Let's explore the built-in security features of Google Drive, and how Orangedox can provide an added layer of control and visibility crucial for anyone dealing with confidential information.
Understanding Google Drives Security - The Shared Responsibility Model
Using Google Drive to store and share confidential data falls under what’s called a Shared Responsibility Model. This means that while Google provides the basic security infrastructure to ensure hackers can access your account, including encryption, two-factor authentication, and continuous security patches. As the user, you’re responsible for managing access you give to others, including file and folder access to people inside and outside your organization.
In other words, Google does its part, but protecting the integrity of your information is also your responsibility. This is why founders and M&A professionals must adopt best practices for securing sensitive data they share using Google Drive.
Security Risks when Sharing using Google Drive
Whether you are fundraising, running an M&A deal, or simply managing your confidential information, sharing files securely is a top priority. Google Drive offers great access controls when sharing confidential files internally within an organization, but what it lacks are the security features when sharing these confidential files outside the organization.
Unauthorized Access
It’s important to note that sharing files externally using a Google Drive share link is not a secure way of sharing. These links can be easily forwarded and given to others without your permission, plus given there’s no built in document tracking using Google Drive you’ll also have no idea if they have been shared.
Lack of Insights
Although you can share a document externally using Google Drive, there is a lack of insight and detailed analytics on who viewed what, when, and where. This leaves you in the dark when it comes to who’s viewing your confidential documents or even knowing if there has been a potential data breach.
Forgotten Access Permissions
Google Drive allows you to share documents directly with recipients, however it’s very easy to forget which documents you’ve given permission to. This is especially true when you’re sharing individual documents buried within hundreds of sub folders. Forgetting to clean up these permissions poses a huge security risk, especially when documents are updated or confidential files are added to a previously shared folder.
Downloading & Unauthorized Redistribution
By default, Google Drive allows you to download shared files. This means that your documents can be saved or copied and then later redistributed without you ever knowing. Allowing for files to be downloaded opens up your confidential information to potential leaks.
How do you mitigate these security risks?
For those looking to maintain tighter control, such as founders sharing confidential data or M&A professionals handling confidential documents, it’s wise to use a third-party document security tool like Orangedox. These tools provide enhanced document security measures, including access tracking and secure document sharing technology to ensure that your shared documents remain private and secure.
Prevent Unauthorized Access
Orangedox employs secure document-sharing technology that helps prevent your confidential documents from being forwarded or accessed by anyone other than the intended recipient. Instead of simply sharing a link to the document, Orangedox will verify the recipient's device before allowing access, even for non-Google accounts. Allowing you to share documents without having to worry that they can be forwarded to others.
Detailed Analytics and Insights
Using Orangedox you’ll be able to gain insights into exactly which recipient viewed your shared files. You’ll also be able to see which files were viewed (or downloaded) by each of those recipients right down to the pages they’ve viewed and for how long. This gives you the insights you need to fully understand who’s most interested in your shared material.
Forgotten Access Permissions
Unlike Google Drive, Orangedox provides a hub where you can see all your externally shared documents and data rooms, allowing you to easily clean up access. Giving you peace of mind that you haven’t accidentally left some of your confidential documents, or worse confidential folders, shared forever.
Disabling Downloading & Online Previewing
Orangedox can prevent your shared files, like PDF’s, Word Docs, Powerpoint, Google Docs, Slides, Sheets etc.. from being downloaded. Recipients will be able to preview your confidential documents and files online without being able to download and share them without your explicit permission.
Conclusion
For those looking to maintain tighter control of their confidential data, it’s wise to use a third-party document security tool like Orangedox. These tools provide enhanced security measures, including access tracking and secure file-sharing technology that ensures that your confidential documents remain confidential.
FAQs on Google Drive and Document Security
What should I do if I suspect my Google Drive has been compromised?
If you suspect you might be compromised, immediately change your Google password and enable two-factor authentication. Then, check Google Drive under “Recent Activity” for any suspicious activity on your account, and log out of all devices just in case.
Can Google Drive be hacked?
There is always a possibility of that happening, but it is highly unlikely. What would need to happen is for hackers to conduct a very sophisticated phishing or ransomware attack targeted directly at Google employees or infra.
Although Google Drive hasn’t been hacked to date, a recent vulnerability allowed for potential phishing risks where users could be tricked into downloading malware.
For founders or M&A professionals handling sensitive information, using tools like Orangedox to track and control access to documents provides an additional security layer, helping you monitor any unauthorized document views.
Can I password-protect individual files on Google Drive?
The short answer is no, you are not able to individually password-protect files or folders in Google Drive.
For confidential documents consider using a secure document-sharing provider, like Orangedox, which will offer more granular control over access permissions and prevent unauthorized document sharing.
Is Google Drive suitable for business-critical documents?
Yes, Google Drive for Business (Google Workspace) meets industry standards for security, including data encryption and compliance with GDPR. However, if you’re handling sensitive documents, using Orangedox for enhanced control and tracking can further secure your data and meet compliance needs.
How can I make my Google Drive account more secure?
By enabling Two-factor authentication, doing an occasional review of your logged sessions, changing your password every 90 days, using unique passwords, avoiding accessing sensitive files on public Wi-Fi networks, and integrating with Orangedox to monitor and control document access comprehensively.
Start your 14-day free trial of Orangedox Virtual Data Rooms and see what Orangedox can do for your business.
Orangedox provides one-click create virtual data rooms that are directly synced with your Google Drive folders.
