Think Before You Share the Link: SaaS in the Real World


you will come across the theme of collaboration as a fundamental aspect of their applications. Whether it's Google Workspace, Microsoft 365, Box or Workday, most SaaS websites highlight this concept multiple times on their homepage. Therefore, collaboration is considered to be an essential component of SaaS applications. The app's primary selling feature will include the aspect of working together as a team.

Sitting on the cloud enables the sharing of content within applications without delay, making collaborative work easier than ever before.

potentially damaging information. Thus, while shareability can increase the accessibility of information, it can also pose a risk in terms of confidentiality and privacy. Publicly accessible websites may contain sensitive links that, if leaked, could result in severe consequences such as competitors gaining access to trade secrets or whistleblowers sharing harmful information. Therefore, while easy sharing of information is beneficial in some ways, it also carries a significant level of risk to privacy and security. Sharing confidential information with the media or government officials can pose a significant threat, even in software-as-a-service (SaaS) collaborations. While collaboration is crucial, sharing links can lead to breaches that may be prevented through proper protocols.

Sharing Files and Documents

There are basically two methods to distribute files and documents from a SaaS application, but M365, Salesforce, Google Workspace and Box use slightly different words to describe them. The individual who owns the file can grant access to select users or make it accessible through a shared link for anyone.

involved in the information exchange, the process of sharing files can become complicated and take up valuable time. The individual who owns the file must add each user as requested, which can be a time-consuming task. Additionally, when working with external vendors or partners, it can be necessary to communicate with a specific contact to determine all relevant users involved in the transfer of information. When dealing with the file, every user's email address must be added separately. In case anyone is left out, the owner of the file must return to the sharing settings and include them.

company account, which would then require the owner to individually grant access. By using a link, anyone with the link can access the file and there is no need for individual access requests or granting permissions. This makes sharing files much easier and more efficient. An email account monitored by a company may be accessed by external vendors who either have a private domain or mistakenly log in to their personal account and request access to it.

Although it may be alluring to distribute the link openly, doing so raises the likelihood of the document being leaked. Once the link is shared, there is no way to monitor what occurs with the file and users can obtain it from any account. The possibility of the file being leaked grows substantially.

The use of Google Drive and Microsoft Sharepoint has become popular among NYC schoolchildren.

shared link that contained confidential information of thousands of students and staff members in the New York City public school system. This incident served as a harsh lesson for the school officials regarding the potential hazards associated with sharing links. I'm sorry, there is no paragraph provided for me to paraphrase. Could you please provide me with the original paragraph?

A recent incident involving a Microsoft Sharepoint breach occurred wherein a student came across a preliminary document outlining plans for the reopening of schools amidst COVID-19 while doing their homework. The document contained information such as testing and quarantine policies, among others, pertaining to the school system. The data that was not meant to be made public became available because the document-sharing settings were not secure.

Google Forms in the Armed Forces

Not only school authorities, but also the armed forces should exercise caution when sharing links. This year, a unit in the military requested their soldiers to complete a Google form regarding their vaccine status for COVID-19. Each soldier provided their name and identification number, and responded to inquiries pertaining to the virus.

The person who created the Google Form allowed people to see the results, meaning that anyone who had the link could view the names and ID numbers of the soldiers. The information was organized chronologically, making it simple to group soldiers by their unit. This data could be accessed by anyone with an internet browser. I'm sorry, could you please provide the paragraph that needs to be paraphrased?

The military unit took down the document after being notified, although it is uncertain how much information was disclosed.

Box Files Exposed to World

In 2019, TechCrunch reported that security experts discovered many companies that were unintentionally releasing sensitive information from their businesses and customers. These confidential data files were stored on the cloud-based data management service provider, Box. Through a scanning script, researchers were able to locate over 90 different entities, including Box itself, exposing their data sets to anyone who had access. I'm sorry, there is no paragraph provided to be paraphrased. Please provide the paragraph that needs to be paraphrased.

Amadeus, Apple, Edelman, and Herbalife are some of the companies that allowed customer names and contact details, project proposals, donor names, patient information, and other sensitive data to be revealed. This could have been avoided if these companies had utilized the available access controls on their platforms.

Best Practices to Prevent Data Leakage and Data Loss

The information stored in SaaS applications exists in the cloud; however, it is not necessary to reveal it to anyone via a hyperlink. Organizations that prioritize security should adhere to these directives to guarantee the safety of their data.

Sharing files with particular individuals - the act of requiring users to log in prior to accessing the information greatly decreases the chance of data ending up in unintended recipients' possession.

To avoid potential harm to a company, it is suggested to include an expiration date when sharing documents or files that may be forgotten about over time. This way, the company can remain aware and prevent any security vulnerabilities.

To enhance the security of your data, you can require password protection for all external-facing files. This will provide an extra layer of protection by ensuring that only authorized individuals with the correct password are able to access the files.

Make a list of all the assets belonging to the company in one location. This should include all files and their sharing settings. This will allow security teams to have access to a comprehensive overview that will help them assess potential risks and vulnerabilities.

to protect data. It is important to acknowledge that any unprotected link can potentially put data at risk. The person who shares the link cannot be certain about the security of the receiver's device or their behavior regarding sharing the link with others or granting access to their email account. Therefore, securing links becomes crucial in safeguarding data. There are various ways to reduce the chance of harm or danger.

One way to safeguard against excessive sharing of links is to utilize an SSPM solution that function automatically. An example of an SSPM is Adaptive Shield, which assists companies in preventing data loss by detecting any publicly shared resources that may be vulnerable. Additionally, it can pinpoint specific areas where improvements are necessary. Resources that have no limited sharing period or have the capacity to enable guests to share the item are being referred to. After the security team becomes cognizant of the vulnerable area, they can take corrective measures and fortify the connection as required.

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