PROTECT SENSITIVE DATA AND ENSURE COMPLIANCE WITH EFFECTIVE DLP STRATEGIES FOR MODERN CYBERSECURITY CHALLENGES
A customer sends over a security questionnaire before renewing a contract. An insurance carrier asks for details about how sensitive information is protected. An auditor wants documentation showing that data-handling policies are not only written down but enforced. For many organizations, these requests expose the same challenge. Employees may understand that certain information is sensitive, and the business may have policies describing how it should be handled. But regulated industries are often expected to show that controls are in place and working. Data Loss Prevention (DLP) can help provide the evidence that supports compliance with those requirements. To help clients, prospects, and others, Koltiv has provided a summary of the key details below.
DLP is designed to help organizations identify sensitive information and control how that information is used or shared. Within Microsoft 365, DLP policies can be configured around information such as financial account numbers, personal information, employee records, health information, or other data the organization considers sensitive. For businesses in regulated industries, that matters because many compliance requirements go beyond written policies. Organizations need to be able to demonstrate that safeguards are in place and operating as intended.
An effective DLP program generally includes the provider and the business working together to identify sensitive information across channels. Then, they can develop a written policy for how information is to be used and shared. Depending on the risk, the policy may call for a response that warns an employee, notifies IT, or completely blocks an action. This process generates a log showing when a policy was triggered and how the system responded. In effect, DLP is both one of the controls and one of the sources of evidence that regulations often call for as part of a robust cybersecurity posture.
DLP gives regulated businesses a way to show that sensitive data is being protected and monitored. To be clear, it does not make an organization compliant on its own, but it can support specific requirements in a broader compliance program. Common frameworks include:
Manufacturers and other organizations in the defense supply chain may need to protect Federal Contract Information (FCI) and Controlled Unclassified Information (CUI) under CMMC and NIST 800-171 requirements.
DLP can support controls around how FCI and CUI are shared, transmitted, stored, or handled on supported systems. For example, a policy may restrict certain information from being emailed outside the organization or copied to a USB drive. DLP logs can also help demonstrate that those controls were in place at any given time.
For organizations responding to prime contractor questionnaires or preparing for an assessment, this type of documentation can be especially important. A written policy explains what should happen. DLP can help show how that policy is enforced in practice.
An employer-sponsored group health plan may be subject to HIPAA, which can create data-protection responsibilities for organizations that would not otherwise think of themselves as part of the healthcare industry. For example, an employer may handle protected health information (PHI) in connection with certain plan-administration functions. DLP can help identify PHI within supported Microsoft 365 environments, enact rules around sharing the information, and create records showing when a policy was triggered.
HIPAA compliance may also involve access controls, employee training, documentation, and other administrative and technical safeguards. DLP can support part of the requirement; however, other safeguards are likely needed as well.
Cyber insurance is not a regulation, but renewal questionnaires cover much of the same information. For example, carriers may ask how the business protects sensitive data. They may ask for evidence of technical controls and ongoing monitoring. They are often looking for more than “employees are trained not to send sensitive files externally,” and they often request concrete proof of safeguards.
DLP can help provide that proof. Reports and logs can show which policies are in place, the rules those policies enforce, and alerts or other activity generated when a rule is triggered.
Organizations that handle personal information may be subject to the EU’s General Data Protection Regulation (GDPR) or state privacy laws. These laws generally require controls around information disclosure or sharing.
For example, the GDPR applies to the information of any individual located in the EU. Canada has a similar law called the Personal Information Protection and Electronic Documents Act (PIPEDA). The United States does not have a federal law, but many states, including Iowa, do. And all states have data breach notification laws.
DLP can help reduce the risk of accidental disclosure and provide evidence that controls around personal information are in place. The obligations vary by jurisdiction, so DLP policies should be configured to meet the specific requirements that apply to the organization.
DLP should be thought of as one part of a broader compliance and cybersecurity program. Organizations may also need access controls, security awareness training, incident response procedures, threat detection, and ongoing monitoring. The exact mix depends on the organization and the data being protected.
Some Microsoft 365 licenses provide DLP capabilities for services such as SharePoint and OneDrive. More advanced protections may fall under Endpoint DLP, including when the organization needs controls around actions such as copying files to a USB drive or sending something to the printer.
Whatever the starting point for an individual organization, the goal is to build a DLP strategy that reflects the organization’s compliance requirements and ultimately protects business operations and continuity. Auditors and regulators do not accept intent; they accept artifacts, and DLP is one way to support that requirement.
DLP can help regulated organizations strengthen controls around sensitive information and provide evidence that those controls are operating. It is one part of a broader cybersecurity and compliance strategy that may also include several other safeguards. DLP for Microsoft 365 is included in Koltiv’s ARMOR and FORTRESS managed IT packages. Broader compliance support for HIPAA, CMMC, and NIST is handled through Custom IT engagements. If you’d like help evaluating where DLP fits or strengthening your cybersecurity and compliance environment, Koltiv can help. For additional information call 515-233-0078 or click here to contact us. We look forward to speaking with you soon.