Digital paperwork is great—until it becomes a security risk.
If you’re storing sensitive documents on your computer, in emails, or even in unsecured cloud folders, you might be one phishing attack or accidental leak away from disaster.
Let’s fix that.
Step 1: Use OneDrive’s Personal Vault for Extra Security
Not all files are created equal.
Business documents like contracts, tax forms, HR records, and financial data should never be stored in a basic folder.
Instead, use OneDrive Personal Vault, which adds an extra layer of authentication (like a PIN or biometric login).
Story: A small business owner thought their client agreements were secure—until a laptop was stolen. Thankfully, they had started using OneDrive Personal Vault, meaning the thief couldn’t access the sensitive files. A crisis was averted.
Step 2: Encrypt Files in OneDrive & SharePoint
Encryption ensures that even if someone gets access to a file, they can’t read it without the proper credentials.
How to encrypt files in OneDrive:
- Right-click the file → Select “Manage Access” → Set file permissions.
- Use BitLocker (Windows) to encrypt entire folders on your local drive.
In SharePoint: Use Azure Information Protection (AIP) to label and restrict access to sensitive files.
Example: A legal firm had hundreds of case files stored in regular SharePoint folders. After implementing AIP encryption, they reduced unauthorized access issues by 90%.
Step 3: Enable Version History & Backups
Have you ever had an important document mysteriously disappear or get overwritten?
Version history prevents that.
Turn on Version History in OneDrive & SharePoint:
- Open OneDrive/SharePoint → Click “File” → “Version History”
- Restore an older version if something goes wrong.
Story: A finance manager accidentally deleted a major budget spreadsheet. Because Version History was enabled, they recovered the last saved version in under a minute.
Step 4: Use Multi-Factor Authentication (MFA) on All Accounts
If your OneDrive, SharePoint, or email gets hacked, MFA is your second line of defense.
How to enable MFA:
- Go to Microsoft 365 Security Settings → Turn on Multi-Factor Authentication.
- Use Microsoft Authenticator or SMS codes for login verification.
Example: A marketing agency had an employee’s account compromised. Because MFA was enabled, the hacker couldn’t access OneDrive or SharePoint, protecting all client data.
Step 5: Set Automatic Expiration Dates on Shared Documents
Ever shared a file and forgotten about it? That’s a security risk.
How to set expiration dates:
- In OneDrive, right-click a shared file → Select “Manage Access” → Set an expiration date.
- In SharePoint, use retention policies to auto-delete outdated files.
- Example: A consultant shared client reports but forgot to revoke access. After setting up auto-expiration, all shared links now deactivate after 30 days—no more accidental data leaks.
Final Thoughts: Security Isn’t Optional
If you’re handling business paperwork, you’re also responsible for protecting it.
By using encryption, MFA, OneDrive Personal Vault, and version control, you’ll keep your sensitive information safe from breaches, accidents, and prying eyes.
Take a few minutes today to lock down your digital paperwork—it could save you a major headache later.
