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Data loss prevention (DLP) is a technique used by a network administrator to control the transfer of data within the organization. This technique ensures end users do not send data outside the organization. DPL software used can identify data breaches, monitor and protect sensitive data leaving your corporate network. It blocks sensitive data leaving the organization network or being accessed by unauthorized users.

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Communication within an enterprise can take place through different devices, platforms, and applications. Therefore, a company needs to come up with strategies on how to protect corporate data and prevent unauthorized personnel from stealing or accessing sensitive information.

In today’s digital world, companies are looking for ways to minimize data breaches while increasing the productivity. Employees’ collaboration through a number of channels can leak corporate data thus installation of DLP, the network administrator will be able to identify, monitor traffic as well as protect company’s sensitive data.  


The technology should be able to intercept user emails and provide email protection for sensitive data leaving the cloud provider.

Importance of DLP software

1.       The software can detect any type of sensitive data by scanning fingerprints or use machine learning to identify users.

2.       Data policies can be managed from a single console. All Cloud data, data warehousing, emails and web applications can be managed at a single point giving a complete visibility across multiple channels.

3.       The application can be installed in a variety of application for data processing. E.g. deployment in a private cloud or hybrid cloud.


Types of data protection

1.       Data in motion

DLP technology monitors network traffic to detect data being sent through the company’s network. It analysis network traffic and compare it with the set data policies to identify any violation of those policies.

Data policies are managed through a single management console at it reports any malicious activity or data violation activity to the network administrator. Eavesdroppers can gain access to your network and tap to sensitive information being sent via the network. Data encryption techniques can be implemented to control access to data on traffic. Establishing Email security controls will block sensitive data leaving the cloud network.

2.       Data in use

Data in use is referred to as an endpoint system. End-users can connect to the company’s network via different workstations or computer nodes. Employees can also connect to the internal network remotely using handheld devices. Endpoint system is designed with a control mechanism to monitor and control both internal and external communication among end-users.

The systems can monitor email communication, access to information and devices with data storage capabilities. The system is designed to block any attempt of transmission of sensitive information and generate real-time reports. 

3.       Data at rest

This refers to data stored in digital form. It includes computer files, end-user data stored in file servers, backup data stored on the cloud or on the external storage medium. Strategies should be put in place to limit access to stored data. DLP controls should keep a transaction log of all access to information, block unauthorized access and controls to prevent physical theft of storage media.

How to choose the right DLP tool

1.       Fingerprints: Buy a DPL tool that can allow you to uniquely identify the document through fingerprinting the document or its file sources. The tool should also be able to capture the digital mark or include a watermark for all registered users.

2.       Single management console: This monitors end-users connected to the network via different channels; e-mails, web applications, instant messages. The system should be able to detect, monitor and block data on traffic. A good DLP system should be able to block sensitive information being sent into the network or leaving the network. The system should have a central server to monitor apps, users, and network performance.

3.       Matching pattern capabilities: The system should be able to identify any sensitive information stored in the system, even when encrypted. This prevents employees from sharing sensitive information to outsiders or transferring the information to a different storage medium.

4.       Ability to archive data: The system should be able to record all sensitive information for further analysis (File sources, fingerprints, matched patterns, email messages) can be archived for further inspection and analysis.

5.       Multiple inspection modes:  DLP tools are designed to search for sensitive data in circular motion across the network perimeter.


DLP tools are designed to address issues of sensitive data in-use, in-motion or on storage. The organization should set up security policies for encryption of sensitive information, determine access control rights and protect data against physical theft. The system should be able to detect any data threats, monitor user data on traffic and block any data violations. This ensures security measures are taken to block violation of information before it has a negative impact on the organization.






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