Microsoft Office 365 has often been the subject of many rumors regarding its security gaps. But as we’ve discussed before, Office 365 is one of the most secure and flexible options out there, in spite of what some might say to the contrary. Microsoft invests heavily in consistently upgrading security, keeping up with user requests and providing resources to clients, even helping out when things get out of hand, like in the following story.
Read on to learn more about why these myths persist, how Microsoft addresses security through the Office 365 platform and what other organizations get right in their approach to security.
Consider this Scenario
Recently we encountered a prospect who approached Microsoft with a big problem. The company was hosting data on Dropbox, and the organization lost control when employees started placing sensitive data in the cloud where it didn’t belong. Strangely, the users in question didn’t want to use SharePoint Online or Office 365 because they feared the cloud wasn’t secure enough for their data, even though they were using cloud storage already.
When the client consulted Microsoft for help, Microsoft realized the firm didn’t know how to use Office 365 or SharePoint Online and their respective security protocols. (Ultimately, 95 percent of the company’s content was moved to SharePoint Online and 5 percent was kept on premises.)
From this situation, I realized organizations are not doing a good enough job staying on top of security trends, and they are failing to realize what security benefits are available to them in choosing a solution like Microsoft Office 365.
Misconceptions Based on Stale Information
Most of the misconceptions painting Office 365 as an insecure platform are a result of stale, out-of-date information. Many concerns around previously existing security gaps, especially when it comes to SharePoint Online or the cloud, have already been resolved or patched. In addition, Microsoft’s mission to be transparent in their operations ensures Office 365 users always have the ability to know what’s going on.
Overall, I’ve found Microsoft to be very responsive in upgrading security protocols in all their applications.
Office 365’s Proactive Approach to Security
When you choose to invest in Microsoft, you get a professional host that has made security a priority by providing various tools and making sure there is no attack on your data. They are proactive when it comes to cyber threats and customer requests, with a fast response time.
As an extension of this security-first philosophy, Microsoft developed Office 365 to be private by design. For example, I can add:
- Layers of encryption for my data;
- Multi-factor authentication with codes or apps, fingerprints, smart cards or whatever suits my business;
- Content expiration after a certain amount of time;
- Access to specific people;
- Tools that report to me if someone posts a file with highly sensitive content; and
- Content and pattern detection within Office 365.
Although some might be concerned about the cloud aspect of this platform, they fail to realize that Microsoft does not have access to client data, and it remains completely secure and unmolested. Even sensitive PII or PHI type content can be stored in the cloud quite safely, because it can be controlled easily and protected with multiple security layers.
Final Thought
Bottom line, Microsoft Office 365 shouldn’t be considered a security risk. In fact, there are organizations in highly-regulated industries such as pharmaceuticals, healthcare and finance who readily embrace the cloud. What they do correctly is have a defined line of security that makes use of encryption and other security tools. AnyOffice 365 security gaps that Microsoft doesn’t address on their own can be easily managed with proper planning, knowledge and a firm understanding of how it works.
