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Take a Quick TourMention intranet security in the office, and you’ll probably be met with stifled yawns or glazed eyes. While it may not be the most exciting topic, implementing a secure intranet system in today’s digital age is critical for safeguarding sensitive information and protecting against costly cyber threats. According to Statista, the average cost of a data breach in the US in 2023 reached a staggering $9.48 million.
Many businesses mistakenly assume that because an intranet is an internal network, it’s safe from cyberattacks. However, this assumption is dangerously false. Internal platforms are just as vulnerable to threats as external systems and require the same level of security vigilance.
Moreover, intranet security risks aren’t limited to external threats. Many data breaches originate from within, often involving well-meaning employees misusing company devices or accessing information without proper clearance. Implementing secure mobile access protocols and permission controls is just as important as virus protection.
This article explores the most effective intranet security best practices. We outline common vulnerabilities and share proven methods to protect your digital workplace. By the end, you’ll be empowered to create a robust intranet security policy tailored to your organization’s needs.
What Is Intranet Security?
An intranet is a private, secure network designed to support internal business operations. It’s a centralized hub where employees collaborate, communicate, and access tools and documents vital to their daily tasks.
Intranet security refers to the technologies, processes, and policies used to protect this network from data breaches, unauthorized access, and cyberattacks. A comprehensive strategy must address both internal and external security threats.
Is the Cloud Really Safe?
With the growing reliance on cloud-based solutions, including hosted intranets, questions about cloud security have naturally emerged. However, experts argue that many of these concerns are based on misconceptions. As noted by Information Age, the myth that cloud services are less secure than on-premise systems is largely unfounded. In reality, the most significant risks often stem from human error—whether accidental or malicious. While breaches are a genuine concern, cloud service providers typically offer more robust security controls than internal IT teams can deliver.
The key benefit of a hosted intranet is that it shifts much of the security responsibility to a specialized third-party vendor. These vendors are experts in IT security, with the infrastructure, tools, and resources needed to protect your data. It’s like hiring a professional security company to protect your home instead of just locking your windows. While small business owners may become distracted with operations, cloud providers are constantly upgrading systems and staying ahead of new threats. For businesses without a dedicated IT staff, a cloud-hosted intranet is often the more secure and scalable option.
That said, security isn’t just about technology—risk management plays a critical role. Even the most secure network can be breached if access controls, password policies, and user awareness aren’t enforced. Intranets often store sensitive internal data, making them potential gateways for broader network attacks. To fully protect your intranet, you’ll need both a secure cloud solution and a set of best-practice policies that every employee follows. Below, we explore the top five intranet security risks every business should watch for.
What Are The External Threats To Intranet Security?
Despite being a closed system, an intranet remains susceptible to external threats like hacking, phishing, and malware. Without proper safeguards, your business could be at risk of data theft or service disruption.
Network Security Threats
A firewall is a company’s first line of defense. Acting as a protective barrier between your intranet and the broader internet, a firewall inspects incoming and outgoing traffic and blocks unauthorized access based on predefined rules. Whether it’s software- or hardware-based, having a properly configured firewall is essential for any secure intranet environment.
Security Breaches
Malicious traffic, including spam, phishing attempts, and spyware, can compromise even the most secure platforms. Deploying advanced email filters, firewalls, and intrusion detection systems helps prevent these threats from reaching internal users. Some software can also block known hacker IPs automatically using threat intelligence databases.
Viruses
Antivirus software is a must-have for any organization. However, as cyber threats evolve, so must your tools. Ensure that your antivirus systems are regularly updated and configured to scan files, emails, and device activity in real time to mitigate risks effectively.
Five Intranet Security Risks to Watch
Even the most advanced intranet can be compromised if the human factor and security protocols are neglected. Here are five common vulnerabilities businesses should proactively address:
1. Complacent Attitudes Among Employees
Because the intranet feels like a private, safe space, employees often let their guard down. They use it to connect socially, access documents, watch training videos, or post personal profiles—all in an environment that feels closed off from external threats. This false sense of security can lead to risky behaviors like using weak passwords, clicking suspicious links, or sharing unencrypted files.
✅ Solution: Raise awareness about cybersecurity best practices. Implement policies requiring strong, regularly updated passwords with a mix of characters, and offer ongoing employee security training.
2. Rogue Employees
Even in a trusted team, there’s always a potential risk of a disgruntled employee causing harm. While you can’t always predict behavior, you can limit exposure. Platforms like MyHub offer tiered access permissions, allowing control over who can view or edit specific content, modules, or pages.
✅ Solution: Use granular permission settings and ensure access can be revoked instantly when an employee leaves or changes roles.
3. Outdated Permissions
It’s easy to give access—but not so easy to remember to take it away. Over time, employees change roles, take on new responsibilities, or move to different teams, and their access rights often go unchecked.
✅ Solution: Establish a regular review process for user permissions. Update access based on current roles and responsibilities to avoid over-permissioning.
4. System Reliability & Availability
Security also means your data must be always available and protected from threats beyond cyber-attacks, like natural disasters or outages. Not all vendors offer the same level of resilience.
