Is Storing Sensitive Data on Google Drive Safe? (5 Essential Security Tips)

Google Drive has become an indispensable tool for individuals and businesses, allowing seamless storage, sharing, and collaboration on files. However, its convenience comes with the critical need for robust security measures—especially when handling sensitive data. 

Can you trust Google Drive to store such data safely? Let’s explore Google Drive’s security features, potential risks and five essential tips for safeguarding sensitive information.

Why Security is Crucial for Storing Sensitive Data

Google Drive operates on a shared responsibility model. While Google provides encryption and basic safeguards, users and administrators bear the ultimate responsibility for securing their data. Risks like unauthorized access, oversharing and data breaches can have devastating consequences, including regulatory penalties and reputational damage.

Google Drive's Built-in Security Features for Sensitive Data

Google Drive incorporates advanced security features like encryption for data in transit and at rest. Built-in Data Loss Prevention (DLP) tools help monitor and manage sensitive information. However, limitations—such as only scanning the first 1 MB of content—highlight the need for additional proactive measures.

5 Essential Tips for Safeguarding Sensitive Data on Google Drive

Tip #1: Share According to the Principle of Least Privilege (PoLP)

The more users have access to a file, the higher the risk of accidental or intentional exposure. Limit sharing to only those who absolutely need it. Use granular permissions to differentiate between viewers, commenters and editors, ensuring the minimum necessary access.

Tip #2: Remove Access When No Longer Needed

Dormant permissions pose significant risks. Conduct regular audits to revoke access for users who no longer require it—whether they are former employees, contractors or external collaborators.

Tip #3: Enable Google AI Data Classification Labels

Activate AI-driven classification to label files based on their sensitivity, such as "Confidential" or "PII." This enhances visibility and acts as a guide for secure sharing and DLP policy enforcement.

Tip #4: Implement Data Loss Prevention (DLP)

Configure Google Drive DLP to identify and protect sensitive content using predefined rules. For enhanced security, consider third-party tools to address DLP’s limitations, such as scanning beyond the first 1 MB or analyzing audio and video files.

Tip #5: Ensure Apps Are Secure and Not Over-Permissioned

Over-permissioned third-party apps can expose sensitive data to unnecessary risks. Regularly review installed apps, removing those with excessive access rights, and vet new installations thoroughly.

How Google Drive Helps Enterprises Stay Compliant with Data Regulations

Google Drive offers features designed to support compliance with major data protection regulations:

HIPAA

Encryption, access controls and audit logs ensure compliance for healthcare data. Organizations must sign a Business Associate Agreement (BAA) with Google to meet HIPAA requirements.

GDPR

Tools for data minimization, access control and audit logs help companies meet GDPR standards. A signed Data Processing Agreement (DPA) with Google is a key step in ensuring compliance.

FAQs

What should I do if sensitive data is accidentally shared on Google Drive?

Immediately revoke access to the file using the sharing settings. Audit the activity log to identify recipients and notify your security team. Implement additional measures, such as user education and stricter permissions.

What are the risks of not securing sensitive data on Google Drive?

Unsecured data can lead to breaches, financial loss and regulatory penalties. Oversharing or failing to revoke access can expose your organization to insider threats or accidental data leakage.

How do I monitor suspicious activity on Google Drive?

Use Google Drive’s activity logs and alerts to track unusual behavior, such as unauthorized access or large-scale downloads. For more advanced monitoring, integrate third-party solutions to detect and mitigate insider threats.

Meet DoControl: The Solution for Google Drive Security

DoControl was designed expressly for the multiple layers and attack surfaces of Google Workspace: data, identities, configurations and connected apps. The DoControl platform and solutions can help your organization easily implement all the tips mentioned in this post for safely storing sensitive data in Google Drive.

DoControl’s Data Access Governance and Data Loss Prevention secure your data all across your Google Drive. Advanced data classification methods mean that no sensitive data goes undiscovered, and automated workflows mean that any detected threat can be mitigated in near real-time. 

DoControl’s Identity Threat Detection & Response (ITDR) and Insider Risk Management secure your Google Workspace user identities, protecting you from external threat actors or insider threats. Data from multiple business-critical SaaS applications and behavior benchmarking for individuals and groups, along with important contextual information from HRIS, EDR and IdP systems enable smart differentiation between normal business activity and suspicious actions.  

DoControl’s Shadow App Discovery & Remediation secure your third-party OAuth connected apps by monitoring app behavior and removing unnecessary apps and app permissions.

DoControl’s SaaS Misconfiguration Management secures your Google Workspace admin configurations, checking them against industry standards like CIS and offering remediation guidance. 

Store Sensitive Data Securely

While Google Drive provides a secure foundation, storing sensitive data safely requires proactive measures. By following these essential tips and leveraging built-in and third-party tools, you can mitigate risks and ensure robust protection for your data.