Google Workspace Security Best Practices for 2024: Complete Guide to Protect Your Data
TL;DR (Key Takeaways):
- Google Workspace provides robust built-in security: encrypted data at rest/in transit, AI-driven spam and phishing filtering, multi-factor authentication (2FA/2SV) support, etc.
- Human error, misconfigurations, and unchecked external file sharing remain prime risks for data breaches.
- Implementing two-step verification (2SV), least privilege roles, device management, and DLP policies is essential to locking down your environment.
- Strac’s ML-driven platform complements Google’s native features with continuous data discovery, automated remediation, and advanced DLP—helping you overcome limitations in Google Drive/Gmail scanning.
- This guide walks you through crucial best practices, advanced enterprise features, compliance tips, and a final checklist to secure your domain.
Why Google Workspace Security Matters (with Facts & Figures)
Google Workspace (formerly G Suite) is a top choice for cloud productivity—serving over 6 million businesses worldwide. However, as more organizations migrate critical data to the cloud, cybercriminals target Google Workspace to exfiltrate sensitive documents, impersonate employees, and launch further attacks.
- According to the IBM 2023 Data Breach Report, phishing emails remain the #1 threat vector, contributing to 44% of recorded data breaches.
- The Verizon 2023 Data Breach Investigations Report found that 82% of breaches involve a “human element,” such as stolen credentials, phishing, or misuse.
- 60% of endpoints in the average organization are mobile devices, and 70 million smartphones get lost each year (with only 7% recovered), underscoring the need for robust device security.
- Misconfiguration of cloud services is an ongoing issue—Gartner estimates 80%+ of enterprises experienced at least one cloud misconfig event in 2023.
While Google offers strong baseline security, a “shared responsibility” model means admins and IT teams must configure the platform to minimize risk. That’s where these best practices and tools like Strac help you bridge any gaps. Ready to harden your environment? Let’s dive in.
Common Threats Targeting Google Workspace
- Phishing & Social Engineering
Attackers send deceptive emails impersonating trusted senders, tricking employees into revealing credentials. Partial phishing attempts might still succeed if user training and 2SV are not fully implemented. - Account Takeovers (ATOs)
Once an attacker obtains valid credentials, they can search Drive, Gmail, and Shared Drives for sensitive data or impersonate the user. A compromised super admin account is especially dangerous. - Insider Threats & Excessive Privileges
Malicious or careless insiders might share or download sensitive documents externally. Overly broad privileges magnify damage. - Misconfigured External Sharing
Google Drive’s easy sharing can lead to public or external links, exposing confidential data. Employees might inadvertently set a file to “Anyone with the link.” - Third-Party Apps & OAuth Exploits
Users can unintentionally grant risky third-party apps read/write access to Drive or Gmail. A malicious OAuth app can siphon data without direct hacking. - Compliance Violations
Failing to configure Vault for eDiscovery or enforce retention policies can lead to non-compliance with GDPR, HIPAA, SOC 2, PCI DSS, etc.
1. Enforce Two-Step Verification (2SV) to Prevent Credential Theft
Importance: Microsoft found that enabling multi-factor authentication can prevent 99.9% of automated attacks on cloud accounts. Google’s 2SV similarly provides a robust defense against stolen passwords.How to Enable 2SV in Google Workspace:
- Admin Console → Security → Authentication → 2-step verification.
- Check “Allow users to turn on 2-Step Verification”.
- Under Enforcement, select “On” or schedule an enforcement date.
- Disallow SMS-based codes if possible; prefer Google Prompt, authenticator apps, or hardware keys.
- Provide a grace period (7–14 days) for new users.
Pro Tips:
- Require security keys for super admins and executives.
- Keep an emergency admin account in a sealed environment, excluded from 2SV, for break-glass scenarios.
- Educate users to store backup codes securely.
2SV drastically reduces risk. Even if employees reuse or inadvertently disclose passwords, attackers still lack the second factor.