✅ Solution: Ask your provider about their backup systems, disaster recovery plans, and uptime track record. Can they scale with you? What happens when you reach your data limits? Reliable vendors ensure minimal downtime, scalable storage, and quick support when needed.
5. Remote Access & BYOD (Bring Your Own Device)
One of the best features of a cloud-based intranet is the ability to log in from anywhere. But when staff use personal devices to access the network, security risks increase.
✅ Solution: Choose an intranet vendor that enforces SSL encryption (Secure Socket Layer), which ensures that all communication between user devices and your intranet is secure and private—the same level of protection used by banks and online retailers. Platforms like MyHub already implement SSL site-wide.
With the rise in remote work, more employees access intranet systems via mobile devices and unsecured public networks. This makes it crucial to adopt secure remote access practices, including VPNs (Virtual Private Networks), firewalls, and encrypted mobile apps. Encourage users to install antivirus software on all devices and disable saving login credentials on shared devices.
Additional measures such as automatic session timeouts, biometric authentication, and multi-device restrictions can further reduce the risk of data leaks in remote access scenarios.
5 Intranet Security Best Practices
The world of intranet security is complex, fast-changing, and increasingly vital to business success. Emerging threats, evolving technologies, and stricter compliance standards make it hard to stay current. Even well-resourced IT departments often struggle to keep pace.
To help you stay protected, here are five best practices to enhance data security within your intranet solution.
1. Develop A Comprehensive Security Policy
Start by creating a robust intranet security policy that defines your organization’s approach to cybersecurity. Clearly outline requirements for strong passwords, user permissions, secure access from home networks, and the steps to take in the event of a security breach.
Ensure your policy complies with internationally recognized standards—especially important in sectors like healthcare, finance, and government. Refer to frameworks such as SOC2, GDPR, HIPAA, and ISO 27001.
A security policy helps intranet users understand their role in protecting sensitive information and establishes company-wide expectations.
2. Develop Secure Log In Protocols
Weak login processes are a common vulnerability. Implement secure login protocols like Single Sign-On (SSO), which allow users to access multiple platforms using one strong password. SSO simplifies user management and reduces the chances of password fatigue or re-use.
Other options include Active Directory or Lightweight Directory Access Protocol (LDAP) integration to centralize authentication securely.
3. Limit Access
One of the most effective ways to reduce risk is to implement the principle of least privilege. Not every employee needs access to all parts of the intranet. Use granular permission controls to restrict access to only the content relevant to their roles.
Conduct regular audits to ensure permissions remain accurate as employees move between roles. Revoke access immediately during the offboarding process to close potential security gaps.
4. Secure Third-Party Software
Today’s intranets often integrate with third-party tools like HR software or CRM platforms. These integrations boost productivity but also create new security risks.
Ensure all external apps use secure API connections and offer encrypted, authenticated endpoints. This helps protect sensitive company data from exposure to unauthorized third parties.
5. Remote Working
With more employees working from home or on the go, remote work security is more important than ever. Require secure home Wi-Fi with strong, regularly updated passwords. Consider mandating a separate work-only network or use of a corporate VPN for added protection.
Additional controls like device encryption, timeout settings, and restricted access on shared devices can further secure your remote digital environment.
Cloud-hosted Solutions vs. Onsite Intranets
When it comes to intranet deployment, security is a major factor in choosing between cloud-based solutions and onsite setups.
If you’re hosting your intranet on an internal server, then you’re solely responsible for maintaining firewalls, SSL certificates, system updates, data backups, and overall cybersecurity. Monitoring new threats and maintaining compliance falls entirely on your internal team—a daunting and costly task.
By contrast, most organizations now use cloud-hosted intranet platforms like MyHub or SharePoint. These solutions handle security at the provider level, storing your data in secure private cloud environments. Data is transmitted via encrypted SSL connections and subject to frequent, independent security audits.
Cloud intranet providers have dedicated cybersecurity teams and infrastructure far beyond what most in-house setups can provide. Their success depends on keeping your data safe.
Just like you wouldn’t DIY an electrical fault in your office, why gamble with intranet security? Trust the experts.
About MyHub
If you’re looking for an intranet solution with enterprise-grade security, MyHub is the answer. Our cloud-based platform includes built-in protection such as single sign-on, SSL encryption, two-way encrypted data transmission, and a secure mobile app for remote workers.
We help organizations of all sizes ensure the confidentiality, integrity, and availability of their digital workplace. Get started today with a free demo or a no-obligation 14-day trial.
FAQ Section
What are the main threats to intranet security?
Threats arise both externally (malware, phishing, cyberattacks) and internally (employee error, weak passwords, outdated permissions).
How can I strengthen intranet authentication?
Use Single‑Sign‑On (SSO), enforce strong password policies, enable Multi‑Factor Authentication, and leverage directory services like Active Directory or LDAP.
How often should intranet security be reviewed or updated?
Security maintenance should be regular: patch and update systems promptly, review user permissions routinely, monitor device access often, and conduct periodic security awareness training.
