Google is a cloud-based platform that from day one has maintained security is its top priority. Chances are that your team already leverages various Google services for communication and collaboration purposes, such as Google Drive, Gmail, and other products.
The company innovates to constantly improve the security of its products, such as Google Workspace (formerly known as G Suite). Google Workspace helps you streamline your business’s operations in many ways. It’s a feature-rich platform that lets you control the organization’s data and enables you to optimize and secure it. Google Workspace also reduces the information silos and allows you to leverage AI to make your teams more efficient, productive, and informed better than ever before.
But is it safe to use?
The short answer: yes!
Google Workspace security: most important features
While every business is unique, security requirements remain pretty much the same for everyone. Google Workspace enables you to access documents from any device, anywhere and work on the same files with teammates simultaneously. This, in turn, helps increase efficiency and saves time and money spent on redundant costs. However, this ease of access is also one reason that safety and security are major concerns for businesses obligated to protect their and their customers’ data.
So how does Google Workspace accomplish this? Let’s delve into some of the key security features that make Google Workspace a secure productivity suite.
When it comes to security, Google Workspace protects your data in the safest possible way. It passes audits and complies with the highest security standards in the sector. Its security features allow you to create flexible and scalable workspaces, irrespective of the browser or device you use.
At the same time, Google Workspace security features help you accomplish your goals while protecting critical data. Plus, the robust security features of Google Workspace facilitate safe communication and provide admins to have increased control and visibility for their organizations. Insights from data protection reports can also help admins identify sensitive material, letting them make better decisions as to how to best protect the organization’s data.
Increased visibility for admins concerning data security enable them to make informed decisions around protection. Businesses using Google Workspace can therefore rest assured their information is secure—an increasingly crucial requirement as data breaches and other cybersecurity threats become more prevalent.
Google has an authorized ISO/IEC 27701 certification for its Google Cloud Platform as a data processor. Today, Google Workspace security serves as the first key productivity suite to get this certification.
The accreditation standard ISO/IEC 27701 is designed to support businesses that need to align with international privacy laws and frameworks. It gives guidance on the implementation, maintenance and continuous improvement of the Privacy Information Management System (PIMS). Additionally, it can be used by both data processors and controllers; a crucial consideration for companies that need to be GDPR compliant. These certifications offer top-notch privacy and security for users.
Google Workspace also provides customers with the advantages of universal privacy controls, streamlined audit processes and more clarity around roles and responsibilities associated with user privacy.
Google’s security principles
Google Workspace provides users with defined security principles, which are imperative as technology advances and privacy requirements evolve. These principles help you to keep your data private, secure and as safe as possible.
- “Respect our users. Respect their privacy.” These ideas are intertwined. Collectively, they represent a core belief that you can trust Google with your information and it will protect your data at all costs. This signifies that Google is aware of what data you use, how you use it and takes necessary measures to secure it.
- “Be clear about what data we collect and why.” Google helps users make informed decisions about leveraging its products by making it easy for them to understand the entire data collection process. They have a transparent solution that makes this data readily available, credible, and actionable.
- “Never sell our users’ personal information to anyone.” Google uses your data to make products like Maps and Search as helpful as possible. It also leverages your data to give out more relevant ads. While these advertisements help them fund their services, it’s vital to note that any personal information is never up for any sale.
- “Make it easy for people to control their privacy.” When it comes to privacy measures, one size does not fit all. This is why every Google account has built on/off controls for data so that you can adjust relevant privacy settings accordingly. As technology progresses, Google also advances its privacy controls to ensure individuals’ safety is maintained.
- “Empower people to review, move or delete their data.” Google lets you access personal information you’ve shared for any reason and at all times. This ultimately makes it easier for you to review, export and transfer data to a new service, or even delete it completely if necessary.
- “Build the strongest security technologies into our products.” Google respects users’ privacy by protecting all the information they share. To keep their products and services secure, they deploy one of the most advanced security infrastructures out there. Google constantly strengthens its built-in security mechanisms to identify and protect data from the evolving cyber threats before they reach you.
- “Lead by example to advance online security for all.” Google goes to great lengths when it comes to user security. They were first to develop many well-established security standards we all adhere to today, and extends security learnings, tools and experiences to organizations, competitors and partners worldwide. Internet-wide protection requires industry-wide cooperation!
Cloud Identity features
Cloud Identity is a centralized IDaaS, or Identity as a Service and endpoint management (EMM) platform. It helps security and IT teams boost end-user productivity, protect business data and transition to a virtual workspace.
Google provides endpoint administration and identity services as a stand-alone product in Google Workspace. As an administrator, you can leverage Cloud Identity to oversee your users, applications and devices from a centralized location: the Google Admin console.
You can protect your organization with Google’s threat intelligence indicators and BeyondCorp security model. Control the accessibility of SaaS applications, enforce solid multi-factor authentication (MFA) to defend user accounts, administer endpoints and probe threats with Security Center.
Google is committed to offering security services and products that meet your reporting and compliance needs. Google Cloud has leading-edge security with certifications and third-party audits, documentation and legal obligations to support those needs.
Google’s products and services go through individual validation of their privacy, security and compliance controls, attaining attestations, certifications of compliance, or audit reports measured against set standards across the globe. Google also constantly makes an effort to improve and expand its compliance coverage. It evaluates existing guidance from regulatory bodies and leading standards, and adjusts privacy and security programs in alignment with the changing compliance landscape.
With Google Workspace security compliance, you can leverage compliance resources to make better and informed decisions for your business. When you consider Google’s products and services, their compliance offerings can help you determine whether the product collection meets your specific compliance and security needs.
Resources and best security practices
Google provides many best practices to help businesses and users protect their privacy and security. Below are a few meant for admins.
Security checklist for small businesses (1-100 users)
These security measures can help you protect your organization’s sensitive information:
- Using unique passwords
- Require key users and admins to verify their identity
- Admins should include recovery data to their account
- Get backup codes beforehand
- Create an extra super admin account
- Keep information readily available for password reset of the admin account
- Super admins should sign off from their account when not needed
- Enable automatic updates for Internet browsers and apps
Security checklist for medium and large businesses (100+ users)
You can protect your business with Google’s recommended security checklist, including some administrators’ best practices to ensure data security:
- Require 2-factor verification for admin accounts
- Use security keys for verification
- Don’t use the super admin account for routine tasks
- Admins shouldn’t remain signed in
- Create multiple accounts of super admin
- Set up user admin role accounts
- Delegate daily tasks to individual user accounts
- Set up email alerts
- Evaluate the Admin audit log
- Add recovery options to accounts
- Save backup codes beforehand
- Keep an additional security key
The above best practices are specifically for the admins. You can find various other guidelines for the use of Google Workspace here.
Google Workspace security keeps your business safe
User data privacy and security are paramount for businesses. These are also popular matters of interest for those considering implementing Google Workspace for their organizations.
With millions of companies worldwide preferring Google Workspace, it’s clear that Google has placed great emphasis on security and privacy for its cloud-based solution. Just the same, it can be overwhelming to get a handle on it all!
Sherweb experts can assist you with evaluating and answering any privacy or security concerns you might have, as well as help you navigate the Google Cloud in general. Become a partner to get started! You can also take a look at our Partner Guide for more information about how a Sherweb partnership can benefit your business.