topic Re: Securing Shared Drives for Year-End Audits (Focus on Data Loss Prevention and Context-Aware Acce in Peer-Peer Topics

Securing Shared Drives for Year-End Audits (Focus on Data Loss Prevention and Context-Aware Access)

Kristal — Mon, 24 Nov 2025 20:20:08 GMT

How does your institution handle Data Residency and DLP governance for shared drives? If you are comfortable, please share your framework.

Google Workspace Updates Weekly Recap - November 7, 2025 (Shared Drive Expiration) & Google Workspace Security Features

Re: Securing Shared Drives for Year-End Audits (Focus on Data Loss Prevention and Context-Aware Acce

Kim_Nilsson — Wed, 07 Jan 2026 09:54:52 GMT

@niklasnord back from Xmas holidays yet? 🙂

This should be right up your alley. If you haven't already, they look like relevant topics to look into.

Re: Securing Shared Drives for Year-End Audits (Focus on Data Loss Prevention and Context-Aware Acce

niklasnord — Wed, 07 Jan 2026 10:58:57 GMT

Thanks for the tag @Kim_Nilsson 🙂

We have a framework for this to store sensitive data and PIIs in shared drives. We are using it for all school forms from pre-school. At the moment it's only in Swedish though.

In short:

All staff have forced MFA (USB-key, SMS, Authenticator)
All staff are signed out of all sessions 4 times/week (gam user signout = mobile sessions)
Shared drives are divided in to 2 security segments
- [S] Secure (Normal shared drive settings)
- [XS] Extra secure (All shared drive settings off in Google admin
Membership for [XS] is manually assigned by an appointed user (manager) and is (should be ...) audited at least once per month
[XS] is cleared for sensitive information and PIIs

Future plans

DLP rules for documents in shared drives
Explore using OUs for shared drives to increase security
Explore the possibility of more signouts (preferrably once per day)

Wish list

Expiration date for a membership in a shared drive
More granular settings for memberships in shared drives
Better management tools for shared drives

Plese feel free to ask questions 🙂

//Niklas

Re: Securing Shared Drives for Year-End Audits (Focus on Data Loss Prevention and Context-Aware Acce

Kim_Nilsson — Wed, 07 Jan 2026 11:06:52 GMT

The scheduled signout, that's done during the night, I assume?

So it doesn't interfer with anyone working late, or early, at home.

Re: Securing Shared Drives for Year-End Audits (Focus on Data Loss Prevention and Context-Aware Acce

niklasnord — Wed, 07 Jan 2026 12:13:01 GMT

The scheduled signouts are as follows

Monday 06:00
Wednesday 06:00
Friday 06:00
Friday 19:00