SharePoint Permissions Best Practices: Secure Your Data Post-Migration

1. Audit Permissions Before and After Migration

Problem: Migrated permissions often don’t match the source.
Solution:

• Use the SharePoint Permissions Manager tool to scan for overly broad access.
  
• Look for “Unique Permissions” flags in the Site Settings > Permissions menu.
  
• Remove outdated users (e.g., ex-employees, old vendors).
  
  

2. Follow the Principle of Least Privilege

Problem: Users have unnecessary access.
Solution:

• Start with zero access and grant permissions only as needed.
  
• Use “Read” as the default for most users.

3. Use Groups, Never Individual Users

Problem: Assigning permissions to individuals creates chaos.
Solution:

• Create groups like Marketing-Team-Edit or HR-View-Only.
  
• Add/remove users via groups to simplify management.

4. Limit “Full Control” to Admins Only

Problem: Too many admins = higher breach risks.
Solution:

• Restrict “Full Control” to 2-3 trusted admins.
• Use SharePoint Permissions Manager tools to audit admin access.

5. Document Your Permission Structure

Problem: No one knows who has access to what.
Solution:

• Create a permissions matrix (Google Sheets or Excel).
• Track groups, access levels, and responsible owners.
  
  

6. Test Permissions Thoroughly

Problem: Broken access post-migration.
Solution:

• Have test users (non-admins) validate access to files and sites.
• Use Manage Access SharePoint features to simulate user roles.
  
  

7. Schedule Regular Permission Reviews

Problem: Permissions drift over time.
Solution: 

• Quarterly audits using SharePoint Permissions Manager tools.
  
• Remove unused groups and update access as roles change.