Key points

• Google Workspace comes with a suite of built-in security features, but users share the responsibility of ensuring their data is secure.
• Phishing attacks, device and account connections, encryption concerns, and third-party app integrations are all potential vulnerabilities.
• Data breaches can be costly, lead to legal issues, and damage an organisation’s reputation.
• See how secure your Google Drive account is in seconds with Metomic's FREE Google Drive Scanner. Discover who still has access to your files and who they were created by. Find risky files exposed publicly to anyone on the internet.

Google Workspace, formerly known as G Suite, includes tools you’re probably already familiar with.

Whether you have a Gmail account, use Google Drive or collaborate regularly on Google Docs, these tools have become indispensable for many, for both personal and professional use. They help teams communicate and work together seamlessly, no matter where they are.

But with this convenience comes the need for comprehensive security. Cyber threats are getting more sophisticated, and a data breach can lead to significant financial losses and reputational damage (more on that later).

And securing Google Workspace isn’t just about keeping hackers out; it’s also about managing internal risks, like misconfigured settings or accidental sharing of sensitive data.

Is Google Workspace secure?

First off, Google Workspace comes with some impressive built-in security features. These include advanced spam filtering, phishing detection, and powerful encryption for data in transit and at rest. It also offers two-factor authentication (2FA) to add an extra layer of protection to your accounts.

However, Google operates on a shared responsibility model of security. It provides you with solid security tools and a strong foundation, but it’s up to you, the user, to use these effectively.

This means setting up strong passwords, regularly reviewing account sharing permissions, and staying vigilant against phishing attempts.

It’s also important to consider compliance. Google Workspace offers a few tools to help you meet your regulatory requirements, such as Data Loss Prevention (DLP) and access control mechanisms.

However, ensuring full compliance often requires additional steps and ongoing management on your part.

Common security risks in Google Workspace

Even with Google Workspace’s built-in security features, there are still common risks that you need to be aware of.

Let’s break down these key vulnerabilities.

1. Phishing and social engineering attacks

Phishing and social engineering attacks are a perennial threat. According to the Egress Email Security Risk Report 2024, a staggering 94% of organisations suffered phishing attacks.

These attacks target users directly, tricking them into revealing sensitive information or clicking on malicious links. It’s a persistent threat that needs constant vigilance, and user education.

2. Device and account connections

Next up, device and account connections. With the rise of remote working, more devices are connecting to company networks than ever before.

Around 60% of the endpoints in the average company are mobile devices. If you then take into account that 70 million smartphones are lost or stolen every year, and only about 7% of them are ever recovered, you can see the scope of the potential problem.

Each lost device potentially exposes company data, making it crucial to manage and secure these connections effectively.

3. Risks associated with multiple accounts

The average enterprise uses a whopping 1,295 cloud services Each service and account helps to expand the potential attack surface for hackers and other malicious threat actors, increasing the likelihood of unauthorised access, if access to your corporate network isn’t managed properly.

4. Encryption concerns

Without strong encryption measures in place to protect sensitive data, that data is at greater risk of being intercepted and misused by malicious actors. Despite this, only 42% of organisations use encryption to secure their customer data.

5. Third-party app integrations

Lastly, consider third-party app integrations. These are convenient, and can help streamline a lot of working processes. However, they also run the risk of introducing new vulnerabilities outside of your organisation’s control.

Breaches that have taken place so far in 2024 due to third-party applications include attacks on UnitedHealth Group's Change Healthcare, Bank of America via Infosys McCamish, and American Express. Each integration needs to be carefully managed and monitored to prevent potential security lapses.

What are the potential consequences of security risks?

Understanding the common security risks in Google Workspace is one thing, but appreciating the potential impact of these risks is crucial for motivating your team to implement comprehensive security measures.

Let’s dive into the consequences.

1. Potential consequences of data breaches

Data breaches can have severe financial implications. The global average cost of a data breach in 2023 was $4.45 million. This figure encompasses various costs, including lost business, regulatory penalties, and the expense of addressing the breach itself.

For many organisations, such a financial hit can be devastating, potentially leading to layoffs, budget cuts, or even bankruptcy.

