Clean up access to legacy files
Why should users retain access to files when they no longer need it?
Files that stay accessible after they are no longer in use create unnecessary security risks.
Remove access step by step, starting with files that haven’t been opened or updated in a long time.
2. Prioritize high-risk files
Certain parts of your organization’s Google Drive are inherently higher risk than others — such as specific shared drives (think of Management or Legal teams drives), or a specific folder (e.g. “Client contracts”).
These often contain highly sensitive data that could cause significant harm if exposed.
Detect and revoke excessive access in high-risk files.
3. Automate file access management
Automating file access management is really the only way to keep your data safe, because it’s impossible to manage manually across a busy organization.
Automation saves time and protects your organization from insider threats – whether accidental or intentional.
For example, set up a policy that automatically removes all “Anyone with the link” sharing from files that have not been opened in 6 months.
4. Fine-tune file access permissions
Blocking all access is counter-productive. Employees will find workarounds, such as downloading files and making copies.
Try changing Editors to Viewers, or changing the settings to prevent files from being downloaded, printed, or copied.
Gain granular control over access permissions for millions of files at once.
