Key Points
- Understanding Microsoft Purview DLP: Microsoft Purview DLP is a policy-driven solution that helps IT admins discover, classify and protect sensitive information across data repositories to prevent data leakage.
- Creating DLP policies
- Creating new DLP policies from a pre-existing template: To create a DLP policy from an existing template, sign in to the Microsoft Purview portal, navigate to Data Loss Prevention > Policies, click Create Policy, select a predefined category and template from the Categories tab, configure the service name, description, and locations, optionally assign admin units for specific users or groups, customize the default rules and protection actions as needed, then test the policy before deployment.
- Custom DLP policy creation: To create a custom DLP policy, sign in to the Microsoft Purview portal, navigate to Data Loss Prevention > Policies, click Create Policy, select “Custom” under Categories, name your policy, optionally assign admin units from Microsoft Entra ID, specify enforcement locations, configure advanced rules and conditions for handling sensitive data, then review and test before activation.
- Best practices: Best practices for DLP include classifying sensitive data, evaluating current workflows, educating employees, and regularly reviewing policies to adapt to evolving security threats.
Microsoft Purview Data Loss Prevention (DLP) is a comprehensive data loss prevention solution designed to address the challenges posed by cybersecurity threats (especially data security threats).
Understanding how to configure this DLP solution is beneficial as it enables IT admins to identify, monitor, and protect sensitive data across environments. This guide provides a detailed walkthrough on configuring Microsoft Purview DLP for effective data protection
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How to configure Microsoft Purview DLP policies step-by-step
Users can create a DLP policy from existing default templates or create a completely custom policy on Microsoft Purview.
Prerequisites
General prerequisites
Before creating a DLP policy, users need to have the following:
- Microsoft 365 subscription
- Appropriate roles and permissions, such as:
- Compliance administrator
- Compliance data administrator
- Information protection admin
- Security admin
Critical step: Define sensitive data types and categories for detection
Users must be able to identify sensitive data, as well as the different types of sensitive data that require special protection. These categories may differ based on industry regulations, internal policies, and your organization’s nature of operations.
Creating a DLP policy from default templates
Default templates are ideal if you need to quickly deploy DLP policies. These templates should cover the basics, but can be further refined with further configuration. To create a DLP policy using a template, follow the steps below:
- Sign in to the new Microsoft Purview portal with the appropriate account.
- Go to Solutions > Data Loss Prevention > Policies.
- Click Create Policy.
- From the Categories tab, select the predefined categories and templates that align with your organization’s requirements.
- Configure service name, description, and locations based on your specific needs.
- Assign admin units for users or groups.
- To restrict the policy to specific users or groups: assign admin units created in Microsoft Entra ID (formerly Azure Active Directory).
- Skip this step if the policy is intended to apply to the whole organization.
- Configure policy settings or use the default rules provided in the template as needed.
- Define the protection actions that the policy will enforce from a list of default rules or take those defaults and customize them as required.
- Test the policy before deployment.
Creating a custom DLP policy
Instead of relying on default policies, users can choose to create a fully customized DLP policy tailored to their specific requirements. To do so, follow these steps:
- Sign in to the new Microsoft Purview portal with the appropriate account.
- Go to Solutions > Data Loss Prevention > Policies.
- Click Create Policy.
- Under Categories, select “Custom” to build a custom DLP policy.
- Name your policy and provide a short description.
- Assign admin units for users or groups from Microsoft Entra ID to limit the policy to specific users or groups; otherwise, skip this step.
- Specify the enforcement locations for your policy by adding and removing specific groups, sites, or workspaces.
- Configure policy settings, using advanced DLP rules options; these provide configuration options for policy rules, enforcement, and even allows IT admins to specify how they want to control specific sensitive information types.
- Set conditions that govern how users can share sensitive data, as well as the actions taken (e.g. monitoring, blocking, or allowing overrides) when those conditions are not met.
- Review and test before activation.
How to generate, customize, and view DLP reports in Microsoft Purview
DLP reports are valuable tools for gaining insights into data usage patterns and the effectiveness of DLP policies. These reports provide detailed information on policy violations, user activities, and trends related to sensitive data. By analyzing DLP reports, organizations can identify areas for improvement and assess compliance.
Customization and scheduling of DLP reports add flexibility to the monitoring process. Organizations can tailor reports to focus on data protection, compliance, or user activities. Scheduling regular reports ensures that key stakeholders receive timely updates on the organization’s data protection status, facilitating proactive decision-making and compliance audits.