2. Legal and regulatory implications

Beyond the immediate financial impact, data breaches also carry significant legal and regulatory consequences. Compliance with regulations like GDPR, for example, is not optional, and the penalties for non-compliance can be harsh.

You only need to look at this list of the 20 largest GDPR fines so far to see that non-compliance is a serious issue. These fines can reach into the millions, further compounding the financial damage of a data breach.

3. Financial and reputational risks

Finally, let’s not overlook the long-term financial and reputational risks. Trust is a critical asset for any business, and data breaches can severely damage it. According to studies, 66% of consumers would not trust a company following a data breach.

This loss of trust can translate into lost customers, decreased sales, and a tarnished brand reputation that can take years to repair.

Checklist: 8 Best practices and strategies for securing Google Workspace

Google Workspace admins face significant pressure as the first line of defence. Even seemingly minor security threats can quickly escalate into high-stakes security breaches. Fortunately, with the right tools and protocols in place, security threats can be identified early, and risks effectively mitigated.

Want to ensure your Google Workspace is secure? Here's a step-by-step checklist to help you secure your Google Workspace and protect your business.

1. Account access

Your Google Workspace accounts are the gateway to everything, so managing access to them is a top priority. Setting up a unique password only goes so far, there are many other steps you can take to ensure your Google Workspace accounts are secure.

Here’s how to manage account access effectively:

• Enforce strong passwords: Start with setting clear rules for strong passwords. Make sure that users are aware of the risks associated with easy-to-guess passwords and refrain from using the same password for multiple accounts. Encourage passphrases, or a mix of uppercase, lowercase, numbers, and symbols for added security.‍
• Implement Multi-Factor Authentication (MFA): 87% of firms with over 10,000 employees already use MFA to protect their accounts, and for good reason. MFA adds an extra layer of security by requiring their users to verify their identity through something they have (like a phone or an authenticator app) in addition to their password. It’s an essential step to protecting your accounts from being compromised.‍
• Monitor login activity: Regularly checking login activity can help spot anything unusual before it becomes a problem. If someone’s logging in outside their usual working hours or from unusual locations, it could be a sign that the account is being targeted by threat actors. Ensure you’re partnering with the right security solutions like Metomic to real-time alerts for any suspicious activity, so you can act quickly.

2. Identities

Your users' identities are at the core of your Google Workspace security. Centralised identity management can make it much easier to maintain control, monitor for suspicious activity, and reduce the risk of unauthorised access.

Here’s how to make sure your employees’ identities are secure:

• Centralised identity management: Managing user identities from a single point can help you streamline your security efforts. Instead of juggling multiple accounts or systems, centralisation makes it easier to enforce policies and track user activity across the board.
• Leverage Single Sign-On: In 2024, 55% of businesses were using some form of Single Sign-On(SSO). SSO simplifies authentication by allowing users to access multiple applications with just one set of credentials. Not only does this improve security by reducing the number of passwords one person has to manage (according to Nordpass, an average of 168 per person), but it also enhances the user experience, as employees don’t have to remember a different password for every service.
• Monitor for identity misuse: It’s essential to stay alert for any suspicious behaviour involving your users' identities. Google Workspace admins should look out for strange logins or patterns, such as a user accessing accounts they don’t typically use. Setting up alerts for unusual login attempts or unauthorised changes can help you catch these issues early.

Want to see how Metomic can address your security needs? Request a personalised demo today!

3. User behaviour

The actions of your users can either strengthen or compromise your security. Identifying risky behaviours early and encourage your employees’ cyber hygiene can help you prevent many security breaches.

Here’s how to manage user behaviour effectively:

• Spot risky behaviours: Users unknowingly pose a risk when they share sensitive information externally or mishandle company data. It’s important to keep track of actions like confidential emails being sent to non-approved recipients or documents being shared with outside parties. These seemingly innocent actions can have serious consequences if sensitive data is over-exposed.
• Phishing awareness and safe email practices: Phishing remains one of the most common attack methods, and it can happen in the blink of an eye. In fact, the median time for users to fall for phishing emails is less than 60 seconds. That’s why it’s essential to equip your users with the tools they need to spot suspicious emails. Regular training on identifying phishing attempts, avoiding clicking on unverified links, and checking the sender's address can go a long way in reducing risk.
• Monitor and set alerts with Google Workspace tools: Google Workspace provides a variety of tools to help monitor user behaviour. Use features like email filtering and activity alerts to detect and respond to unusual actions. These tools can help you track risky behaviour in real-time, allowing you to step in before things escalate. You can further bolster these security measures using Metomic’s Human Firewall functions which will notify employees in real time via Slack whenever they engage in risky sharing activity.

