Google Workspace admins: How to review your data protection insights report

Explore what delicate details–credit history card quantities, medical info, governing administration ID, and more–people in your corporation have shared externally.

Graphic: Andy Wolber/TechRepublic

In October 2020, Google Workspace launched a new information defense insight report for admins in businesses that use Company Regular, Company Additionally, Company Essentials, Organization Typical, and Enterprise In addition editions. As opposed to other stability reviews presently accessible to Workspace admins, Google sends this report to admins routinely.

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The report notifies directors of possibly delicate facts, these as credit card numbers, start dates, and governmental identification numbers, detected by the technique. For case in point, I obtained my to start with e mail with “Info protection insights” on December 3, 2020. The technique determined that 4% of data files (305 of 7,555 shared things) made up of sensitive content material have been shared externally (Figure A).

If information decline security (DLP) is a worry, Google Workspace directors could want to follow the steps beneath soon after receiving just about every information safety perception report. 

SEE: Google Sheets: Guidelines and methods (TechRepublic download) 

Figure A

Screenshot of Data protection insights email, subject "4% of potentially sensitive files have been shared outside your organization"

As this illustration implies, the information defense insights email focuses a Google Workspace administrator’s awareness on the prime three types of sensitive knowledge shared outside the house the firm.

1. Review the essential takeaways

The e mail lists some of the major information shared externally. In my scenario, the program showcased the next three types of details:

  • 131 documents with Worldwide – ICD 10-CM Lexicon (Intercontinental Classification of Conditions, 10th version)
  • 319 files with Global – ICD 9-CM Lexicon (as above, but 9th edition)
  • 13 documents with United States – Driver’s License Amount

This gives you a quick sign of the major three knowledge varieties that may well be out there to persons outside the house your firm.

2. Accessibility the facts protections insights report

Future, both comply with the Look at Report website link from the email or access the facts security insights report in the Google admin console at (Figure B). You may perhaps need to sign in with your Admin account.

Figure B

Screenshot of Data protection insights report. 10 types of data, with bar chart indicators of the number of shares next to each.

In the Google Workspace admin console, the knowledge safety insights chart summarizes significant issues by details variety.

The report lists several details types, alongside with the selection of information detected with every information style, and the number of all those files shared externally. In my scenario, for case in point, “World wide – E-mail deal with” was the most often shared product. Nonetheless, this knowledge sort is not truly a protection concern for me, considering the fact that I typically incorporate my e-mail tackle in publicly shared presentations and documents. 

3. Connect considerations

Acquire a screenshot of your info defense insights summary and share it with proper folks in your organization together with a brief protection reminder:

“A modern automatic Google Workspace facts protection scan identified a few likely protection concerns. Although some of these could be phony positives, it is really a good reminder to be thoughtful about any info you share.”

You also might include an more sentence that summarizes the items of greatest issue from the report. For case in point, in my circumstance, I could possibly increase, “Make guaranteed to not share delicate information, such as personally identifiable clinical information.” Unique companies will no doubt have distinctive safety priorities and concerns to emphasize.

4. Configure a personalized facts safety rule

Administrators for corporations that use Google Workspace Company or Schooling editions may perhaps want to produce a knowledge protection rule to address distinct things of problem. To do this, indicator in to the admin console and go to to possibly include a new rule or edit an current rule.

When you pick Increase Rule, the program takes you by way of the following four-phase sequence to configure the facts defense rule (Figure C).

Figure C

GIF that rotates through screenshots of each of the 4 steps needed in the Admin console to create a new data protection rule.

Some editions of Google Workspace enable an administrator to generate added facts safety principles. These policies may perhaps help warn individuals when they endeavor to share distinct types of delicate data or block the try solely.

  • Title and scope: Where you pick no matter if the rule applies to the entire group, specific organizational models, or particular groups.
  • Triggers and disorders: Where you specify what conditions the content will have to match (e.g., particular textual content, a default detector, regex detector, or a word record detector). You may well increase many conditional detectors inside of a rule.
  • Steps: Where you decide on no matter whether to alert people before sharing or to block sharing particular content entirely, as properly as pick no matter whether to notify certain admins of the detected information exposure. 
  • Assessment: Exactly where all of the previously mentioned configurations are shown just before you Build (or Update) the rule.

If you have configured the rule to warn you or other individuals, be organized for an first collection of e-mails as the rule detects circumstances that match your specified configurations. Following this initially established of alerts, action tends to decrease–until you have various folks actively sharing triggering details, which is precisely what you want.

In my circumstance, I configured a rule to track down the US driver’s license sharing determined in my information security insight report. Luckily, the rule served me figure out that the only true license selection shared was a fictitious license range identified in a screenshot of a database vendor’s demo document. I had shared the screenshot with an external editor.

What is actually your knowledge protection solution?

If you are a Google Workspace administrator and have been given a data protection insight report, did you discover the facts practical? Did you, like me, notify some others of the facts shared? And, if you use the Education or Company editions, did you insert a new rule to assistance discover any shared information of problem? Enable me know how you teach and inform folks in your organization about shared delicate facts, either in the remarks down below or on Twitter (@awolber).

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