Lock Down Your ERP System with Microsoft 365

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Leverage the powerful security features within Microsoft 365 to detect and prevent internal data leaks from occurring.

Your ERP (Enterprise Resource Planning) system spans your entire business—from customer service and human resources to financials and sales. Here lives an enormous amount of sensitive information that your entire organization has easy access to. Because of this, your ERP system is incredibly vulnerable to security breaches and internal data leaks. 

While external security threats pose their own risk, some of the most harmful breaches happen internally. Whether it’s accidental or intentional, an internal data leak could be devastating to your business. 

Take, for example, the City of Calgary. In 2017, the company was sued for $92.9 million after a data breach impacted over 3,700 employees. The breach occurred because a city staffer sent an email to another employee which contained medical records, addresses, income details, Alberta Health Care numbers, and Social Insurance Numbers. 

To avoid an expensive lawsuit and other consequences, it’s crucial your ERP be armed with the best security solution available. That’s where Microsoft 365 comes in.

Armed with a number of robust security features, Microsoft 365 completely safeguards your data and stops internal leaks before they cause irreparable damage to your business. We’ll review a few of them below.

Multi-Factor Authentication

Multi-factor authentication (MFA) essentially goes a step further than two-factor authentication and adds an extra layer of security to your network. In addition to providing a username and password, all users must provide additional proof of identity such as scanning a fingerprint or entering a unique code received via text or phone call.

Your IT administrators can also choose to utilize biometrics, facial recognition, one-time passcodes, or verification codes to protect user credential information. Additionally, it can help prevent disgruntled users from selling or providing login information to unauthorized users.

Mobile Device Management (MDM)

It’s likely your employees are accessing your ERP system from mobile devices such as smartphones, tablets, or iPads. Microsoft’s MDM policies allow you to:

  • Wipe all corporate data from an infected device from anywhere. 
  • Manage and configure device security settings and password requirements.
  • Block unsupported or unauthorized devices from accessing Exchange email.
  • View and manage device security settings from a single location.
  • Visually see which devices are not compliant.

MDM can also be integrated with Microsoft Intune for additional mobile device security.

Information Rights Management (IRM)

This feature helps you prevent any private or sensitive company information from being printed, downloaded, copied, or forwarded by unauthorized users either accidentally or intentionally. Permissions for all documents are stored directly within and are authenticated by the IRM server. 

The solution features three permission levels:

  • Read
  • Change; users can read, edit, copy, and save information
  • Full control which allows users to read and change information as well as set expiration dates, grant user permissions, and programmatically access content

This feature is especially useful in preventing email leakage as it ensures no private company information is emailed either accidentally, or purposefully by users.

Data Leakage Prevention and Control Management

In addition to IRM, Microsoft 365 features Data Leakage Prevention and Rights Management Services. 

Data Leakage Prevention carefully scans all external messages, email attachments, and internal letters and checks for any potential violation in your Data Security Standards. For example, if customer financial information or credit card numbers are included in an Excel spreadsheet, IT administrators are immediately alerted.

Rights Management Services is similar to Data Leakage Prevention. The solution looks specifically at email messages and attachments and blocks certain content from getting sent. Administrators can train the solution what to look for by inputting specific or commonly used words into the tool. If someone attempts to send an email containing those words, it’s blocked.

Backups

Internal data leaks can still happen—even with tight security measures in place. To ensure your ERP is prepared for an internal attack, Microsoft 365 regularly backs up and stores data in a secure location. This ensures you’re still able to access vital company information despite the leak.

Prevent Internal Data Leaks with Microsoft 365

If you’re ready to enjoy the tight security provided by Microsoft 365, contact JourneyTEAM. We’re a Microsoft Gold Partner with the knowledge and expertise needed to provide complete protection for your most valuable system.

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