4. Access control and permissions

How your team shares information can have a big impact on your security posture. By setting clear guidelines and encouraging good habits, you can significantly reduce the risk of your business being impacted by a data breach.

Here’s how you can effectively manage access control and permissions within your organisation:

• Identify and prevent risky sharing: Monitor how members of your organisation are sharing information. Be cautious of situations where employees share files too broadly, such as making sensitive documents publicly accessible when only a specific team needs access. Also, monitor instances where employees frequently share sensitive information with external parties.
• Implement best practices for managing file-sharing settings: Encourage your team to share files only with people who absolutely need them. For example, instead of sharing a document with the entire department, share it only with the specific team or individuals who need it. Metomic regularly reviews the sharing settings of files and removes any unnecessary permissions quickly and easily, without the need to do this manually.
• Restrict external access to sensitive documents: Encourage your team to avoid sharing sensitive information with people outside the organisation, wherever possible. When external sharing is unavoidable, guide them on using secure methods such as password-protected links with expiration dates, and restrict access to specific individuals.

5. DLP capabilities

With a staggering 95% of all data breaches caused by human error, Data Loss Prevention (DLP) is crucial for keeping sensitive information secure.

Leveraging Google Workspace's built-in DLP features is an essential first step to creating a secure digital environment.

Here’s how you can make the best use of their native tools:

• Utilise built-in content detectors: Google Workspace can automatically identify sensitive information like credit card numbers, Social Security numbers, and other Personally Identifiable Information (PII).
• Create custom rules: Define specific rules to identify and block the sharing of sensitive data that is unique to your organisation.
• Control sharing options: DLP rules can restrict how sensitive data is shared, such as preventing sharing with external parties or limiting sharing to specific individuals or groups.

By implementing these features, you can significantly enhance your organisation's data security posture and mitigate the risk of human error leading to data breaches.

6. Configurations

Misconfigurations in Google Workspace are an increasing concern for large-scale organizations with complex cloud infrastructures. A staggering 82% of enterprise-level organizations have reported security incidents caused solely by cloud misconfigurations. This makes it more critical than ever to ensure proper configurations and safeguard your organization’s security.

Here are some straightforward steps to help tighten up your configurations:

• Align configurations with security policies: Your Google Workspace settings should reflect your organisation’s security policies. This includes file-sharing options, user permissions, and admin access. Reviewing these settings to align with your policies can go a long way towards reducing risks.
• Conduct regular audits: It’s easy for misconfigurations to slip through the cracks. By auditing your settings regularly, you can spot issues—like overly generous access permissions or unsafe sharing options—before they cause problems. It’s recommended that security audits should be conducted twice a year.
• Secure calendar sharing and Google Groups: Calendar sharing is useful, but it’s worth limiting what external parties can see. Keep the details they can access to a minimum. The same goes for Google Groups: restrict access to sensitive discussions or documents to those who genuinely need it.

7. Third-party apps

Third-party apps can be a double-edged sword. While they can improve productivity, they also introduce risks. In fact, 61% of companies reported a third-party data breach or security incident in the last 12 months.

And every third-party app your organisation uses is a potential threat surface for insider threats or data leaks. With Google Workspace Marketplace offering more than 5000 third-party apps, that’s a wake-up call for anyone managing Google Workspace.

