In Ms Exchange 2016 version, the Data Loss Prevention feature plays a herculean role in protecting your data during contingencies.
One of the most important things we need to focus on while using MS Exchange is that – sufficient attempts are being made to prevent data loss of any kind. MS Exchange is one of those applications in which part of sensitive and confidential data are stored. Communications done through emails, important details and a lot more is contained in Exchange mailbox servers, therefore securing it should certainly be a priority. The Data Loss Prevention (DLP) feature in Exchange has made protecting data a lot easier. This feature does everything possible to ensure that data loss is avoided as much as possible during an ost recovery process.
Working of DLP
Exchange provides DLP in the form of policies, with rules for mail flow, with conditions for filtering messages and attachments. After creating a DLP policy, you do not necessarily have to activate it; you can choose to test it without activating it, thus testing its effectiveness over the mail flow. DLP can use the complete force of mail flow rules for detection and action on messages in transit. For example a deep content analysis performed on the basis of keyword match, text pattern match or dictionary match. It also includes other techniques to detect any kind of content that is violating the DLP conditions of an organization. You can also make use of fingerprint sensing for sensitive data.
There is a fair amount of scope for customizing DLP policies, you can not only protect incoming messages from violating the Company’s DLP, but also prevent senders from sending a mail violating the DLP. So before a sender has sent a message, they will know if it violates the DLP. This can be done by configuring Policy Tips.
Establishing DLP Policies
You should design DLP policies for the protection of sensitive data, this feature will not only help you protect sensitive information, but also identify parts of data that count as sensitive information. You can either choose to define your own policies and mail flow rules, or select ones in the template in MS Exchange. A Policy Template models the DLP with instructions, conditions and rules used for creating and activating a DLP.
Exchange provides three different ways of creating a DLP.
- Using Out-Of-The-Box-Template – This is the easiest and the quickest possible way of creating a DLP, simply make use of a given template, instead of putting a lot of time in building a policy from scratch.
- Importing an external Pre Built Policy File – If you do not want to use a template, you can use a policy created by an independent software vendor, thus extending available DLP solutions to suit your requirements.
- Creating A Custom Policy with no Pre Existing Conditions – Organizations are often required to create policies to be used for filtering messages within the organization, you can thus create a policy according to the type of data circulated in the organization. However, before you create your custom policy, you will have to understand the constraints and requirements of your area/ environment.
Van Sutton is a data recovery expert in DataNumen, Inc., which is the world leader in data recovery technologies, including repair Outlook file problem and bkf recovery software products. For more information visit www.datanumen.com
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