When it comes to hard security breaches, Office 365 has so far been very successful.

Still, if a hacker obtains an account password, he or she can effectively corrupt or delete all the data in that account. Depending on what they can access, the damage to your business could be minor – or devastatingly huge. Remember, Office 365 is a cloud-based service designed to help meet your organization’s needs for robust security, reliability, and user productivity, and free up valuable resources. Office 365 integrates the familiar Microsoft Office desktop suite with cloud-based versions of Microsoft next-generation communications and collaboration services — harnessing the Internet to help users be more productive from virtually anywhere. When you move your organization to cloud services, you must be able to trust your service provider with your most important, sensitive, and confidential data.

That’s why it is so important to take a proactive approach to data security.

One of the best practices for preventing disruptive security breaches is to train all Office 365 users on security protocols and office expectations for data security. You’d be surprised at how many users – even very technically sophisticated ones – don’t know basic rules.

Microsoft Office 365 is designed to help meet your organization’s needs for content security and data usage compliance with legal, regulatory, and technical standards. Setting up policies and enabling services that optimize these conditions is an important part of administering Office 365. Microsoft advices businesses to establish a secure and compliant Office 365 work environment that meets organizational requirements for data security and compliance. You can use the Office 365 Security & Compliance Center to manage compliance across Office 365, Exchange Online, and SharePoint Online. You can manage archive mailboxes, eDiscovery cases, auditing reports, and retention and deletion polices in Exchange Online and SharePoint Online. You can also assign permissions to compliance managers in your organization so they can access some or all of the compliance features in the Security & Compliance Center.

Beyond bringing your staff up to speed on good Internet safety habits, implementing Office 365 security best practices is a pretty good idea. Office 365 administrators should have backup email accounts and phone numbers in case their primary account gets locked out or compromised.

All Office 365 users should be required to use strong passwords. Two-factor authentication, which requires users to input both a password and a time-sensitive code to log into Office 365, renders even stolen passwords useless – even by a rogue employee.

What is a rogue employee?

Typically, rogue employees damage Office 365 environments in cases where administrators can’t or don’t know to lock the departing employee out of Office 365 before the worker is notified of her termination. When the departing employee returns to clean out his desk, he can also clean out his Exchange inbox (full of vital client emails), personal folders (home to several shared, irreplaceable sales spreadsheets), contacts (filled with vital supplier email addresses) and calendar (where delivery schedules are maintained). It may not require a firing; employees can “burn” a domain before leaving for another job, or simply because they feel slighted by your organization. Regardless, imagine all the damage random user error can inflict, but magnified by an angry employee who knows exactly what data your company can least afford to lose. Much like a security breach, a rogue employee can delete all the data in a single Office 365 account. Damages might range from a minor inconvenience (contact information is lost) to a major impact (customer account details could be deleted or compromised), which is why organizations need to be vigilant.

Don’t freak out!

Office 365 is still one of the safest places on earth for your business data. Microsoft has spent serious dollars and time to ensure their data centers and platforms meet all of the stringent data standards of some of the most data security-conscious countries in the world. That’s good for you! Still, if your ability to secure your data on-premises is a concern, you should make sure you’ve got data security covered – seek data security experts to light your way.

CompuData’s IT support plans give you that peace of mind of knowing that, no matter what you IT challenges maybe, you have an award-winning IT team behind you. Get access to remote Help Desk support, infrastructure management, firewall and virus protection, WAN/LAN health monitoring, a fully secure virtual environment, disaster recovery, scheduled on-site support and more – all focused on keeping your data safe, secure and accessible 24/7.

Contact CompuData today.