Data Loss Prevention Tools You Need Now

Data loss prevention tools are an important piece of your information security tech stack

Data loss prevention is a much bigger topic than just the tools used to help prevent breaches and data loss. IT teams, and all employees, need to understand how to prevent data loss before they put all of their faith into a tool. But, when most people think about data loss prevention, they think about data loss prevention tools.

There are different types of data loss prevention tools available. Many organizations use more than one solution, based the their IT infrastructure. It’s important to understand the types of data loss prevention tools available, and the circumstances when you would need to use them.

Why You Need Data Loss Prevention Tools

data loss prevention tools SMBs data breach

What is data loss prevention? In simple terms, it’s the set of processes, training, and solutions in place to prevent sensitive information from leaving an organization’s internal data environment.

Organizations face regulations that require them to secure sensitive customer and employee data. These regulations include (but are not limited to) the Fair Credit Reporting Act, the Children’s Online Privacy Protection Act (COPPA), and the Family Educational Rights and Privacy Act (FERPA). Many of these regulations don’t just require proper data loss prevention safeguards, but also periodic compliance audits and breach notifications. The right data loss prevention tool makes all of these requirements possible—and streamlined.

On the next level of why you need a data loss prevention tool is for organizational security. Information is the true currency of modern business. From the strategic advantage of a company’s intellectual property to the profits criminals make from selling student information on the dark web; information is big money. When a data breach does occur, it can cost the organization hundreds of thousands to millions of dollars. In fact, a recent National Cyber Security Alliance report found that 60% of small and mid-sized businesses don’t survive more than 6 months after a cyber attack.

Closely related to the issue of organizational security is customer trust. When a company or other type of organization experiences a data breach, the people it serves lose trust. This means a loss of customers or student enrollment. A data breach can also impact your customers’ financial security by exposing them to identity theft.

For these three basic reasons, organizations of all types and sizes use data loss prevention tools to run compliance audits and reporting and protect sensitive business and customer information.

A Brief Overview of Data Loss Prevention Tools

what is data loss preventionThere are a few different categories of data loss prevention tools available. Some companies provide a full solution suite, while others may specialize in just one or a few areas. Some organizations need data loss prevention tools for all of these situations, while others may only need one or two of them. It’s important to know what types of data loss prevention tools you need, and how they work with your IT and security infrastructure.

Hardware Data Loss Prevention Tools

There are two ways to secure hardware from data loss: data access security and data recovery. Data access security includes features such as password keys or the more Sci Fi-esque facial recognition unlock. These hardware data loss prevention tools focus on preventing unauthorized access to the hardware, like an iPhone, and the data stored on it.

The data recovery side of hardware data loss prevention focuses on the ability to reclaim data that has been lost due to hardware (or software) malfunction. So, if you’ve fried a motherboard or the device just plain gave up on life, you’ll want to be able to get your important files and family photos off of it. Most organizations have solved this issue with automatic cloud backups.

A note on data recovery should include at least a brief conversation on recently popularized ransomware. Perhaps the most well known example of this is the WannaCry attack in 2017. But this happens often on a much smaller scale as well. As ransomware was first making its debut, many organizations were forced to pay the ransom for their data. They simply could not operate without it.

Today, InfoSec teams use sophisticated data backups to protect against ransomware and hardware failure as part of their broader data loss prevention tool stack.

Endpoints & Network Traffic Data Loss Prevention Tools

An endpoint is any device that communicates back and forth with a network. An endpoint can be a desktop, laptop, smartphone, tablet, or server, for example. Endpoints are targeted because they provide hackers access to an organization’s network and data.

Endpoint security is part of network security, and has become particularly important (and more challenging) with the increase in mobile devices. Employees expect to be able to access work information from anywhere they have internet access. That raises significant data security concerns, as each endpoint is a possible entry point to the network.

Network security technology incorporates tools such as firewalls, proxies, agents, and/or gateways as a “man in the middle” to filter traffic and access to the network. It is the traditional perimeter security that most people think of when they think of cybersecurity.

Cloud Data Loss Prevention Tools

what is data loss prevention - sensitive informationHave you heard about the cloud lately? OK, that was supposed to be a joke. Pretty much everyone has moved to the cloud for daily business in some way shape or form. Perhaps you are just using email or messaging apps, such as Slack, or you’re using SharePoint for collaboration. Or you’ve gone all in with Google G Suite or Microsoft Office 365. A lot of work is being done in the cloud today, and a lot of data is being stored there.