Here’s how you can minimise the risks:

• Understand the risks of unauthorised apps: Every app connected to Google Workspace has potential access to your organisation’s data. Using apps that haven’t been authorised or vetted by your organisations’ security team can create entry points for cyber threats or even misuse sensitive information.
• Whitelist trusted apps: Set up an approved list of apps that meet your organisation’s security standards. This reduces the chance of risky applications being connected to your Workspace. While it might feel restrictive, it’s a critical step for maintaining control.
• Use OAuth whitelisting for granular permissions: OAuth whitelisting allows you to set detailed app permissions, so third-party tools only access what they truly need. This prevents unnecessary exposure of sensitive data and gives you more control over app integrations.

8. Security threat remediation

When it comes to keeping your data safe, responding quickly to security threats is essential. Google Workspace offers several tools to help detect and address threats, and setting up automated alerts can ensure you’re able to act fast when something suspicious is flagged.

• Use Google Workspace’s built-in tools: Tools like phishing detection, malware protection, and DLP allow you to spot potential threats early. Google Workspace uses machine learning to identify unusual behaviours and phishing attempts, so you can stay one step ahead.
• Set up automated alerts and responses: Speed is critical in threat response. By setting up automated alerts, you’ll be notified of suspicious activities, helping you react promptly. For example, if a phishing email is detected, an automated system could block the sender and notify your IT team immediately. Organisations using security AI and automation contained breaches nearly 100 days faster than those without these technologies, showing how much quicker and more efficient automated responses can be.
• Respond quickly with clear actions: When a threat is flagged, it’s vital to act without delay. For instance, if a phishing email is identified, you can instantly block the sender and alert your employees. Predefined workflows within Google Workspace ensure everyone knows how to act when a threat is detected, reducing confusion and improving response times.

Enhancing Google Workspace security with third-party tools

While Google Workspace offers a solid foundation of built-in security features, enhancing these with third-party tools can provide an additional layer of protection.

Third-party security solutions, like Metomic for Google Drive, offer advanced features that can complement and enhance the security of your Google Workspace environment.

These tools are designed to address specific security challenges that Google’s native tools don’t support, and may provide you with more granular control over your data.

Benefits of using third-party security platforms

Integrating third-party security platforms with Google Workspace can offer several benefits:

• Advanced threat detection and response: Many third-party tools provide superior threat detection capabilities, using AI and machine learning to identify and respond to threats in real-time.
• Enhanced data protection: Solutions often include features like advanced encryption, DLP, and comprehensive data auditing to ensure that sensitive information is securely managed.
• Improved compliance: Third-party tools can help ensure compliance with industry regulations by providing detailed reporting and audit capabilities, ensuring that your organisation meets legal and regulatory requirements.
• Customised security policies: These platforms allow for the creation of tailored security policies that meet the specific needs of your organisation, offering more flexibility than built-in options provided by Google’s native tools.

How Metomic can help

Metomic’s data security platform is designed to take your Google Workspace security to the next level.

Here’s how Metomic can assist in safeguarding your organisation’s critical data:

• Protecting critical data: Metomic specialises in identifying and protecting your most sensitive information. By scanning your Google Workspace, Metomic can pinpoint files that contain critical data and apply stringent security measures to keep them safe.
• Disabling risky file sharing: One of the most significant risks in any cloud environment is the potential for sensitive files to be shared inappropriately. Metomic helps you manage and control file sharing settings, ensuring that only authorised personnel can access critical documents.
• Providing tailored notifications and issue resolution: Metomic’s platform sends custom notifications to users, alerting them to potential security issues without overwhelming them with unnecessary information. Additionally, Metomic integrates with tools like Slack to facilitate quick and efficient issue resolution, minimising disruption to your workflow.
• Conducting risk audits: Regular monitoring and auditing of data usage is essential for maintaining a secure environment. Metomic provides tools to thoroughly audit your Google Workspace, identifying vulnerabilities and offering recommendations for addressing them.

By integrating Metomic into your Google Workspace environment, you can achieve a higher level of data security, ensuring that your organisation’s sensitive information is well-protected against cyber threats.

Check if your Google Drive is leaking sensitive data

It’s scary how easy it is to upload sensitive data to Google Drive and share these files and folders with other people - not just within your company, but potentially beyond that too.

With our FREE Google Drive Scanner, you can:

• See how secure your Google Drive account is in seconds.
• Discover who still has access to your files, and who they were created by.
• Find risky files exposed publicly to anyone on the internet