K-12 Google Workspace Security That Actually Makes Your Job Easier
As Network Administrator at Sacred Heart Greenwich in Connecticut, Dana Ashton and the school’s “small but mighty” IT team support a sophisticated and diverse technology environment for more than 600 students and 165 staff. The school runs a 1:1 device program and uses Google Workspace for Education Plus for everything from assignments to communication and collaboration.
“We joke that anything with a light or a button falls under IT,” Dana says. “So keeping everything efficient, organized, and secure is a big priority.”
“I definitely recommend ManagedMethods. Their support is great, the price is reasonable, and Cloud Monitor is a tool I keep coming back to.”
—Dana Ashton, Network Administrator, Sacred Heart Greenwich
With the many benefits Google Workspace provides, that flexibility comes with new cloud-based risks and a need for purpose-built visibility and management tools.
To help protect sensitive data, monitor user activity in real time, and ensure students stay safe in Google tools, Sacred Heart Greenwich turned to ManagedMethods’ Cloud Monitor.
Challenges
Before implementing Cloud Monitor in 2023, Dana was dealing with a growing concern that sensitive data would be accidentally shared outside the domain.
“You don’t know what you don’t know. Just do the free demo and see what you’re missing. Experiencing the visibility and control in Google Workspace that Cloud Monitor provides for myself is really what sold me on working with ManagedMethods.”
—Dana Ashton, Network Administrator, Sacred Heart Greenwich
Along with the flexibility and accessibility that cloud collaboration tools like Google Workspace provide, a single click can expose personally identifiable information (PII), financial details, and other confidential information to the public web, often without the user fully realizing it. This can present significant risks to school finances, student identity protection, and FERP and CIPA compliance.
“Everybody wanted to be able to share outside of our domain, but I knew there were significant risks if they didn’t do it properly,” Dana explains. “When we had everything on a local file server, access was easy to control. But once you’re in Google, if you’re not careful, anyone with a link can forward it, post it, or send it out without thinking twice.”
The school relied on a rigid, manual process to mitigate those risks. Dana created a special organizational unit for staff who needed external sharing access and issued detailed instructions about what could and couldn’t be shared. But, as the school’s needs evolved and file sharing became more frequent, this approach became harder to scale and difficult to enforce.
“Cloud Monitor gives us just enough alerts to stay aware of potential security and safety risks without overwhelming us. I know it’s working, and I don’t have to babysit it. That’s huge when you’re a small IT team juggling everything from cybersecurity to HVAC.”
—Dana Ashton, Network Administrator, Sacred Heart Greenwich
He knew he needed automated oversight to spot security issues as they happened, not after the fact.
When his search for a solution brought him to the ManagedMethods website, he jumped at the chance to do a 30-day free audit and see what was going on in his Google Workspace domain.
“Evaluating vendors is time-consuming and can be quite tedious,” Dana explains. “But, doing the demo and experiencing the visibility and control in Google Workspace that Cloud Monitor provides for myself is really what sold me on working with ManagedMethods.”
Results
Since deploying Cloud Monitor, Dana has gained full visibility into activity across the school’s Google Workspace environment. He now receives alerts for sensitive data exposure, inappropriate content, and policy violations in real time. These alerts allow him to respond quickly, without slowing down instruction or adding unnecessary friction for users.
For example, Cloud Monitor recently blocked an outgoing email from the HR team that included credit card information for a legitimate transaction. “It was good that it caught it,” Dana says. “Even though the intent was valid, it proves the system is doing exactly what it’s designed to do—stopping risky data from getting out.”
“Cloud Monitor’s data loss prevention tools have been a game changer. I can see when sensitive information, like personal records or financial documents, is being shared in ways it shouldn’t be. Before, that kind of exposure would go completely unnoticed. Now I can address it before it becomes a real problem.”
—Dana Ashton, Network Administrator, Sacred Heart Greenwich
In other cases, Cloud Monitor has flagged unauthorized sharing of documents containing PII or financial information. While these types of internal risks are usually unintentional, they’re extremely common sources of data leaks that are often overlooked.
“People send out loan paperwork or sensitive forms without realizing who else might have access,” Dana explains. “Now I can step in and remind them that their school email isn’t the right place for that kind of information. And that they shouldn’t be sharing it in that way.”
Beyond file sharing and email content, Cloud Monitor also helps Sacred Heart Greenwich enforce responsible use of school-managed Google accounts. For example, the platform alerted Dana to the fact that students were using their school credentials to log into TikTok, Instagram, and other third-party apps, which puts the school at risk for security, safety, and compliance reasons.
“We started blocking that behavior,” he says. “It doesn’t stop students from using those apps entirely, but it makes sure they’re doing it on their personal accounts, not their school ones.”
Setting up Cloud Monitor was fast and easy. Dana describes it as a “set it and forget it” platform that delivers value without requiring constant attention. “I get just enough alerts to stay aware without being overwhelmed,” he says. “Cloud Monitor gives us real-time visibility into the issues that matter—data exposure, policy violations, and misuse. It’s easy to manage, and it just works.”
For Dana, the investment is well worth it. “Nothing is 100%, but having this protection in place means our data is safer, our students are better protected, and we can move faster without compromising security,” he says. “The alternative is like leaving your house unlocked while you’re on vacation. You might get lucky—but it’s not a risk worth taking.”
Want to learn more about how Cloud Monitor and Content Filter can improve your school’s cybersecurity and safety? Claim your free Google Workspace and/or Microsoft 365 security and safety audit today.