Generating and viewing DLP reports involves navigating Microsoft Purview’s reporting features. Users can access the reports section, customize parameters, and create reports based on predefined or user-defined criteria. Viewing reports provides a visual representation of data protection metrics, aiding stakeholders in assessing the overall health of their DLP implementation.
Interpreting DLP reports correctly requires an understanding of the data presented. Stakeholders should analyze trends, patterns, and anomalies to identify potential security risks or areas of non-compliance. Effective interpretation of DLP reports enables organizations to make data-driven decisions, refine policies, and continuously improve their data protection strategies.
What Is Microsoft Purview Data Loss Prevention (DLP)?
Microsoft Purview, a comprehensive data governance solution, includes a powerful Data Loss Prevention (DLP) module. DLP is a proactive approach that aims to prevent unauthorized access, sharing, or leakage of sensitive information.
Microsoft Purview DLP is driven by policy. That policy provides a unified approach to discovering, classifying, and protecting sensitive information across various data repositories. DLP policies act as proactive safeguards that organizations can customize to match their specific data protection needs. The significance of DLP lies in its ability to prevent data breaches, comply with regulatory requirements, and uphold the confidentiality of critical business information.
What are DLP policies and how do they work?
The core of Microsoft DLP are DLP policies that act as proactive and customizable safeguards. Organizations can configure these policies to match their specific data protection needs. These policies will then define the conditions under which data is considered sensitive and the actions to be taken when such conditions are met.
For instance, a policy might dictate that an email containing credit card details should be blocked or a document labeled as “Highly Confidential” should be encrypted before sharing. DLP policies act as the first line of defense in preventing unauthorized access to sensitive information.
Where Microsoft Purview DLP applies
The role of DLP extends beyond preventing data breaches – it contributes significantly to enhancing an organization’s overall security posture. This is enforced by Purview’s current state of being a single unified policy engine; this means it applies across all the locations where your data is.
Currently, Microsoft retired the “Enterprise DLP vs. Integrated DLP” model. Instead, it now favors a location-based model. This means that supported locations have now expanded. Currently, these include:
- Emails (typically Exchange Online)
- SharePoint Online and OneDrive for Business
- MS Teams
- Windows and macOS endpoints
- On-premises file repositories
- Power BI and Microsoft Fabric
By providing visibility into data usage patterns and potential risks, DLP empowers organizations to make informed decisions about their data handling practices. This proactive stance mitigates the risk of data loss and fosters a culture of data security awareness among employees.
Microsoft DLP best practices
The development of an effective DLP strategy relies on five key best practices:
Identify and classify sensitive data
Effective data loss prevention begins with a robust identification and classification process. Organizations should clearly define what constitutes sensitive data within their context. This involves creating comprehensive lists of sensitive information types, considering industry regulations, and collaborating with relevant stakeholders to ensure a thorough understanding of data sensitivity.
Collaborate with different teams for comprehensive coverage
Data loss prevention is a collaborative effort that requires coordination across multiple teams within an organization. IT teams, compliance officers, legal departments, and end-users all play crucial roles in implementing and adhering to DLP policies. Collaboration ensures comprehensive coverage, aligns policies with organizational goals, and fosters a culture of shared responsibility for data protection.
Evaluate current internal processes
Before implementing DLP policies, organizations should thoroughly evaluate their current internal data handling and protection processes. This includes assessing communication channels, collaboration tools, and data storage practices. Understanding existing workflows enables organizations to tailor DLP policies to seamlessly integrate with daily operations, helping minimize disruption to productivity.
Prioritize employee education
Employee education is a cornerstone of successful data loss prevention. Organizations should prioritize training programs that educate employees on the importance of data security, the types of sensitive information, and their role in safeguarding data. Well-informed employees are less likely to unintentionally violate DLP policies, contributing to a more robust overall security posture.
Review and update DLP policies regularly
The dynamic nature of cybersecurity threats and evolving business requirements makes regular reviews of DLP policies essential. Organizations should establish a recurring schedule for policy reviews, considering changes in regulations, emerging threats, and modifications in data handling practices. Regular reviews help organizations avoid potential risks and ensure that DLP policies remain effective.
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Strengthen enterprise security with Microsoft Purview DLP configuration
In this guide, we have discussed the importance of a strategic and customized approach to configuring Microsoft Purview DLP, the importance of DLP, and the configuration process for both template-based and custom policy creation.
By following the outlined steps and embracing best practices, organizations can establish a robust data protection framework, policy, and controls that mitigate the risks of data breaches, ensure compliance, and foster a culture of security awareness.