2. Adopt Least Privilege Roles & Strict Admin Account Management
Why It Matters: A compromised super admin can grant attackers domain-wide access—posing the greatest risk to your organization.How to Implement:
- Limit Super Admin Access: Assign super admin rights to a minimal number of trusted individuals (2–3).
- Delegate Admin Roles: Create specialized roles (Help Desk Admin, User Management Admin, etc.) with only the permissions needed.
- Separate Admin & User Accounts: Each admin should have a dedicated
firstname.admin@domain.com
account for elevated tasks only. - Review Inactive / Dormant Admin Accounts: Deactivate or remove privileges if an account is no longer in active use.
- Monitor Admin Audit Logs: In the Admin Console → Reports → Audit → Admin. Set alerts for new super admins or privileged role assignments.
Strac Integration: Strac can track privileged accounts across your environment, alerting you if new or unusual admin accounts appear or if suspicious access patterns arise.
3. Secure Endpoints and Enforce Device Management Policies
Why It’s Critical: 60% of endpoints are mobile devices, which can be lost or stolen. Attackers with physical access to an unlocked device can compromise your Google Workspace.Steps to Configure:
- Enable Device Management:
- Admin Console → Devices → Mobile & endpoints → Setup.
- Choose Advanced Mobile Management to enforce passcodes, encryption, remote wipe.
- Use Endpoint Verification for desktops/laptops to confirm OS updates, disk encryption, etc.
- Approve New Devices: Require admin approval before a new device can sync data.
- Enforce Screen Lock & Encryption: For mobile, require strong PIN/password; for laptops, enable disk encryption.
- Remote Wipe: Ensure you can wipe corporate data on lost/stolen or offboarded devices.
- Monitor Device Inventory: Remove old or unauthorized devices regularly.
Bonus Tip: Combine this with Context-Aware Access (for Enterprise) to grant or deny services based on device compliance.For more details, see Google Endpoint Management Setup.
4. Hardening Gmail: Advanced Anti-Phishing & Malware Protections
Stat: Over 3.4 billion phishing emails are sent daily, making email the largest entry point for attacks.Recommended Settings:
- Enhanced Pre-Delivery Scanning: In Apps → Gmail → Safety.
- Attachment Protection: Block or quarantine encrypted/script-based attachments, uncommon file types.
- Link & External Image Checks: Enable malicious link detection and external image warnings.
- Spoofing & Authentication:
- Set SPF and DKIM records for your domain.
- Enforce DMARC with quarantine/reject to block domain spoofing.
- Protect against employee name spoofing.
- User Education: Train employees to recognize suspicious emails and use “Report phishing” in Gmail.
By combining technical measures with awareness training, you filter out the majority of spam, phish, and malware attempts before they reach users.
5. Configure Data Loss Prevention (DLP) for Google Drive & Gmail
Native Google Workspace DLP
Google Workspace Enterprise includes Data Protection Rules to detect sensitive data (credit cards, SSNs, etc.) and block/warn on external sharing. For example:
- Admin Console → Security → Data Protection.
- Create a policy: “If file contains credit card numbers and is shared externally, block the share and notify admin.”
- Apply to organizational units or groups, then monitor the DLP incidents in the Security Center.
Limitations of Native DLP:
- Often relies on pattern-based detection (regex), missing unstructured data (e.g., scanned images).
- No advanced ML for contextual detection.
- Manual rule configuration can be time-consuming.
How Strac Enhances DLP
Strac integrates seamlessly to provide ML-based content discovery and automated remediation:
- Comprehensive Detection: Scans all file formats (including images, PDFs) for regulated data—PII, PHI, credentials, etc.
- Real-Time Alerts: If a sensitive file is shared publicly or externally, Strac instantly notifies admins or triggers an approval workflow.
- Public & External Exposure Monitoring: Continuously audits Drive to find “Anyone with the link” exposures.
- Bulk Remediation: One-click removal of public links or quarantining of exposed files.
