Collaboration in brief
| Starting Point: | Keys to Success: | Outcome: |
| The collaboration aimed to get the most out of Google Workspace – both in terms of end-users and the IT administration. Later, the need to improve data security in accordance with ISO 27001 and NIS2 requirements was also identified, along with the need to utilize new, continuously evolving features without overloading Algol's own team. | Gapps carried out the license transfer, and Google Workspace Managed Services was implemented for environment management and development. This ensures that the environment meets tightening regulations and remains secure in a rapidly changing landscape. | Algol's Google environment is now more secure, better managed, and more effectively utilized than before. Thanks to audits and alerts, data security risks have been brought under control, training has improved the user experience, and the IT team's workload has been reduced. |
Google Workspace Managed Services: More Efficient Management and Enhanced Cybersecurity
Algol is a Finnish family-owned business and a multi-branch company, with business units that import and sell products to the industrial and healthcare sectors. Google Workspace has been a central tool for Algol since 2010. The collaboration with Gapps began at the end of 2021 with the goal of transferring license management to an expert partner and gaining support for environment development, allowing Algol's own IT team to focus on advancing business-critical projects.
Over the years, the growth of the Google environment and the increasing regulations, such as NIS2, ISO 27001, and GDPR, have created a need for continuous development and monitoring. Security is also emphasized in Algol's sustainability efforts. With Gapps' Google Workspace Managed Services, Algol's environment is now even more secure, allowing the company to focus on its core business, as Gapps' proactive approach ensures the continuous development and security of the environment.
Our ongoing partnership with Gapps has brought us certainty: we know that our environment is continuously protected and evolving. Without Gapps' proactive approach, we would have had to allocate more internal resources than we currently do to developing the environment and identifying and responding to threats.”
- Arto Peterzens, CIO, Algol
Ongoing Partnership Saves IT Management Time for Essential Tasks
Gapps was chosen as a partner because Algol was looking for in-depth technical expertise, continuous monitoring, and proactive support. The goal was to transfer license management to an expert and receive assistance with environment development, allowing Algol's own IT team to focus on business-critical projects.
The collaboration with Gapps began in 2021 with the license transfer, and at the same time, the Google Workspace Managed Services model was built. This included quarterly security reviews, real-time alerts for suspicious events, user training, and other measures. The initial assessments revealed areas for improvement, such as long session durations, the use of SMS-based two-factor authentication (2FA), and occasional link sharing, all of which increased the risk of file dissemination.
"We have been using Google Workspace since 2010, and over the years, the environment has grown enormously. Our own team simply didn't have the time to keep up with all the new features or sufficiently tightening security requirements," says Peterzens.
Because the environment has grown significantly and development needs have accumulated, new audits and even closer collaboration were initiated last year. During these, Gapps implemented several key improvements. Session settings were tightened by shortening the maximum session duration to four hours. 2FA practices were improved by piloting more secure token and FIDO2 solutions than SMS, which will be implemented after the pilot. Email traffic protection was strengthened by checking SPF and DKIM settings and implementing DMARC reporting.
Browser management development began based on the needs identified in the assessments. A more precise model for link sharing management was created, and settings are monitored quarterly. Additionally, log data is analyzed together with Gapps' experts.
We could have done everything ourselves, but it would have required a lot more effort – and that's what expertise is all about. Do the right things, and get them right the first time.
Arto Peterzens, ICT Director, Algol
Results of Continuous Development
Based on Gapps' deliveries, Algol has been able to establish a strong foundation for data security that supports both current needs and future projects.
"Our ongoing partnership with Gapps has brought us certainty: we know that our environment is continuously protected and evolving. Without Gapps' proactive approach, we would not have been able to keep up with Google's cloud development or react quickly to new threats," Peterzens comments.
By using Google Workspace Managed Services, the following benefits have materialized:
Enhanced Comprehensive Data Security: Shorter session durations and stronger MFA practices have reduced the risk of session hijacking. DMARC reporting quickly detects misuse, and the upcoming policy, which automatically blocks spoofed messages, will further increase protection.
Effective Sharing Policy Management: Sharing settings where files are openly available via a link have been brought under control in time, before wider risks arose. This has significantly reduced the possibility of data leaks.
Development of User Experience and Competence: Gmail and Google Forms training sessions have helped employees work more smoothly and securely in their daily tasks. The training sessions have been particularly well-received among HR and end-users.
Time Allocation to Strategic Projects: With Gapps handling audits, alerts, and development program maintenance, Algol's IT team can focus on developing the Business Intelligence environment, preparing for ISO 27001 certification, and advancing other business-critical projects, among other things.
"We don't have resources allocated to constantly follow all the new developments because we are used to Gapps keeping us up to date and telling us what new features we could utilize. It's easy to get stuck in familiar practices, so it's valuable to hear about new developments from elsewhere. If we were to actively follow developments and learn technical configurations ourselves, it would require significantly more proactivity," Peterzens explains.
In the future, we will continue our collaboration on DLP and data classification projects, browser management, and evolving AI features, among others.
Algol in brief
Algol is a family-owned business and a multi-branch company with over 130 years of experience in international trade. Algol group imports, sells, and manufactures products for the industrial and healthcare sectors. Additionally, they offer high-quality services, such as design, customized delivery solutions, as well as installation, service, and maintenance services.
Google Workspace has been a key tool for internal IT collaboration and communication, and the partnership with Gapps has enabled the maintenance of a secure, efficient, and flexible cloud environment. Algol's goal is to continue utilizing innovative cloud solutions in cooperation with Gapps to ensure that its IT infrastructure remains reliable and develops efficiently.
