Google Workspace
Nine clinics onto Google Workspace with sharing under control
Nine sites, a mix of consumer Gmail accounts and an old IMAP host, and patient-adjacent documents on personal Drive accounts.
- Client
- Multi-site clinic group
- Sector
- Healthcare
- Year
- 2024
- Service
- Google Workspace
- 9
- Sites consolidated
- 310
- Accounts migrated
- 2,100+
- Public links revoked
Engagement
Stack involved
- Google Workspace
- Cloud Identity
- GAM
- Chrome Enterprise
The situation
Clinical administrators had been using personal Gmail accounts alongside a legacy IMAP host. Documents containing patient details were shared with "anyone with the link", and there was no way to remove access when a staff member left.
What we did
- 01
Cloud Identity and organisational units mapped to sites and roles before any mailbox moved.
- 02
Mail and Drive migrated from consumer accounts and the IMAP host into a single managed tenant.
- 03
Full audit of link-based sharing, with over 2,100 public links revoked or scoped to named groups.
- 04
2-Step Verification enforced across all accounts with documented recovery paths for shared clinic devices.
- 05
Shared drives restructured by clinic and function, ending personal ownership of operational documents.
The outcome
All nine sites now run on one managed tenant with enforced 2SV. Offboarding removes access in a single step, and public link exposure went from unmeasured to zero at handover with a monthly report to keep it that way.
More work
Other engagements.
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Findings, risk-rated
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~22 hrs
Manual work removed weekly
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