From Chaos to Control: Strategies to Better Manage Data in the Cloud

From Chaos to Control: Strategies to Better Manage Data in the Cloud

Key Takeaways:

• Challenges & Solutions in the Cloud: Cloud-based data storage introduces risks like overexposure, shared storage vulnerabilities, and compliance complexities, which can be mitigated using tools like DLP, CASBs, and AI-driven security analytics.
• Effective Data Management & Governance: Businesses using M365 and Google Workspace must implement strong data classification and governance policies to ensure security, compliance, and efficiency in handling sensitive information.
• Security & Compliance Measures: Proper data classification, encryption, access controls, and sensitivity labels help businesses protect their data while adhering to industry regulations like HIPAA, GDPR, and PCI DSS.

Data is the backbone of every business today. Whether it’s customer information, financial records, or internal documents, companies rely on data to operate smoothly. With most businesses today depending on cloud-based platforms like Microsoft 365 (M365) and Google Workspace (formerly GSuite), accessing data is easier than ever before. But effectively managing and protecting data in the cloud can be complicated. Without proper organization and security measures, companies risk security breaches, legal trouble, and reputational damage.

Gartner predicts that “through 2025, 80% of organizations seeking to scale digital business will fail because they do not take a modern approach to data and analytics governance”. Is your business set up for success? The good news is with a solid data management strategy, businesses can keep their information secure, minimize risks, and stay compliant with industry regulations.

What Is Data Classification?

Data classification means sorting information based on how sensitive or valuable it is. This helps businesses apply the right security measures to keep important data safe from unauthorized access.

Here are the common classification levels:

• Public – Data meant for employees but not harmful if leaked.
• Internal Use Only – Data meant for employees but not harmful if leaked.
• Confidential – Important business data that only certain employees should see.
• Restricted or Highly Confidential – Sensitive data that could cause legal, financial, or reputational harm if exposed.

By classifying data correctly, businesses ensure they handle it properly from creation to disposal.

The Role of Data Governance

Data governance is a crucial part of managing data effectively. It involves defining policies, procedures, and responsibilities to ensure data accuracy, security, and compliance. Strong data governance in M365 and Google Workspace helps businesses maintain control over their information, reduce risks, and meet regulatory requirements.

Key components of data governance include:

• Data Ownership: Assigning clear responsibility for managing and protecting data.
• Data Policies: Establishing rules for data classification, storage, and access.
• Compliance Monitoring: Ensuring adherence to industry regulations and company policies.
• Audit and Reporting: Tracking data access and usage to detect anomalies and prevent breaches.

By implementing a robust data governance framework, businesses can ensure that their data management efforts are consistent, effective, and aligned with security best practices.

How Businesses Protect Their Data

Once businesses classify their data, they must protect it using security measures such as:

• Encryption – Converts sensitive data into a code so only authorized users can read it.
• Access Controls – Limits who can see or modify certain information.
• Data Masking and Tokenization – Hides sensitive details where they aren’t needed.
• Backup and Recovery Plans – Saves copies of data to restore if it’s lost or corrupted.
•  Sensitivity Labels

Using these strategies reduces the risk of data breaches and helps businesses maintain trust with customers and partners.

Why Data Sensitivity and Compliance Matter

Some types of data require extra protection due to strict industry regulations.

Here are a few major regulations businesses must follow:

• HIPAA – Safeguards healthcare-related data in the U.S.
• PCI DSS – Ensures businesses handle credit card information securely.
• NIST 800-60 & NIST 800-53 – Provides guidelines for classifying and protecting federal information systems to ensure security and compliance.
• GDPR – Protects personal data of people in the European Union.
• CCPA – Gives California residents more control over their personal data.

Ignoring these rules can lead to hefty fines and legal issues. By classifying and securing data properly, businesses stay compliant and avoid penalties.

How Modern Tools Help Protect Your Data

Many businesses use Microsoft 365 (M365) and SharePoint, and Google Workspace to store and share data.

• Microsoft 365 & SharePoint:

  • Microsoft Information Protection (MIP) labels sensitive data.
  • Data Loss Prevention (DLP) blocks unauthorized sharing of sensitive data.
  • Microsoft Purview helps monitor security risks.
  • SharePoint data governance allows businesses to control who can access certain files.

• Google Workspace:

  • Google Drive’s Classification and Labels apply security controls to files.
  • DLP in Gmail and Drive prevents unauthorized data sharing.
  • Encryption and access controls secure files from unauthorized access.

Using these tools ensures that businesses can safely store and share data while staying compliant with security regulations.

Why Classifying Data in the Cloud Is Challenging

Cloud storage makes it easy to save and access data from anywhere, but it also adds complexity. Unlike traditional storage, where data stays in one place, cloud data can spread across multiple locations.

Here are some challenges businesses face:

• Too Much Data (Data Sprawl)– Cloud storage makes it easy to create and share data, leading to an overwhelming amount of information.
• Shared Storage Risks – Many companies store their data on the same cloud servers, so strong security measures are needed.
• Different Laws in Different Countries – Businesses must follow different data protection laws depending on where their data is stored.
• Easy Collaboration, Higher Risk – Employees can quickly share data, but this also increases the risk of exposure.
• Unapproved Cloud Services (Shadow IT) – Employees sometimes use personal cloud storage, which businesses can’t monitor.

To solve these problems, businesses should work with a managed IT company with expertise in cloud security to manage and support your modern workplace applications and cloud storage needs.

The Benefits of Cloud Data Classification

Even though handling cloud data is complex, properly organizing and securing it has huge advantages:

• Better Compliance and Governance – Businesses know who owns what data and can easily track security measures, making compliance audits simpler.
• Smarter Risk Management – Understanding which data is most sensitive helps businesses focus their security efforts where they matter most.
• Stronger Security – A consistent classification system helps businesses apply security protections where they’re needed most, reducing the risk of cyberattacks.
• Faster Incident Response – When a breach happens, businesses can quickly identify which data is affected and act faster to contain the damage.

Improve your Cloud Security & Management Today

Classifying and protecting data is essential for businesses to stay secure and compliant. By using modern tools like Microsoft 365, SharePoint, and Google Workspace, companies can improve security and prevent data breaches. Businesses that take data protection seriously build trust with customers and avoid costly penalties. Understanding what data is most sensitive and applying the right protections ensures long-term success in a digital world.

Want to enhance your security posture? Proper Sky can help!

Our Security Maturity Assessment evaluates your cybersecurity measures against the latest industry standards (CIS Controls) and provides actionable insights to close gaps.

Don’t wait for a breach—get ahead with a security maturity check today! Contact Proper Sky now to schedule your assessment!