- Automated Approvals: Option to require manager approval before external sharing of sensitive data.
Learn more about known Google Drive DLP Limitations.
6. Use Google Vault for Archiving & eDiscovery
Why It’s Critical: Vault enforces your retention policies for Gmail, Drive, and Chat, preserving data even if users try to delete it.
Key Vault Steps:
- Enable Retention Policies: For all or specific OUs. E.g., “Retain all emails for 7 years.”
- Set Legal Holds: When litigation or investigations arise, place key accounts on hold.
- Search & Export: Vault’s eDiscovery features help investigate suspicious activity or produce data for audits.
- Document Your Policies: Auditors often look for how you handle retention in line with regulations (SEC 17a-4, HIPAA, etc.).
Vault is your forensic safety net, ensuring you don’t lose critical evidence or compliance records.
7. Restrict External Sharing & Unauthorized Access
Problem: A single publicly shared folder might expose thousands of sensitive files. Misconfiguration of Drive is a leading cause of data leaks.What to Do:
- Drive Sharing Settings
- Admin Console → Apps → Google Workspace → Drive and Docs → Sharing Settings.
- Restrict external sharing (or allow only trusted domains).
- Disable “Anyone with the link” unless absolutely necessary.
- Monitor for Public Links: Use Drive audit logs or Strac’s scanning to detect newly public or external shares.
- Shared Drive Policies
- Set external membership restrictions on a per-drive basis.
- Use naming conventions (“Finance – Internal Only”) to clarify usage.
- Manage Google Groups & Calendar
- Prevent public group archives.
- Limit external calendar sharing to free/busy details if possible.
Strac Workflow: If a user accidentally makes a sensitive file public, Strac automatically revokes the public link or quarantines the file.
8. Advanced Security Center & Investigation Tool (Enterprise)
If you have Google Workspace Enterprise:
- Security Center
- A real-time dashboard for phishing, malware, DLP incidents, and external shares.
- “Security Health” recommends improvements (e.g., 2SV not enforced).
- Investigation Tool
- Query logs for suspicious events.
- Bulk remove phishing emails across mailboxes.
- Identify & fix external sharing for multiple files at once.
- Context-Aware Access
- Restrict app access based on device compliance, IP location, and user risk.
This suite drastically reduces incident response time, letting you quickly contain threats.
9. Third-Party Apps & OAuth Controls
Why It Matters: Malicious OAuth apps can siphon data with legitimate-looking permissions requests.How to Control:
- Admin Console → Security → API Controls → turn on OAuth App Whitelisting.
- Regularly review high-permission apps; remove suspicious or unused ones.
- Educate users to trust only approved apps.
- Strac or a CASB solution can add continuous monitoring for risky OAuth.
10. Ensure Regulatory Compliance & Governance
Key Areas:
- HIPAA: Sign a Business Associate Agreement (BAA) with Google if handling PHI.
- GDPR: Ensure you’ve accepted Google’s Data Processing Addendum. Use data regions if needed.
- PCI DSS: Set DLP rules to block cardholder data from being shared externally.
- SOC 2 / ISO 27001: Document your security controls (2SV, DLP, auditing). Retain logs for auditors.
Strac automatically identifies regulated data (e.g., PHI, PCI) in your environment, quarantining or preventing unauthorized sharing to maintain compliance.
Final Google Workspace Security Checklist
Use this quick-reference checklist to ensure you haven’t missed any critical steps:
- 2SV (Multi-Factor Authentication)
- Enforce domain-wide (prefer hardware keys for super admins).
- Grace period for new users, backup codes required.
- Least Privilege & Admin Roles
- Minimal super admins.
- Dedicated admin accounts separate from user accounts.
- Monitor inactive accounts & admin audit logs.
- Device Management
- Advanced Mobile Management for iOS/Android.
- Endpoint Verification for desktops.
- Passcodes, disk encryption, remote wipe enforced.
- Gmail Phishing & Malware Protection
- Enhanced scanning, link security, spoof protection.
