Microsoft OneDrive is a prominent cloud storage solution used widely among individual users, SMBs, and large corporations.
The platform offers encryption for the data managed over the respective OneDrive account as part of the Microsoft 365 service offerings.
The data backup in OneDrive is custom-driven, and OneDrive for Business offers more features of customization.
The data in Microsoft OneDrive is synced in real-time with the systems it is installed in, and the data backup from the individual systems can be seen over OneDrive.
However, from the perspective of security challenges, OneDrive is exposed to a similar range of security risks that are challenging other kinds of cloud computing solutions.
Any security breach resulting from ineffective security practices of users, or the breach of security over the OneDrive for business can hamper and result in data corruption, theft, or loss of data.
SMBs, and users need to have some controls and best practices followed for securing the Microsoft OneDrive files in Microsoft 365 service offerings.
Related topic: What is Microsoft OneDrive – Online Cloud Storage Service
User Credential Management
One of the critical issues leading to most of the failures or data security breaches in OneDrive is the human error challenges.
More often, the human error conditions in the scope of managing the user credentials lead to breaches and privacy issues.
Irrespective of the backup solutions in Microsoft 365, if the files stored in OneDrive are being deleted using authorized access, it is very challenging for Microsoft to have the right data backup solutions.
Thus, the challenges of identity management and user credential issues is a critical issue, and the enterprise users of Microsoft OneDrive for business must ensure a strong password set-up.
Also, the passwords must be changed frequently, which will help the users to have secured data backups for files on OneDrive.
Two Factor Authentication
The other critical aspect resourceful for the security of Microsoft OneDrive files is about using two-factor authentication.
In two-factor authentication, the users must opt for a two-level security password clearance approach.
While the first step of security is the password, the second could be a TOTP number or a passcode number which is a standard number.
Unless both login passwords are right, the users will not enter OneDrive.
The key advantage of using the two-factor authentication is ensuring that Microsoft 365 recommended security practices are followed for managing the data backup on OneDrive for business.
Secured Access to the OneDrive
One of the other key factors to ensure systematic and secured access to the OneDrive files is avoiding improper access controls.
More often the users are accessing the OneDrive files from public places, and unsecured internet connections, which leads to significant challenges.
More often the users when using the systems from public access, fail to log out of OneDrive.
This could lead to accidental access gain or intended access gain into the public systems, which leads to more challenges in ensuring security integrity of Microsoft OneDrive files.
Thus, in the enterprise versions, the admin teams should have strong regulatory policies on where and how the OneDrive files should be accessed.
Unless there is user-level involvement in following the security practices, securing the OneDrive solutions remains a challenge.
The other crucial factor is the malware-infused systems used for the access of OneDrive files.
If the public systems which are not monitored effectively are used for access to OneDrive files, the malware in the system might corrupt the data backup in the OneDrive files, and in such cases, Microsoft 365 can help least in retrieving the data from OneDrive for business.
Usage of Outdated OS and Applications
The other security practice to help users secure the data in OneDrive files is to use the latest operating systems and applications on the computers.
If the old operating systems are used, the system update patches might not have auto-updates, and the systems are more vulnerable to hacks and attacks.
For instance, when a hacker gains access to your computer and deletes the files from your logged-in OneDrive desktop account, the system is not to differentiate the users.
In such cases, compromised or deleted data retrieval remains a remote chance.
Thus, it is among the most strongly recommended practices for managing the systems and Microsoft OneDrive file security.
Firewall and Encryption Configuration Management
The other key aspect to consider in the system is to focus on the firewall monitors for tracking the inbound and outbound traffic over the systems.
If the firewalls are not configured effectively, the chance of hackers finding an open port for infecting the system and breaching into the OneDrive files is a possibility.
It is advocated for the users to login into the OneDrive files for data backup or access using secured systems and networks.
Encryption on Mobile Devices is necessary for using the OneDrive applications over mobile devices as it helps in managing the protection of data from the devices, in the instances of losing the devices, etc.
Creating Awareness among the user groups
SMBs using the enterprise versions of online collaboration tools like Microsoft 365 and OneDrive should ensure they manage the user access to the systems effectively.
One of the recommended practices is to train the enterprise users about the security practices, how the security challenges might impact the system, and measures essential for handling the security and accessibility patterns followed for securing the OneDrive files.
Usage of automation tools like Acronis Cyber Protect for data backup in the Microsoft OneDrive files is also a recommended setup that works in avoiding business continuity challenges and improving the overall process.
Acronis Cloud Backup for Microsoft 365 starts as low as S$5.19/license/month with up to 10TB cloud backup storage and file level backup.
To know more about the recommended practices for securing the OneDrive files, reach out to Exabytes Singapore customer support.
Also, know the best offers on OneDrive for Business from Microsoft 365, to have a more effective data backup.