In today’s data-driven world, managing information effectively has become a critical component of organisational success. However, many organisations struggle to implement robust information management and protection strategies, leaving them vulnerable to compliance issues and data breaches. As data loss prevention (DLP) becomes an increasingly hot topic, it’s essential to understand the complexities involved in safeguarding sensitive information.
The Growing Importance of Data Loss Prevention
DLP policies are crucial for protecting sensitive data, yet many organisations find it challenging to enforce these policies effectively due to a lack of knowledge and time. Organisations often have standing operating procedures (SOPs) in place, but internal processes can still leak sensitive information, leaving organisations open to compliance issues. This is particularly problematic when security issues are identified, and new policies are implemented without updating the related internal processes.
A recent example is an organisation that identified a security gap and implemented a new data protection policy alongside a secure payment system. However, because the internal processes weren’t updated, the organisation continued using old methods, putting them at risk. This highlights the importance of not just adopting new technologies, but also ensuring that all related processes are updated, and staff are adequately trained.
Understanding the Information Protection Journey
The journey towards effective information protection begins with identifying decision-makers within the organisation, such as the CIO, internal stakeholders, IT managers, and the executive team. These stakeholders are responsible for categorising organisation data, identifying sensitive information, and developing a classification model. However, it’s crucial to strike the right balance—over-securing data can hinder workability, leading to reduced productivity and potential DLP incidents through Shadow IT.
Once a classification model is in place, organisations can develop a DLP strategy. This involves assessing the data using tools like Microsoft’s auto-label features, which can identify financial data, personally identifiable information (PII), and sensitive information types (SITs). Trainable classifiers can further enhance this process by recognising and treating sensitive documents accordingly.
Encryption plays a vital role in protecting sensitive information. For instance, when sensitive information is sent between executive team members, Microsoft 365’s encryption ensures that only intended recipients can view the email, even if a personal assistant has access to the inbox. Additionally, insider risk management tools can identify abnormal behaviours, such as a sudden surge in document downloads onto a USB stick, and take steps to mitigate these risks.
Protecting and Monitoring Information
To ensure that sensitive information is handled correctly, organisations should implement a tiered approach to protection:
- Informative: Warning and email tips, such as notifications when sensitive information is being sent to an external email.
- Protective: Encryption to safeguard data during transmission.
- Restrictive: Blocking access internally or externally, which should be carefully implemented to avoid locking out large segments of the workforce.
Before deploying these measures, it’s essential to test and assess the strategy using test data. This iterative process ensures that the strategy is robust and aligns with the organisation’s goals. Once the strategy is fine-tuned, it’s time to prepare the environment, document the processes, and educate users. User education is critical—employees must understand the importance of these measures to avoid unintentionally compromising sensitive information.
Implementing a DLP Strategy: A Collaborative Effort
DLP implementation is not a one-off project but an ongoing process requiring collaboration between IT professionals and organisational leadership. At Inde, we can help play a crucial role in guiding organisations through this journey. By partnering and working closely with internal teams, Inde becomes an extended CIO, helping organisations navigate the complexities of DLP over a 3-6 month period . This partnership ensures that the DLP policy is robust, sustainable, and ultimately manageable by the organisation itself.
Data management solutions (DMS) are key in supporting DLP efforts. Without a centralised platform like SharePoint or Microsoft Azure File Share, it’s challenging to monitor and protect data effectively. Inde supports organisations in consolidating their documents and data into a single, secure environment where DLP measures can be applied seamlessly.
Insider Risk Management and Security Measures
Insider risk management is a critical aspect of DLP. Identifying abnormal behaviours, such as large-scale document downloads onto a USB stick, is crucial for preventing data breaches. Organisations can also place employees on a watchlist under insider risk management review if they are about to be made redundant or fired, allowing for close supervision of their actions during the notice period.
Additionally, DLP measures should encourage positive behaviours, ensuring that emails and documents are handled appropriately. The base function of DLP is not just about preventing the loss of a laptop or stopping access—it’s about creating a secure environment where sensitive information is protected, whether it’s stored on a USB stick or transmitted via email.
Tailoring DLP Solutions to Organisational Needs
Every organisation is unique, and DLP solutions must be tailored to meet specific needs. For example, when issues arise with accessing certain systems, employees might resort to sending sensitive information via personal email to get the job done. While this might seem like a quick fix, it unintentionally puts the organisation at risk. Employees need to understand the importance of adhering to DLP policies and why certain actions are not permitted.
Licensing also plays a role in implementing DLP strategies. While Microsoft’s E3 license allows for some DLP capabilities, the E5 license provides full access to advanced features like sensitivity labels and insider risk management. However, not every organisation needs to license all employees under E5. For instance, during a redundancy process, only those at risk could be temporarily upgraded to E5 for enhanced monitoring.
Leading the Way in Information Management
As DLP becomes a critical need across industries, organisations must take proactive steps to protect their data. Inde is well-positioned to support in this space, offering the expertise and partnership needed to implement robust DLP policies that safeguard sensitive information while maintaining productivity. By investing in the right tools, educating staff, and collaborating with experts, organisations can protect their data and ensure long-term success in a data-driven world.
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