Managing and Monitoring DLP Policies

How to Implement and Manage Data Loss Prevention (DLP) Policies in Microsoft Office 365

Meta Description: Learn how to implement and manage Data Loss Prevention (DLP) policies in Microsoft Office 365 to protect sensitive information such as PII, financial data, and intellectual property. This guide provides a step-by-step walkthrough and best practices for IT professionals.

Introduction to Data Loss Prevention (DLP) in Office 365

Data Loss Prevention (DLP) is a critical component of any organization's security strategy. With the increasing amount of sensitive data being stored and shared through Office 365, it is essential to implement robust DLP policies to prevent accidental or intentional data leaks. DLP policies in Office 365 help identify, monitor, and protect sensitive information across various services such as Exchange Online, SharePoint Online, OneDrive for Business, and Microsoft Teams.

Why DLP Policies are Important

DLP policies help organizations comply with regulations such as GDPR, HIPAA, and PCI-DSS by ensuring that sensitive data is not shared inappropriately. By using predefined or custom DLP policies, you can detect sensitive information such as credit card numbers, social security numbers, and health records, and take actions such as blocking access, encrypting data, or alerting administrators.

Prerequisites for Implementing DLP Policies

Before you start implementing DLP policies in Office 365, ensure that you have the following:

• Office 365 Subscription: DLP is available in Office 365 E3, E5, and Microsoft 365 E3 and E5 plans.

• Permissions: You need to be a member of the Compliance Center or have the "Compliance Administrator" role assigned in the Microsoft 365 compliance center.

• Backup: Before making any significant changes, ensure that you have a backup of your current policies and configurations.

Step-by-Step Guide to Creating a DLP Policy

Step 1: Access the Microsoft 365 Compliance Center

1. Log in to the Microsoft 365 compliance center.

2. Navigate to "Solutions" and then click on "Data loss prevention."

Step 2: Create a New DLP Policy

1. Click on "Policies" in the left-hand menu and then click on "Create policy."

2. You can choose from a list of pre-defined templates such as "U.S. Financial Data," "U.S. Health Insurance Act (HIPAA)," or "U.S. Personally Identifiable Information (PII) Data." For a custom policy, select "Custom policy" and click on "Next."

3. Name your policy and provide a description. For example, "Protect Financial Data."

Step 3: Choose Locations to Apply the DLP Policy

1. Select the locations where you want the DLP policy to be applied. Options include Exchange email, SharePoint sites, OneDrive accounts, and Microsoft Teams chat and channel messages.

2. You can choose to apply the policy to all locations or only specific ones. For instance, if you only want to protect financial data in Exchange Online and OneDrive for Business, select those specific locations.

Step 4: Define Policy Settings

1. Define what type of sensitive information you want to protect. For a pre-defined template, the sensitive information types are already defined. For a custom policy, you need to define your own conditions and rules.

2. For instance, if you want to protect credit card numbers, you can add a condition such as "Content contains" and select "Credit Card Number" from the list of sensitive information types.

3. Set the conditions for when the policy should be triggered. For example, you can set a rule that triggers when a document contains a credit card number and is shared outside the organization.

Step 5: Set Actions for Policy Matches

1. Define what actions should be taken when a policy match is detected. Actions can include:

• Block access to the content and show a policy tip.

• Block access to the content and send an email notification to the user and the compliance team.

• Allow access but send a notification and log the event for auditing purposes.

2. You can also set user notifications and override options where users can justify why they need to share the sensitive information.

Step 6: Test or Turn on the Policy

1. Before fully enforcing the policy, it is recommended to first test it in "Test mode." This allows you to see what would happen if the policy were active without actually blocking any content.

2. After testing and making any necessary adjustments, you can turn on the policy to make it active.

Managing and Monitoring DLP Policies

Monitoring DLP Policy Matches

1. To monitor DLP policy matches, go to the "Reports" section in the Microsoft 365 compliance center.

2. Use the "DLP policy matches" report to see a summary of policy matches and incidents.

3. For more detailed information, you can use the "Activity explorer" to see individual policy matches and actions taken.

Updating DLP Policies

1. To update an existing DLP policy, go to the "Policies" section in the Microsoft 365 compliance center.

2. Select the policy you want to update and click on "Edit policy."

3. Make the necessary changes such as updating the sensitive information types, conditions, or actions, and save the changes.

Removing DLP Policies

1. To remove a DLP policy, go to the "Policies" section in the Microsoft 365 compliance center.

2. Select the policy you want to remove and click on "Delete policy."

3. Confirm the deletion. Note that once a policy is deleted, it cannot be recovered, so make sure you have a backup if needed.

Best Practices for DLP Policies in Office 365

• Start with Test Mode: Always start your DLP policies in test mode to understand their impact without disrupting business operations.

• Regularly Review and Update Policies: Regularly review your DLP policies to ensure they are still relevant and effective. Update them as needed based on new regulations or changes in your organization's data handling practices.

• Educate Users: Educate your users about DLP policies and what actions might trigger a policy match. This helps reduce false positives and ensures that users understand the importance of protecting sensitive information.

• Use Custom Sensitive Information Types: If the pre-defined sensitive information types do not meet your needs, create custom sensitive information types to better match your organization's specific data protection requirements.

• Leverage Incident Reports: Use the incident reports and activity explorer to monitor and investigate policy matches. This helps you identify potential data leaks and take corrective actions.

Conclusion

Implementing and managing Data Loss Prevention (DLP) policies in Microsoft Office 365 is a crucial step in protecting sensitive information and ensuring compliance with various regulations. By following the steps outlined in this guide, you can create, test, and enforce DLP policies that help safeguard your organization's data. Regular monitoring and updating of these policies will ensure that they remain effective in the face of evolving threats and regulatory requirements.