How to Use Microsoft Purview Data Loss Prevention (DLP) to Protect Sensitive Data

Microsoft Purview Data Loss Prevention (DLP) is a tool within Microsoft 365 that helps organizations prevent unauthorized sharing of sensitive information across email, Teams, SharePoint, and OneDrive. With DLP, organizations can monitor, detect, and restrict the sharing of data like financial records, personally identifiable information (PII), or other confidential files.

Here’s a step-by-step guide on using Microsoft Purview DLP to secure your data and reduce risk.

Step 1: Access the Microsoft Purview Compliance Portal

To set up DLP policies, go to the Microsoft Purview Compliance Portal:

• Sign in to compliance.microsoft.com.
• In the portal, navigate to Solutions > Data Loss Prevention to view and manage DLP policies.

The compliance portal provides an overview of your DLP policies, alerts, and insights into how data is used within your organization.

Step 2: Create a DLP Policy

A DLP policy is the foundation for monitoring and protecting sensitive information. Microsoft Purview offers templates to make policy creation quick and easy.

• Start with Templates: Choose a template that fits your compliance needs, such as GDPR, HIPAA, or CCPA. Templates have pre-defined settings based on common regulatory requirements.
• Customize Policies: If a template doesn’t match your needs, you can create a custom policy. Define the sensitive data types (like credit card numbers or Social Security numbers) that you want to protect.

Step 3: Configure Policy Settings

Once you’ve chosen a template or created a custom policy, configure specific conditions and actions.

• Conditions: Define conditions that trigger the policy. For example, set a rule to detect documents containing more than five instances of a credit card number, or restrict sharing of documents marked as “Confidential.”
• Actions: Decide what happens if the condition is met. Actions include:
  • Restricting Access: Block external sharing or restrict file downloads for flagged items.
  • User Notification: Send a popup notification to inform the user they’ve attempted to share restricted information.
  • Admin Alerts: Notify IT or compliance teams about policy violations so they can respond quickly.

Step 4: Set User Notifications and Educate Employees

DLP policies are effective when users understand them. Enable user notifications in the policy settings to inform employees if they violate a policy. This can include educational messages explaining why sharing specific data isn’t permitted. Educating employees this way builds awareness around secure data handling practices, reducing accidental data leaks.

Step 5: Monitor and Review Policy Reports

Microsoft Purview DLP includes powerful reporting tools that give you visibility into data usage patterns and policy violations. Access the Activity Explorer in the compliance portal to view:

• Detailed Incident Reports: Track which documents or messages triggered a policy, who attempted to share them, and where the data was shared.
• Policy Performance Metrics: Analyze how well each policy is working, identifying any gaps or areas for adjustment.

Regularly reviewing these reports allows you to adapt policies as needed and address any security risks promptly.

Step 6: Adjust and Refine Policies

As your organization’s data landscape evolves, DLP policies may need refinement. Use the insights from DLP reports to adjust:

• Conditions and Thresholds: Modify policies to target data more precisely, especially if there are too many false positives or negatives.
• User Training: Reinforce secure data handling practices if you notice repeated policy violations by specific teams.

Benefits of Using Microsoft Purview DLP

1. Data Security: Purview DLP helps prevent unauthorized sharing, reducing the risk of data leaks.
2. Compliance Made Easy: With pre-built templates, your organization can stay aligned with regulations like GDPR, HIPAA, and CCPA.
3. Employee Awareness: Real-time notifications educate employees, helping them understand data policies and avoid risky sharing practices.
4. Comprehensive Monitoring: DLP offers real-time monitoring, making it easier to respond to potential threats quickly.