Until recently, people generally assumed that their network-based cybersecurity tools, such as firewalls and secure gateways, were good enough for cloud security too. But data being shared and stored in the cloud acts a bit differently than when it’s managed on-premise, and that has opened unique vulnerabilities for hackers.

“The problem with the cloud is that it simply expands the systemic vulnerabilities that have existed since the Internet was developed. The internet was built for redundancy, not security.”
— Will Donaldson, CEO of digital security firm nomx, FOX Business

Data Loss Prevention Tools for Cloud Applications

As organizations move to the cloud, data loss prevention and security challenges are increasingly becoming issues. A combination of open access and lax security infrastructure has led to devastating data breaches.

What Makes Cloud Data Loss Prevention Different?

As previously mentioned, cloud computing results in unique security vulnerabilities. An analogy we like to use is a bar (don’t judge).

When you get there, there’s a bouncer at the door checking IDs. The bouncer is like an agent or a proxy—he’s checking everyone’s credentials and filtering out those who should not have access to the bar. He’s also checking to make sure that there isn’t too much traffic going into the bar so it doesn’t go over maximum capacity.

But what the bouncer at the door isn’t able to catch is what is going on inside the bar. Say some college kids with fake IDs get passed the bouncer and are getting rowdy. Now there’s a couple of them starting a fight, another one is doing drugs in the bathroom, and a third is puking in a dark corner of the bar. The bartenders (in this analogy, your system admins) are crazy busy at a bar four rows deep and have no idea what’s going on. Sound like maybe it’s time to hire security?

Now, I’m not making commentary that college kids and/or underage drinkers are bad. But it’s a good analogy for what cloud security can do.

Cloud security tools also check traffic coming into and going out of your cloud environment (like G Suite and Office 365). They also monitor what’s going on inside of it. So, those underage kids that are causing a ruckus? The security guards can quickly identify there’s an issue and take action to protect the rest of the people in the bar (and the bar’s alcohol license!)

data loss prevention tools human error

Cloud Data Loss Prevention Features

There’s a lot that goes into data loss prevention. First, you need to protect your environment from simple human error. Accidental data loss is by far the biggest reason, representing 80 – 90% of all data breach incidents. You also need to protect against malicious internal breaches, which can come from a disgruntled employee. Next, you have to protect against external threats. This means quarantining malware and phishing attacks, both in your email platform and file sharing application (like Google Drive and Team Drives) and removing unauthorized file and/or folder access.

Cloud data loss prevention tools must provide system administrators with easy control over activity that is going on in their cloud environment. This means that they should be able to quarantine risky emails, files, and folders. They should be able to disable an account that is exhibiting abnormal behavior, and they should be able to discover and remove unsanctioned SaaS applications with risky access permissions. The tool should also allow admins to set up data loss prevention policies, which automates these remediation activities for them, freeing them up to focus on other priorities.

Must-have data loss prevention tool features:

  • Customizable and out-of-the-box data loss prevention policies
  • Ability to control and/or disable downloading, printing, and copying of files from file sharing, such as Google Drive, Team Drives, OneDrive, and SharePoint
  • Automated and customizable blacklisting / whitelisting of logins by location
  • Domain whitelisting
  • Suspicious and high-risk behavior alerts
  • Unsanctioned SaaS app discovery and risk analysis
  • Malware and phishing prevention for cloud-based emails and file sharing applications
  • Automatic audits and reporting

API vs Proxy Cloud Data Loss Prevention Tools

There are two completely different types of cloud application data loss prevention tools. This difference is rarely talked about, but very important. It’s the difference between API-based cloud security and proxy-based cloud access brokers.

The main difference in API vs proxy solutions is that a proxy cloud access broker (also known as a cloud access security broker, or CASB), uses traditional network security technology to try to solve cloud security challenges. But, as we’ve already explored in this article, network security only secures the perimeter—what’s going in and coming out. These tools don’t adequately secure the activity that is going on once someone gains access (or already has access) to the cloud environment.

This difference is critical to your cloud security. Chances are high that you already have network security in place that does the same thing as a proxy-based CASB. If you do, you’re basically duplicating the effort without solving the problem. Further, Microsoft and Google have both published articles advising against using a proxy or agent-based tool to secure their cloud suites.

API cloud security solutions use the application’s native APIs to basically become a native part of the app. This means that API-based cloud security data loss prevention tools are far better at monitoring activity within the application itself. The technology is also able to constantly update with the application itself, so that updates to the application don’t break your cloud security.

Data Loss Prevention Free Trial CTA XL