As the domain administrator for your company’s Google Docs, it’s important to have the solutions and controls you need to manage access to documents in your domain. But at the same time, you don’t want to be the only person responsible for checking up on end-users and fixing access to the data they create.

Instead, while you are the custodian of the information and want to implement the best processes and procedures to keep documents secure, the end-users are the real owners of these documents, and should shoulder the bulk of the responsibility.

Here’s how you can maintain control of your domain’s Google Docs while showing data owners which of their documents are exposed.

How To Show End-Users A Summary Of Their Google Docs Exposures

Enabling CloudLock’s “End User Enablement” lets you delegate security to the data owners, letting IT and users share the security burden collaboratively.

Step #1 – In CloudLock, activate the “End User Enablement” feature. You can choose to enable this functionality to all the users in your domain or to selected individuals.

Step #2 – Set alerting on newly exposed documents. Specify if users should be notified when documents they own become exposed.

Step #3 – Once enabled, end users can see their documents classified by exposure level. The exposure classification will show natively as a set of collections in Google Docs.

Documents will be classified/ tagged by the following 4 categories:

• Public Exposure – Documents that are exposed to everyone on the Internet
• External Exposure - Documents that are exposed to outsiders
• Internal Exposure – Documents that are shared with everyone in the domain
• New Exposure – Includes all the newly exposed documents in the last 7 days

Conclusion
Since your domain’s Google Apps users are constantly creating and sharing documents, they’re better judges of the content and sensitivity of the data they own. With CloudLock’s End User Enablement features, end-users get the visibility they need to see which documents might be improperly shared, and the IT/Security team gets the controls necessary to maintain overall security for the entire domain.

Tips:

• Notify and train end users about the new visibility and what they can do with it
• Start the implementation with selected users first
• Make it a collaborative process to help end users understand the needs that drive data security
• Treat data security as part of your organization’s daily routine to avoid data breaches