prevents unauthorized access to sensitive documents shared outside the organization.
🔹 How?
✔ Use expiration dates for shared links.
✔ Restrict external sharing to specific domains or trusted partners.
✔ Require authentication for guest users.
✔ Monitor and review shared content regularly.
4. Enforce Data Loss Prevention (DLP) Policies
Why? Prevents accidental or intentional data leaks.
How?
✔ Set up DLP policies in Microsoft Purview to detect and block sensitive data sharing.
✔ Create rules for personally identifiable information (PII), financial data, and confidential documents.
✔ Enable email alerts for policy violations.
5. Monitor and Audit SharePoint Activity
Why? Helps detect and respond to suspicious activities.
How?
✔ Enable audit logging in Microsoft Purview Compliance Center.
✔ Monitor file access, permission changes, and sharing activities.
✔ Use Microsoft Defender for Cloud Apps to detect anomalies and threats.
6. Restrict Access to Sensitive Content
Why? Prevents unauthorized users from viewing or editing critical documents.
How?
✔ Enable IRM (Information Rights Management) to restrict file downloads and printing.
✔ Use Sensitivity Labels to classify and protect sensitive files.
✔ Apply Microsoft 365 Compliance Center policies for content protection.
7. Keep SharePoint and Microsoft 365 Updated
Why? Ensures security patches are applied to protect against vulnerabilities.
How?
✔ Enable automatic updates in Microsoft 365 Admin Center.
✔ Regularly check for SharePoint security updates.
✔ Educate users on phishing and security threats.
8. Implement Conditional Access Policies
Why? Enhances security by enforcing access conditions.
How?
✔ Set up location-based restrictions (block access from untrusted locations).
✔ Require compliant devices for access (only allow access from secured company devices).
✔ Restrict access based on user risk levels using Microsoft Entra ID (Azure AD).
9. Regularly Review and Cleanup Permissions
Why? Prevents excessive access and security gaps.
How?
✔ Conduct quarterly permission audits.
✔ Remove inactive users from SharePoint sites.
✔ Identify and revoke unnecessary access to confidential files.
10. Backup and Disaster Recovery Plan
Why? Protects data from accidental deletions, ransomware, and system failures.
How?
✔ Enable SharePoint Online version history for documents.
✔ Use Microsoft 365 backup solutions to restore lost data.
✔ Create a business continuity plan for data recovery.