The Wild West of Microsoft SharePoint - Taming the Risks of Uncontrolled Usage

Microsoft SharePoint has become a vital tool for businesses across industries, enabling seamless collaboration, document management, and workflow automation. Its popularity has surged, with organisations adopting it at an unprecedented rate to streamline operations and enhance productivity. However, with this massive growth comes significant risks. When SharePoint is used without adequate controls, it can become a double-edged sword, exposing organisations to a myriad of security vulnerabilities. In this article, we explore these risks, focusing on the dangers of unchecked file sharing and user behaviour, and provide actionable strategies for mitigating them.

The Explosive Growth of SharePoint Adoption

The adoption of SharePoint has grown exponentially as organizations strive to modernise their operations and enhance team collaboration. SharePoint’s seamless integration with Microsoft 365 and its extensive capabilities make it an attractive choice for businesses of all sizes. However, this surge in usage also brings challenges, as its widespread implementation often lacks the governance needed to secure sensitive data. With users sharing files freely and without oversight, the potential for mismanagement and exposure of critical information increases dramatically.

• The growth in SharePoint adoption often outpaces organisations' ability to manage it securely.

• Unchecked sharing practices amplify the risk of unauthorised data exposure.

Understanding the Risks of Uncontrolled Usage

The extensive functionality of SharePoint, while enabling better productivity, also creates vulnerabilities when left unchecked. These risks range from improper configurations to insider threats and compliance issues. Below, we outline the most pressing concerns that organisations face when SharePoint is used without sufficient governance or oversight.

1. Access Control and Permissions

Access control is a cornerstone of SharePoint security, yet it is often mismanaged in large organisations. When users are granted excessive permissions, sensitive data can fall into the wrong hands. Additionally, poorly implemented permission inheritance can inadvertently expose confidential files to unauthorised individuals. Failing to enforce the Principle of Least Privilege (POLP) exacerbates these risks, creating an environment where sensitive data is routinely overexposed.

• Over-permissioned users can unintentionally become gateways for data leaks.

• Misconfigured inheritance structures lead to accidental access by unintended users.

2. Insider Threats

Insider threats remain one of the most challenging security risks for organisations. SharePoint’s powerful sharing capabilities can be exploited by malicious insiders to leak confidential data. On the other hand, well-meaning employees may accidentally share sensitive files externally due to a lack of training or unclear policies. Privileged accounts, if compromised, can amplify these risks, granting attackers unfettered access to critical systems.

• Insider threats, both intentional and accidental, account for a significant portion of breaches.

• Privileged users with unrestricted access heighten the stakes in the event of compromise.

3. Data Storage and Sharing Risks

While SharePoint’s file-sharing features streamline collaboration, they also present risks if not properly managed. External sharing, especially when unmonitored, can lead to unauthorised access by third parties. Additionally, employees circumventing approved sharing methods through shadow IT introduce compliance and security vulnerabilities. These behaviours expose organisations to potential data breaches and regulatory violations.

• External sharing without controls increases the risk of sensitive data leaks.

• Shadow IT bypasses official policies, undermining security efforts.

4. Integration Vulnerabilities

The flexibility of SharePoint extends beyond its native features, allowing integration with third-party tools and custom applications. However, this capability also introduces risks. Unverified third-party add-ons or outdated APIs can act as gateways for attackers. Poorly secured custom apps interacting with SharePoint may further expose the platform to exploitation.

• Unverified third-party plugins can compromise the security of the SharePoint ecosystem.

• Custom applications without rigorous testing create hidden vulnerabilities.

5. Authentication and Identity Management Issues

Secure authentication practices are essential to protect user accounts in SharePoint. Yet, many organisations still rely on single-factor authentication, making them vulnerable to credential theft. Furthermore, phishing attacks targeting employees can result in attackers gaining access to SharePoint accounts. Weak session management practices also leave the door open for session hijacking, compromising the integrity of the platform.

• Weak authentication mechanisms are a common entry point for attackers.

• Phishing campaigns targeting credentials can grant attackers broad access.

6. Malware and Ransomware

The ease with which users can upload files to SharePoint is a double-edged sword. Without robust scanning mechanisms in place, malicious files can be uploaded and shared, spreading malware across the organisation. Compromised files stored in SharePoint may propagate ransomware, causing widespread disruption and data loss.

• Inadequate file scanning allows malware to infiltrate SharePoint systems.

• Infected files can spread quickly, impacting other connected platforms.

