Patronum+ File Sharing Governance

Today, we’re excited to announce the release of Patronum+, a major upgrade to our award-winning Google Workspace management platform.. Patronum+ includes all the great features you’ll find in Patronum with the addition of file sharing governance.

What is file sharing governance?

File sharing governance is a critical aspect of information management within any organization. It encompasses the policies, procedures, and technologies implemented to oversee and regulate how files are shared both internally among employees and externally with clients, partners, or the public. The primary objective of file sharing governance is to strike a balance between facilitating efficient collaboration and data exchange while ensuring data security, compliance with relevant regulations, and maintaining data integrity.

A robust file sharing governance framework enables organizations to define and enforce access controls, specifying who can access specific files and for what duration. It also encompasses policies for data retention, version control, and data classification, ensuring that sensitive information is handled appropriately and in accordance with legal and regulatory requirements.

Patronum+ plays a significant role in helping organizations implement effective file sharing governance. By providing features such as granular access controls, activity logging, and data loss prevention capabilities, Patronum+ allows organizations to monitor and manage file sharing activities, track data access, and prevent unauthorized sharing or leakage of sensitive information.

Without proper file sharing governance, organizations expose themselves to a myriad of risks. Data breaches, unauthorized access to confidential information, and non-compliance with data protection regulations can result in severe financial losses, reputational damage, and legal consequences. Moreover, the lack of control over file sharing can lead to data silos, version control issues, and inefficiencies in collaboration.

Therefore, implementing a comprehensive file sharing governance framework, supported by tools like Patronum+, is essential for organizations to ensure secure, compliant, and efficient data sharing practices. By proactively managing file sharing activities, organizations can mitigate risks, protect sensitive information, and foster a culture of responsible data handling.

Link Sharing – The backdoor nobody is talking about.

While file sharing services like Google Drive are excellent for collaboration on short-term projects and daily tasks, they can also pose a significant security risk. Individual users may not fully understand the potential consequences of sharing a file via a link. In essence, anyone who has the link could potentially gain access to the file’s contents, regardless of their authorization or intent.

There have been numerous cases in recent years where sensitive company information has been inadvertently exposed due to incorrect security settings on shared files. This can include financial data, intellectual property, customer details, and other confidential information. The repercussions of such data breaches can be severe, leading to financial loss, reputational damage, legal action, and a loss of customer trust.

Even when sharing files directly with specific individuals, there is still a risk of unauthorized access. If a file is shared with a large number of people, it becomes increasingly difficult to track who has access and what they are doing with the information. End-users may not be diligently checking permissions or scrutinizing which additional accounts the files are being shared with. This can create a situation where sensitive data is inadvertently shared with unauthorized parties, either through negligence or a lack of awareness.

Furthermore, the risk is compounded by the fact that once a file is shared, it can be easily copied, downloaded, or forwarded to others. This means that even if the original owner revokes access or deletes the file, copies may still exist and continue to be circulated. This can make it extremely difficult to contain a data breach once it has occurred.

EU Data Governance Act

The cost of mismanaging shared files will significantly increase with the enforcement of the EU Data Governance Act in September 2025. This regulation mandates that all companies operating in EMEA, regardless of their origin, establish formal processes for managing shared files and data.The repercussions for mishandling shared files are set to escalate significantly with the forthcoming enforcement of the EU Data Governance Act in September 2025. This regulation will introduce stringent requirements for data sharing and management, impacting all companies operating within the European Economic Area (EEA), regardless of their country of origin.

Specifically, the Act mandates that all organizations establish and maintain formal, documented processes for the management of shared files and data. This includes implementing measures to ensure data accuracy, integrity, and security, as well as mechanisms for tracking data access and usage. Failure to comply with these requirements could result in severe penalties, including substantial fines and reputational damage.

In addition to the immediate financial and legal consequences, the mismanagement of shared files can also lead to a range of operational and strategic challenges. These can include data breaches, loss of intellectual property, and disruption to business continuity. Moreover, in an increasingly data-driven economy, the inability to effectively manage and leverage shared data can also hamper innovation and competitiveness.

Therefore, companies operating in the EEA must take proactive steps to prepare for the enforcement of the EU Data Governance Act. This includes conducting a comprehensive assessment of their current data management practices, identifying areas of risk and non-compliance, and implementing corrective measures. Furthermore, organizations should also consider investing in advanced data management technologies and tools, as well as providing training and education to employees on data governance best practices.

The solution: File sharing governance.

File sharing is an essential part of working within a collaborative platform such as Google Workpace. Collaborating on projects, sharing files with clients, and access to important documents all rely on a strong file-sharing across Google Drive.

But file sharing is a double-edged sword. This powerful tool for collaboration can be a security nightmare if not managed properly. That’s where file sharing governance comes in. File sharing is a cornerstone of Google Workspace. It allows teams to seamlessly work together on projects, share files with clients, and ensure everyone has access to crucial documents. This is all made possible by the robust file-sharing capabilities of Google Drive.

However, the convenience of file sharing also introduces potential security risks. When not managed properly, sensitive information can be accidentally shared, leading to data breaches, compliance violations, and reputational damage. This is where the importance of file sharing governance becomes apparent.

With Patronum+ file sharing governance, policies control how files are shared and accessed within your organization. It ensures that sensitive data is protected, while still enabling collaboration and productivity. By implementing file sharing governance, organizations can mitigate the risks associated with file sharing and maintain a secure collaborative environment.

To learn more about how Patronum+ can help your organization better manage Google Workspace, schedule a demo here.