Data security is essential for any company and probably much more for a consultancy firm or legal practice, for example. With the emergence of cloud computing as a new approach to technology, security has become one of the main concerns for IT managers at companies. It is therefore impossible not to wonder about security when adopting Google Apps.
You may be able to find answers to some of these doubts in this post. If your questions are more complicated, do not hesitate to contact Intelligence Partner (the premier Google Apps partner in Spain) or consult additional content on Google Apps security.
Summarising a great deal, we can say that Google implements security features designed to protect data so they cannot be used inappropriately or become exposed to any other user besides their administrator. Evidence of the importance given by Google to security is its leadership in this sector and the fact that its data centres have successfully passed a Type II ISAE 3402 audit. They have also been certified according to the US Federal Information Security Management Act (FISMA) and ISO 27001.
How does Google Apps protect your data?
- The servers. Google guarantees the physical and digital security of your information. When data are stored in Google Apps, they are replicated at various data centres in files with random names so that no one single server contains all the data. Similarly, Google’s network of data centres is distributed across various geographical regions in order to further guarantee security.
- How is the infrastructure protected? Google routes traffic through its own customised front end servers and file system that detect and block malicious intruders. Furthermore, it employs smart controls to identify any threat.
- Who has access? The account administrator and anyone designated by them. As far as Google is concerned, access to the data centres is restricted to a select group of Google professionals – with some of these employees being leading experts in the protection of networks, data, applications and systems.
- Protection against threats. Google is continuously analysing and monitoring the situation 24 hours a day – both automatically and manually – in order to detect and counteract any intrusion threats. Neither your competition nor other Google Apps customers can access your data. As far as email is concerned, Google protects this with its anti-spam filter that, among other things, deletes spam automatically every 30 days.
- Updates. Google customises its servers, hardware and software – without piracy-susceptible security patches – in order to update everything instantly and without risk.
To whom do the data uploaded to Google Apps belong?
The data uploaded by users to Google Apps belong to the uploading company and not to either Google or any other organisation. Please remember that, in the event that you choose to stop working with Google Apps services, you should be able to take your data with you and keep them for as long as you wish. Naturally, it will also be impossible for them to appear as results from any kind of public search unless you want them to and, as stated above, neither other users nor your competition will have access to them.
Users provide and designate access to the documents via various sharing options: public documents, via a specific link, shared only with certain users, etc.
Google Apps for Work enables you to implement existing IT policies, integrating with the current security measures and requirements of your company.
Security advice for your Google Apps account
- Activate two-step verification: this makes it possible to add an additional level of protection on accounts.
- Update the operating system and browser.
- About the password: Do not include it in any emails, do not use the same one for another website and do not enter it after clicking on an unreliable link in an email.
- Update the options for account recovery.
- Protect computers against cyber-attacks.
- Use HTTPS encryption.
The storage of data on unprotected local devices, the risk of loss from portable memory devices and computers, data deterioration or theft is a thing of the past with Google Apps. Securely access data from anywhere. At Intelligence Partner, we can help you adopt Google Apps.
More information: Google Apps Webinar; Security and Privacy in Google Drive for Work, Google Apps with Intelligence Partner