DLP Policy 101: From Basics to Best Practices

In today’s world, data is considered more valuable than ever and the importance of securing it can not be overstated. Data loss prevention (DLP) is one of the most important lines of defense in safeguarding sensitive information from unauthorized access or leaks. Whether it’s personally identifiable information (PII) or a corporation’s intellectual property (IP), the risks and repercussions of data loss are both immediate and extensive.

Understanding the critical role of DLP is only the beginning. The real challenge lies in creating effective DLP policies – a set of guidelines and protocols designed to ensure robust data security. In this article, we’ll guide you through the essentials of creating a DLP policy that not only offers top-notch data protection but also aligns with compliance standards and best practices.

The Meaning Behind DLP Policy

A DLP policy is a set of rules and procedures that an organization puts in place to safeguard its confidential data. It outlines how to protect sensitive information from unauthorized access, transfer, or deletion.

But, why is a DLP policy so critical? In today’s landscape where data breaches are becoming all too common, a well-crafted DLP policy acts as your first line of defense against both external and internal threats. Whether it’s protecting customer’s credit card numbers, employees’ social security numbers, or your own organization’s IP, a DLP policy ensures that sensitive data remains exactly where it should be – secure and within the confines of your network.

Without a robust DLP policy, you’re essentially sailing in treacherous waters without a compass. Your security teams are not just risking financial losses from potential data breaches but also jeopardizing your reputation, and stakeholder trust, and, in some cases, even risking legal consequences. Remember, when it comes to data security, it’s always better to be proactive. That’s exactly what a well-implemented DLP policy helps you achieve.

The Five Essential Components of DLP

Creating an effective DLP policy is an ongoing process that involves multiple elements. While there are various ways to approach DLP security, we’ve narrowed it down to five core components that serve as the backbone of any successful Data Loss Prevention strategy: Identification, Protection, Monitoring, Response, and Maintenance:

1. Identification

Before you can protect your data, you need to identify what you’re protecting. This step often starts with a DLP risk assessment to classify data into different categories such as confidential, public, or internal. This also means knowing where this data resides – be it on servers, laptops, or cloud storage. The aim is to pinpoint the type of data that, if lost or leaked, could harm your organization in some way. Modern DLP solutions often come with data classification tools that use regular expressions to automate this process, saving both time and effort.

2. Protection

Once you’ve identified the data that needs safeguarding, the next step is to put protective measures in place. This includes setting up firewalls, encryption protocols, and access permissions to ensure that only authorized personnel can access specific data sets. Protection is not just about keeping external threats at bay but also about managing internal access to minimize the risk of accidental leaks or insider threats.

3. Monitoring

A DLP policy is only as good as its ability to detect unauthorized activities. Monitoring involves real-time tracking of how data is being used, accessed, and transferred within your organization. If someone tries to send confidential files to an external email address or upload them to a public cloud, the DLP system should be able to flag this activity immediately.

4. Response

So, your DLP system has detected an unauthorized activity – what next? The response component outlines the steps that must be taken following a violation. This could range from simple notifications to system admins, to more severe actions like automatically blocking the transfer of sensitive data. Having a rapid and effective response mechanism can mean the difference between a minor hiccup and a full-blown data disaster.

5. Maintenance

Maintenance is about keeping your DLP policy up-to-date and in compliance with any regulatory changes, ensuring data privacy, and aligning with the broader goals of your security and compliance teams. Regular audits, reviews, and updates are essential to ensure that your DLP policy remains effective and compliant with any regulatory changes. Maintenance also involves staff training and awareness programs to ensure that everyone in the organization understands the importance of data security.

These five components form the pillars of a solid DLP policy.

Real-world Examples of DLP Policies

Understanding the theory behind DLP is one thing, but seeing it in action is another. Here are some real-world DLP policy examples that provide a practical perspective. These examples are not one-size-fits-all but can be customized to suit the specific needs of different organizations:

Example 1: Healthcare Industry

• Policy: Block all unauthorized attempts to transfer patient records outside of the hospital’s secure network.
• How it Works: A DLP solution monitors the network for any data transfers containing specific keywords or patterns unique to patient records (i.e., Social Security numbers, PHI) to ensure HIPAA and PCI DSS compliance.
• Customization: The policy can be adjusted to permit certain roles, like doctors or medical researchers, to transfer this data under specific conditions, such as encrypting the data and sending it to verified recipients.

Example 2: Financial Sector

• Policy: Encrypt all email communications containing sensitive financial data.
• How it Works: Whenever an email is sent containing specific identifiers like credit card numbers or account details, the DLP system automatically encrypts the email before it leaves the server.
• Customization: The encryption protocols can be modified based on the recipient. For example, communications within the organization might use standard encryption, whereas communications with external financial bodies might use higher-level encryption protocols.

Example 3: E-commerce Business

• Policy: Prevent storage of customer payment information on local employee computers.
• How it Works: The DLP solution scans local storage and flags any files or databases that appear to contain customer payment information. Flagged files are either deleted or moved to a secure, centralized server.
• Customization: Exceptions can be made for certain departments like customer service, where quick access to some information might be necessary. However, even in these cases, sensitive data like CVV numbers should never be stored.

