Protection for employee copying all files from file share

IMK 421 Reputation points


Our management would like to get protection for situation, where some employees copies all data from company file shares (Sharepoint file libraries) when they leave the company.

Does Microsoft 365 cloud service have some kind of tools to prevent this? Or is there some other ways to get protection for these kind of situations?

Microsoft 365
Microsoft 365
Formerly Office 365, is a line of subscription services offered by Microsoft which adds to and includes the Microsoft Office product line.
3,964 questions
A group of Microsoft Products and technologies used for sharing and managing content, knowledge, and applications.
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Accepted answer
  1. Ling Zhou_MSFT 14,220 Reputation points Microsoft Vendor

    Hi @IMK,

    Thank you for posting in this community.

    We can configure IRM to restrict users from downloading files from SharePoint's document libraries.

    Information Rights Management (IRM) enables you to limit the actions that users can take on files that have been downloaded from lists or libraries. IRM encrypts the downloaded files and limits the set of users and programs that are allowed to decrypt these files. IRM can also limit the rights of the users who are allowed to read files, so that they cannot take actions such as print copies of the files or copy text from them.

    This is the procedure to activate the IRM: Set up Information Rights Management (IRM) in SharePoint admin center.

    Once you've enabled IRM for SharePoint Online, you can start applying rights management to lists and libraries. For information, see Apply Information Rights Management to a list or library.

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