7. Lack of Monitoring and Logging

Proactive monitoring is crucial to detect and mitigate threats in SharePoint. Unfortunately, many organisations lack sufficient logging and anomaly detection mechanisms. Without detailed audit trails or real-time alerts, identifying unauthorised access or unusual behaviours becomes a daunting task. This lack of visibility allows potential threats to go unnoticed until it is too late.

• Insufficient logging makes forensic investigations of breaches difficult.

• A lack of anomaly detection allows malicious activity to persist undetected.

8. Compliance Challenges

Compliance with data protection regulations is non-negotiable for most organisations. However, SharePoint’s complexity often results in misconfigurations that expose sensitive data. Non-compliance with laws such as GDPR or industry-specific standards can lead to severe financial penalties and reputational damage. Additionally, data residency concerns can arise when organisations fail to ensure their data is stored in approved locations.

• Compliance violations can lead to significant fines and reputational harm.

• Mismanaged data residency undermines regulatory adherence.

Mitigation Strategies: How to Reduce SharePoint Risks

Addressing SharePoint’s risks requires a holistic approach that combines governance, technology, and user education. Organisations must proactively secure their SharePoint environments while maintaining the flexibility and collaboration that make the platform valuable. Below are strategies to mitigate these risks effectively.

1. Enforce Robust Access and Sharing Controls

Implementing strict access controls is the first step in mitigating risks in SharePoint. By restricting external sharing to essential use cases and enforcing granular permissions, organisations can limit unauthorised access to sensitive files. Approval workflows and guest access policies further ensure that sharing remains controlled and auditable.

• Approval workflows add an extra layer of security to sensitive data sharing.

• Guest access policies prevent external users from overstepping boundaries.

2. Implement Data Governance Policies

Data governance provides a framework for managing sensitive information stored in SharePoint. Classification tools, such as sensitivity labels, enable organisations to categorise data and enforce appropriate sharing restrictions. Retention and Data Loss Prevention (DLP) policies add an extra layer of protection by preventing the unauthorised sharing or retention of critical data.

• Sensitivity labels enforce consistency in handling classified information.

• DLP tools proactively block unauthorised attempts to share sensitive files.

3. Deploy Advanced Monitoring and Visibility Tools

Monitoring tools are essential for maintaining visibility into SharePoint activity. Unified audit logs and anomaly detection systems help track file sharing, permissions changes, and unusual behaviours. Integrating these logs with a Security Information and Event Management (SIEM) tool provides actionable insights, enabling quick responses to potential threats.

• Anomaly detection tools flag unusual patterns like mass downloads.

• SIEM integrations provide centralised insights for proactive threat response.

4. Strengthen Authentication and Session Security

Robust authentication mechanisms are a vital defence against unauthorised access. Multi-Factor Authentication (MFA) ensures that even if credentials are stolen, attackers cannot gain entry. Conditional access policies and session timeouts add further layers of security, restricting access based on risk factors such as location and device compliance.

• Conditional access blocks risky access attempts based on user behavior.

• Session timeouts reduce risks from inactive accounts being exploited.

5. Educate Users and Establish Governance Policies

User behaviour plays a significant role in SharePoint security. Regular training programs on secure file-sharing practices and phishing awareness can reduce accidental breaches. Establishing clear usage policies and creating a governance committee to oversee compliance ensures that users remain accountable and informed.

• Governance committees ensure consistent enforcement of SharePoint policies.

• Training programs empower employees to recognise and mitigate risks.

The Importance of Balancing Security and Collaboration

SharePoint’s flexibility and widespread adoption make it an invaluable tool for modern organisations, but its potential risks cannot be overlooked. By combining robust governance, advanced security measures, and user education, organisations can unlock the full potential of SharePoint while safeguarding their data. With a proactive approach, SharePoint can remain a powerful asset for collaboration, free from the vulnerabilities of uncontrolled usage.

• Balancing usability and security maximises SharePoint's effectiveness

• Proactive strategies ensure sustainable and secure growth in SharePoint adoption.

Christopher McNaughton

Managing Director, SECMON1

Who is Christopher McNaughton

Christopher began his career with 24 years of service in law enforcement, most of that as a Detective investigating serious crime. In 2007, he transitioned to the corporate world where he specialised in insider risk management, data governance, workplace investigations, digital forensics, and information security. In 2017, Chris formed his own company where he combined his law enforcement experience with years of experience in the corporate world to focus on insider risk management, data governance, workplace investigations and digital forensics.

Who are SECMON1 - Data Security Redefined: Discover, Classify, Protect, Monitor

SECMON1 are specialist data experts. We discover, classify, protect & monitor the use of sensitive data.

SECMON1 provide services in sensitive information management, insider risk defence & data leakage prevention, workplace investigations and digital forensics and litigation support

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