With more businesses relying on cloud storage, security is a top priority. Microsoft OneDrive is one of the most widely used cloud storage solutions, thanks to its seamless integration with Microsoft 365. But just how secure is OneDrive? Join us as we break down OneDrive security features, potential risks, and best practices to keep your data safe.

How OneDrive Protects Your Data

Encryption: Keeping Your Files Secure

OneDrive uses strong encryption to protect your data both when it’s stored and when it’s being transferred:

• At Rest: Your files are encrypted using AES 256-bit encryption while stored on Microsoft’s servers.
• In Transit: Any data sent to or from OneDrive is protected with Transport Layer Security (TLS), preventing interception by cybercriminals.

This means that even if someone were to access the data without permission, they wouldn’t be able to read it without the encryption key.

Access Control & Permissions

Sharing files is one of OneDrive’s best features, but it can also create security risks if not managed properly. Microsoft provides several ways to control access:

• File Sharing Permissions: You can choose whether someone can view or edit a shared file.
• Granular Access Controls: Businesses can set up role-based permissions, ensuring only authorised employees can access sensitive files.
• Expiry Links & Password Protection: When sharing files externally, you can set expiration dates for links and add password protection for extra security.

Compliance & Data Privacy

Microsoft OneDrive is designed to meet strict industry standards and regulations, including:

• GDPR (General Data Protection Regulations) – OneDrive supports compliance with GDPR requirements, regulating the collection and processing of personal data.
• HIPAA (Health Insurance Portability and Accountability Act) – HIPAA is a US law that protects sensitive patient health information. OneDrive does not meet HIPAA regulations as standard, but can be configured to do so.
• SOC 2 (System and Organisation Controls) – OneDrive maintains high security and privacy standards, with frequent SOC 2 Type 2 audits happening regularly across all Microsoft services.

Security Features for Business Users

Microsoft OneDrive offers additional tools for businesses to monitor and control data access:

• Security Alerts: Admins receive notifications of suspicious activity, helping prevent breaches.
• Audit Logs: Track user activity to see who accessed, edited, or shared files.
• Ransomware Detection & Recovery: If a ransomware attack is detected, OneDrive allows you to restore your files to a previous version.
• Multifactor Authentication (MFA): Adds an extra layer of security by requiring a second verification step when logging in.

Potential Risks & How to Stay Safe

Despite OneDrive’s strong security measures, there are still risks that users need to be aware of.

Human Error

Accidentally sharing the wrong file or setting permissions incorrectly can expose sensitive data. To prevent this:

• Regularly review shared files and permissions.
• Train staff on safe file-sharing practices.

Phishing Attacks

Cybercriminals may send fake emails pretending to be Microsoft to trick you into giving away login details. To stay safe:

• Always verify links before clicking.
• Enable MFA to add an extra layer of security.
• Use Microsoft Defender or other security software to detect threats.

Read more about how to spot and avoid phishing scams.

Malware & Ransomware Threats

Malicious software can encrypt and demand a ransom for their release. To reduce the risk:

• Keep your devices updated with the latest security updates.
• Use a reliable anti-malware solution.
• Enable version history in OneDrive to restore files if needed.

Learn more about the dangers of ransomware.

Best Practices for Keeping OneDrive Secure

To maximise OneDrive security, follow these best practices.

• Use Strong Passwords: Avoid simple passwords and never reuse them across multiple accounts.
• Turn on Multifactor Authentication: This adds an extra layer of protection by requiring more than just a username and password to verify your identity.
• Regularly Audit File Access: Remove access for users who no longer need it.
• Encrypt Sensitive Files Before Uploading: Adding an extra layer of encryption ensures data remains private.
• Monitor Activity with Security Logs: Track unusual access patterns and take action quickly.

Backup and Recovery Options

While OneDrive offers file versioning and ransomware recovery, businesses should also have a dedicated backup strategy in case of accidental deletion or corruption. You should consider:

• OneDrive’s Built-In Recovery Features: Version history allows you to restore previous file versions if something goes wrong.
• Third-Party Backup Solutions: Additional cloud backups ensure you have another layer of protection beyond OneDrive.

A solid backup plan ensures you can recover important files even in worst case scenarios.

Integration with Microsoft Defender

Microsoft Defender adds another layer of security for businesses using OneDrive. It helps with:

• Detecting and blocking malicious files before they can cause harm.
• Providing real-time alerts about potential security threats
• Using threat intelligence to prevent phishing and malware attacks.

For businesses handling sensitive data, integrating OneDrive with Microsoft Defender strengthens overall security.

Final Thoughts

Microsoft OneDrive is a secure and reliable cloud storage solution, with advanced encryption, compliance with industry standards, and strong access controls. However, no system is completely risk-free. By staying informed and implementing best security practices, businesses can make the most of OneDrive’s features while keeping their data safe.

As trusted OneDrive partners, here at Intrasource, we can help your business set up and manage your cloud storage securely. If you need assistance with OneDrive, get in touch today! We’re here to help you safeguard your business data.