Stop Staff Walking Off with Your Secrets - 365 Can Help

Why You Should Care?

When someone leaves your company—or even if they’re unhappy in their role—there’s a real risk they could take sensitive information with them. That could mean:

• Customer lists
• Pricing details
• Contracts and legal docs
• Intellectual property (your “secret sauce”)

For a small business, just one person emailing files to their personal account can cause serious financial and reputational damage. Directors and owners need to take this seriously, because it’s not just “an IT problem”—it’s a business risk.

What Microsoft 365 Can Do for You

Microsoft 365 isn’t just Word, Excel, and Outlook. Some plans include built-in security tools that help you spot and stop data theft before it happens.

Here’s what you need:

• ✅ Microsoft 365 Business Premium (covers most small businesses)
• ✅ Or Microsoft 365 E5 (for larger firms needing advanced compliance tools)

These plans give you access to:

• Data Loss Prevention (DLP): Stops sensitive files being shared outside the business.
• Insider Risk Management: Flags unusual behaviour, like a leaver suddenly downloading loads of files.
• Identity Protection: Blocks dodgy sign-ins from strange locations or devices.

How It Works

1. Spotting Risks Early

• If an employee hands in their notice, Microsoft 365 can quietly monitor for unusual file activity.
• Example: They suddenly copy 500 files to OneDrive or email contracts to Gmail.

2. Blocking Bad Behaviour

• Rules can automatically stop staff from sending sensitive data outside the business.
• Even USB transfers can be blocked.

3. Protecting Your Reputation

• Stops customer data from leaking (which can lead to fines and loss of trust).
• Shows regulators and partners you take data protection seriously.

What Directors Need to Do

This isn’t just something your IT person should set and forget. As a Director of a small business, you should:

• Make sure you’re on the right Microsoft 365 plan (Business Premium).
• Ask your IT provider to switch on “audit mode” first—this lets you see the risks without blocking work.
• Get regular reports so you know if staff are moving files around in risky ways.
• Set clear policies with HR and Legal about what’s acceptable when staff leave.

Don’t wait until someone walks away with your customer list.

• Step 1: Check your Microsoft 365 subscription—upgrade if needed.
• Step 2: Ask your IT partner to enable “Insider Risk Management” and “Data Loss Prevention.”
• Step 3: Review the first report yourself. Directors should see the risks first-hand.

👉 Protect your data like you protect your cashflow—because in today’s world, it’s just as valuable.

Get in touch and find out how FOS net can help you implement secure practices.