- Publish SPF, DKIM, DMARC.
- Train users on “Report phishing.”
- Data Loss Prevention (DLP)
- Drive/Gmail rules for sensitive data.
- Block or warn external sharing attempts.
- Strac for ML-driven discovery & automated remediation.
- Google Vault & Retention
- Retention policies for email, Drive, Chat.
- Legal holds for investigations.
- Export data for audits or compliance.
- External Sharing Restrictions
- Disable public file links unless needed.
- Whitelist trusted domains.
- Shared drive policies, Google Groups & Calendar lockdown.
- Security Center (Enterprise)
- Dashboards for threats & DLP incidents.
- Investigation Tool for bulk cleanup (phishing emails, mis-shares).
- Context-Aware Access for Zero Trust enforcement.
- Third-Party OAuth App Management
- Whitelist only approved apps.
- Remove suspicious or high-risk apps.
- Periodically review app usage logs.
- Compliance & Governance
- BAA for HIPAA, DPA for GDPR.
- DLP rules for PCI DSS.
- Audit logs for SOC 2 / ISO 27001.
FAQ: Securing Google Workspace
Q1. Is Google Workspace secure by default?
Answer: Google Workspace is robust out of the box, but admins must actively configure identity management, external sharing controls, and data protection (DLP, Vault) for comprehensive security.
Q2. How can I protect my organization from phishing in Gmail?
Answer: Enable enhanced pre-delivery scanning, block suspicious attachments, and implement SPF, DKIM, DMARC. Train users to identify suspicious emails and report phishing attempts. If you have Enterprise, use the Investigation Tool for bulk removal of malicious messages.
Q3. Can Strac help with public file exposures in Google Drive?
Answer: Absolutely. Strac scans Drive for sensitive data and continuously monitors for publicly shared files. It can automatically revoke public links or quarantine exposed documents in one click.
Q4. Which compliance standards can Google Workspace meet?
Answer: Google Workspace can meet HIPAA, GDPR, PCI DSS, ISO 27001, SOC 2, and more—provided you configure Vault, 2SV, DLP, and other safeguards. Strac ensures data doesn’t slip through misconfigurations or accidental exposures.
Q5. How often should I review security settings?
Answer: Quarterly reviews are ideal. For regulated industries, consider monthly or continuous monitoring with automated alerting and scanning tools like Strac.
How Strac Enhances Google Workspace Security
Strac fills the gaps in data discovery, automated DLP enforcement, and real-time remediation. Here’s what you gain:
- Continuous ML-Driven Discovery: Identifies sensitive data (PII, PHI, credentials) in all file types, including images and PDFs.
- Instant External Sharing Alerts: Real-time notifications for newly exposed or externally shared docs.
- Automated Remediation: Auto-block or quarantine sensitive files, remove public links en masse, or initiate approval workflows for borderline cases.
- Comprehensive Audit & Reporting: Strac’s dashboard provides a consolidated view of all exposures, with logs of remediation actions—key for compliance audits.
By pairing Google Workspace’s native controls with Strac’s advanced detection and remediation, you achieve end-to-end data security—minimizing both external threats (phishing, malicious OAuth apps) and internal mistakes (publicly shared files, excessive admin privileges).
Conclusion
Securing Google Workspace in 2024 requires layered defenses:
- Enforce multi-factor authentication for all users, with hardware keys for super admins.
- Set up device management to handle mobile and desktop endpoints.
- Adopt least privilege and regularly audit admin roles.
- Leverage advanced phishing and malware protections in Gmail.
- Implement strong DLP—and extend it with Strac for ML-based detection and automated remediation.
- Use Vault for eDiscovery, retention, and legal hold.
- Configure external sharing restrictions carefully to prevent accidental exposure.
With these measures in place—and by pairing Google’s native security with Strac’s data security posture management—your organization can confidently leverage the full power of cloud collaboration without compromising on safety or compliance.