Arguably one of the most important components of a CRM system is its security. Without the proper security measures, virtually anyone can access sensitive company or customer data and exploit it.
While these are helpful in preventing cybercriminals from accessing the wealth of data stored in a CRM system, they may not be enough to prevent internal data leaks from occurring. Whether these leaks happen accidentally or maliciously, tighter, more robust security solutions are needed to keep corporate data safely within a company’s network.
The security features today’s businesses need to safeguard this data are contained in Microsoft 365. Sensitivity and retention labels, Windows Information Protection, Office 365 Data Loss Prevention (DLP), and Conditional Access App Enforced Restrictions are just a few of the security tools that prevent sensitive data from being leaked internally.
Below, we’ll review six of the most beneficial security tools that provide total protection of CRM data and prevent internal data leaks.
Multi-Factor Authentication
Multi-factor authentication (MFA), also known as two-factor authentication, provides a layered approach to security and requires users to prove their identity in multiple categories. These typically include:
User information, such as a username, password, authentication code, or PIN.
An object the user has physical control over (i.e. a swipe card, token, or email account).
Biometrics which requires physical proof that the user is who they say they are; this usually includes a fingerprint, facial recognition, voice verification, etc.
For CRM systems, Microsoft 365’s MFA is typically used in mobile and email authentication. Should an unauthorized user gain access to a user’s login information, MFA prevents them from accessing sensitive or confidential CRM information.
Additionally, MFA helps companies to meet security compliance protocols, and boosts off-premise security.
Mobile Device Management (MDM)
As mobile usage continues to rise, the need for tighter CRM security does as well. It’s crucial that the devices accessing a system, including smartphones, laptops, iPads, and tablets, are all authorized and compliant.
Microsoft’s MDM policies enable IT administrators to view and manage employee mobile devices from a single location. This ensures data stored within a company’s CRM is kept secure, and only authorized users are accessing corporate information.
Microsoft 365 also features Intune integration for added security. With Intune, Administrators can:
Create rules and manage settings on both personal and company-owned devices to access company data and networks.
Manage, deploy, and authenticate both on-prem and mobile apps on devices.
Protect company information by controlling the way employees use and share information.
Ensure all mobile devices are compliant with company security requirements.
Information Rights Management (IRM)
Available in Microsoft’s Enterprise Office 365 plan, IRM allows IT administrators to prevent users from printing, copying, or sending private company data. Administrators can even restrict access to certain documents after a certain period of time.
When combined with other Microsoft security features built-in to OneDrive for Business or SharePoint online, executives can comprehensively lock down sensitive data or information.
The feature is especially useful in preventing internal email leakage. Should an employee attempt to send out information they shouldn’t, IT administrators are alerted and the email is stopped.
Rights Management Service
Rights Management Service (RMS) is essentially a cloud-based protection service. The solution relies on encryption/decryption, authorization, and identity to assign an access policy to specific content. Only users who meet the policy are able to access content, ensuring corporate data remains safe.
Data Leakage Prevention
To prevent accidental or unintentional sharing of sensitive company information, Data Leakage Prevention (DLP) carefully examines all email messages and files for confidential information. Should sensitive information such as credit card numbers or customer financial information be detected, the solution can:
Log the event
Display a warning to the user
Prevent the email from being sent
Block the file sharing from occurring
Secured Data Backups and Email Preservation
Internal data leaks aren’t entirely preventable. To ensure users and executives can still access and utilize company information despite a data leak, Microsoft 365 regularly backs up all company data to a secure location. Additionally, the solution preserves emails in a secure, long-term archive. Should an email be lost, removed, or stolen, users can still access the important content via the archive.
Ready to Get Started?
To avoid the potentially devastating consequences that can come from internal data leaks, its crucial all organizations be armed with a robust security solution. The tools featured within Microsoft 365 ensure all private, sensitive, or confidential information is completely locked down.
Sign up for a Microsoft 365 Healthcheck to learn how your business can benefit from the tight security features within Microsoft 365: https://www.journeyteam.com/services/microsoft-365-tenant-review-and-health-check