Example 4: Educational Institutions

• Policy: Restrict the sharing of student records to authorized personnel only.
• How it Works: The DLP system monitors for any sharing or transferring of files that contain student records. If such an activity is detected from an unauthorized account, the transfer is blocked, and a notification is sent to the admin.
• Customization: Teachers and administrators can be whitelisted to share this information within specific contexts, such as when collaborating on student evaluations or academic research.

These examples can serve as a starting point for developing a DLP policy and you can tailor them to your organization’s unique requirements. Advanced DLP solutions, including Device Control, offer the flexibility to adapt these policies further, giving you the control you need to protect your sensitive data effectively.

How to Create Your Own DLP Policy

Creating a DLP policy takes more than just defining what sensitive data needs to be protected, it must be crafted to protect the data effectively. To get started, follow these steps:

Step 1: Assess Your Data

• What to Do: Conduct a comprehensive audit to identify what kinds of sensitive data your organization handles.
• How to Do It: Use automated data classification tools or enlist the help of department heads to identify the types of sensitive data they use or manage.

Step 2: Identify Stakeholders

• What to Do: Determine who will be responsible for the DLP policy’s implementation and maintenance.
• How to Do It: Create a cross-functional team consisting of members from IT, legal, HR, and other departments that handle sensitive data.

Step 3: Define Scope and Objectives

• What to Do: Clearly outline what the DLP policy aims to achieve.
• How to Do It: State the objectives in measurable terms, like reducing data leakage incidents by 50% within a year or achieving full GDPR compliance.

Step 4: Draft the Policy

• What to Do: Write down the rules, protocols, and procedures that make up your DLP policy, using policy templates as a starting point.
• How to Do It: Use the five essential components of DLP – Identification, Protection, Monitoring, Response, and Maintenance – as your guide.

Step 5: Choose the Right Tools

• What to Do: Select the DLP solutions that will help you enforce your policy.
• How to Do It: Research and demo various DLP solutions like Endpoint Protector to find one that aligns with your needs.

Step 6: Train Your Staff

• What to Do: Educate your team about the importance of DLP and how to adhere to the policy.
• How to Do It: Conduct regular training sessions, webinars, or even simple email reminders with tips and best practices.

Step 7: Implement and Test

• What to Do: Roll out the DLP policy and solutions.
• How to Do It: Start with a pilot phase, focused on the most critical areas. Monitor for issues and make necessary adjustments.

Step 8: Monitor and Update

• What to Do: Keep tabs on how effective your DLP policy is.
• How to Do It: Use analytics and reporting features of your DLP solution to track incidents and compliance levels. Update the policy as needed.

Creating a robust DLP policy may seem like a monumental task, but breaking it down into these manageable steps can make the process much more approachable.

Tips for an Effective DLP Policy

No two organizations are the same, and what works for one may not work for another. However, there are some universal tips that can make your DLP policy more effective:

1. Start Small

• What It Means: Don’t try to cover all bases at once. Focus on the most critical data first.
• Why It’s Important: It allows you to test the waters without overwhelming your systems or your team.

2. Regular Audits

• What It Means: Continually assess the types of data your organization is handling.
• Why It’s Important: New types of sensitive data may emerge, and regular audits help to keep your DLP policy current.

3. User Feedback

• What It Means: Encourage feedback from end-users who interact with the DLP systems.
• Why It’s Important: They can provide insights into false positives or endpoint performance, and their feedback can be invaluable for fine-tuning the system.

4. Leverage Machine Learning

• What It Means: Use DLP solutions that incorporate machine learning for better data classification and fewer false positives.
• Why It’s Important: Machine learning adapts to new data patterns, making your DLP system more robust over time.

5. Policy Awareness

• What It Means: Ensure that everyone in the organization is aware of the DLP policy and understands its importance.
• Why It’s Important: The more informed your team is, the lower the chances of accidental data leaks.

6. Periodic Reviews

• What It Means: Regularly review the DLP policy and the technology that supports it.
• Why It’s Important: Threats and business requirements change. Periodic reviews help ensure your DLP policy remains effective and relevant.

7. Vendor Collaboration

• What It Means: Work closely with your DLP solution provider for ongoing support and updates.
• Why It’s Important: Vendors often offer updates that address new types of threats or compliance requirements.

8. Document Everything

• What It Means: Keep records of all incidents, actions, and changes related to your DLP policy.
• Why It’s Important: Documentation is crucial for compliance with various regulations such as HIPAA, PCI DSS, and GDPR, and can provide insights for future policy adjustments.

Incorporating these tips into your strategy can significantly improve the effectiveness of your DLP policy.

Put Your Plan Into Action

Once you have successfully created your DLP policy, the work is not done. It requires ongoing attention and adaptation to the ever-changing digital landscape. Training, awareness, and a culture of data protection can make all the difference in preventing data loss.

If you are looking to protect your organization’s data, a comprehensive DLP solution is what you need. Endpoint Protector by CoSoSys specializes in endpoint DLP and integrates seamlessly with your existing systems, offering features like advanced data classification and real-time monitoring to safeguard your organization’s sensitive and confidential data across Mac, Windows, and Linux operating systems.