Data Loss Prevention in Google Workspace

Everyday, we see more businesses at risk of potentially harmful exploitation and data theft by cybercriminals.  It’s no secret that most organisations are not prepared for the risks. This is why in this post we will explain the benefits of Data Loss Prevention (DLP) within Google Workspace and how we can utilise it to protect our data.

Google Workspace Data Loss Prevention (DLP)

Security is one of the priorities of Google. This is observable with their DLP for different Google Apps for work and individual use such as Gmail and Google Drive. The Google Workspace Apps help administrators manage their online security needs across any type and form of information with helpful features such as data encryption, detailed audit reports, customisable sharing controls, mobile management, and two-factor authentication.

Google DLP keeps sensitive data from accidentally or intentionally slipping out of your organisation. It adds another layer of security on top of the ones aforementioned.

Data Loss Prevention for Google Drive

This will prevent the unintentional leakage or exposure of sensitive information like credit cards or personal identification numbers. Google Drive DLP works well in conjunction with Drive’s new Label feature which allows you to better improve the security of your data.

The flow of the Data Loss Prevention is as follows:

• Admins define the DLP rules. These rules apply to both My Drive and the Shared drives.
• DLP will scan the Drive for any contents that violate the rules that were set.
• DLP will enforce the rules to the current files and every file that you add from there on out.
• You will be alerted of any DLP rule violations that will occur.

What are the different file types that will be scanned by the DLP rules?

On top of the Docs, Sheets, and Slides, on your Drive, these file types will also be scanned:

• Document file types: .doc, .docx, .html, .odp, .ods, .odt, .pdf, .ppt. .rtf, .wdp, .xls, .xlsx, .xml
• Image file types: .bmp, .eps, .fif, .gif, .img_for_ocr, .jpeg, .png, .ps, .tif
• Compressed file types: .7z, .bzip, .gzip, .rar, .tar, .zip
• Custom file types: .hwp, .kml, .kmz, .sdc, .sdd, .sdw, .sxc, .sxi, .sxw, .ttf, .wml, .xps

Technically, the only exclusions are the video and audio files.

Data Loss Prevention for Gmail

The cost of data leaks isn’t easily quantifiable by a monetary amount because other than that information, you would also lose the trust of clients, customers, business partners, and more. Interestingly, most data leaks happen unintentionally – someone accidentally replying to all instead of a private message, sending information to a client of a similar name as a coworker’s, and more. 

Here’s why Gmail DLP really helps.

In the same way that Drive scans users’ files for DLP violations and restricts external file sharing, Gmail does the same in its own ways. 

• The admin sets rules on Gmail that adheres to the companies privacy policy
• Whenever an employee sends an email, DLP checks the contents of the email for any rule violations.
• If any violations were found, the sender’s email would not be sent successfully
• Admins are to be notified of the incident

The scans don’t just apply to the text on the emails, Gmail DLP also scans the attachment of the email.

Prioritise your data’s security

Cloud Office’s team highly recommends that you identify any potential risk scenarios or weaknesses in your system, and address it accordingly.

Are you looking for expert advice on how to implement DLP?

We can help your organisation with the correct set up of your DLP rules to ensure that you meet all security requirements, just like we helped Strypes (read the success story).  Our team is available for free consultation about DLP at no cost – get in touch.