What is DLP? Explanation of Differences, Mechanisms, and Benefits Compared to Traditional Systems

DLP (Data Loss Prevention) is a security solution designed to detect, monitor, protect critical data, and prevent loss or leakage. It has been gaining attention in recent years due to its ability to efficiently protect pre-registered important data in real-time.

This article explains the basic information of DLP, comparing it with traditional systems and IT asset management tools. It also touches on the mechanisms, functions, and benefits of implementing DLP, so if you are concerned about your company’s security system, please refer to this article.

Table of Contents

1. DLP Explained
   1. Differences from Traditional Systems
   2. Differences from IT Asset Management Tools
2. DLP Mechanisms and Functions
   1. Data Identification using Keywords and Regular Expressions
   2. Data Identification using Fingerprints
   3. Monitoring and Protection of Confidential Information
3. Benefits of DLP
   1. Real-time Detection Capabilities
   2. Prevention of Information Leaks due to Human Errors and Accidents
   3. Reduction of Management and Operational Costs
4. Summary

1. What is DLP?

DLP (Data Loss Prevention) is a security measure product that prevents the loss and leakage of important data. It strengthens security by detecting, monitoring, and protecting confidential information.

When the characteristics of important data are registered in DLP, it automatically identifies the target data from communication information. The role of DLP is to constantly monitor the identified data and maintain a safe state by restricting data transmission and copying.

1-1. Differences from Traditional Systems

The difference between DLP and traditional systems is the scope of monitoring and protection. Traditional systems target all information and take leakage countermeasures by monitoring users. A disadvantage was that the burden of operation increased as the number of users increased and the amount of information increased. On the other hand, DLP monitors only the target data, so information leakage can be prevented efficiently.

In addition, DLP can prevent unauthorized access by regular users. Traditional systems can prevent information leakage by unauthorized users, but could not prevent information leakage by regular users with access rights. Since DLP monitors the data itself rather than the user, it automatically stops the operation when it detects removal via USB.

1-2. Differences from IT Asset Management Tools

In addition to DLP, there are IT asset management tools as security tools. IT asset management tools are tools that monitor user operations for the purpose of compliance and information security measures. They manage hardware and software to prevent unauthorized use and license expiration. It also performs version checks to detect PCs that need to be updated. On the other hand, DLP plays the role of monitoring the data itself and preventing information leakage to the outside.

DLP and IT asset management tools have different purposes and functions, so implementing only one of them is not sufficient as a countermeasure. It is important for companies to implement both DLP, which prevents information leakage, and IT asset management tools, which provide security measures, to ensure thorough countermeasures.

2. DLP Mechanisms and Functions

DLP has a mechanism to identify confidential information by specifying “keywords and regular expressions” and registering “fingerprints.” The identified data is monitored and protected by various functions of DLP, preventing information leakage.

Here, we will introduce the details of the mechanism by which DLP identifies data and its main functions.

2-1. Data Identification using Keywords and Regular Expressions

As a method of identifying important data, there is a method of specifying keywords and regular expressions and identifying data that meets the conditions. This is effective when you want to identify data with specific keywords such as names, addresses, and credit cards.

However, if there are many keywords and regular expressions you want to specify, it will take a huge amount of time to register them all. To save time and effort in registering keywords, it is best to use it in combination with fingerprints.

2-2. Security Software Measures

A fingerprint means “fingerprint” and refers to data for checking whether a document has been tampered with. By registering a fingerprint in DLP, it is possible to identify important data and related data.

For example, if you register specific document data, even if you rewrite part of the document, it will determine whether it is confidential information based on the characteristics of keywords and document structure. Since it checks the similarity of data, you can detect similar confidential information by registering the fingerprint of the data you want to identify.

By using fingerprints, you can save the effort of registering keywords, etc., and improve the accuracy of data identification.

2-3. Monitoring and Protection of Confidential Information

After identifying important data, monitor and protect it, and notify you with an alert if there is a risk of external leakage. The following are the six major functions that DLP has to prevent information leakage:

・Device control function
Protects device equipment from threats that invade through networks and USBs in order to prevent information leakage from PCs and smartphones.

・Printing restriction function
Restricts and prohibits operations such as copying, printing, and screen captures to prevent leakage of important data.

・Web security function
Prohibits browsing of sites containing harmful information using a filtering function. Also, checks files sent to the Internet in real time.

・Content monitoring function
Automatically identifies confidential information on the server and monitors it in real time.

・Email security function
Prohibits forwarding if confidential information is included in the email body or attached file. It also supports cyber attacks such as viruses and malware to prevent data loss.

・System operation/management function
You can set detailed settings for how to operate each individual/department.

3. Benefits of DLP

By implementing DLP, you can prevent information leakage, prevent data leakage due to human error, and reduce operational management costs. You can significantly reduce information security risks, allowing for safer operation.

Here, we will introduce three main benefits of DLP.

3-1. Real-time Detection Capabilities

In the past, information leakage was detected by analyzing operation logs. However, operation logs only show operations that have been executed in the past, so information leakage cannot be prevented.

DLP monitors confidential information and automatically performs analysis, enabling real-time detection of fraud and malfunctions. If information leakage can be detected immediately, quick action can be taken, preventing the spread of damage.

3-2. Prevention of Information Leaks due to Human Errors and Accidents

Information may also be leaked due to human errors and accidents. For example, there is a case where confidential information is leaked to the outside by mistakenly attaching a file to an email. Traditional methods of monitoring users could not prevent human errors. However, DLP can identify confidential information, so even if you accidentally send an email, it can warn you with an alert or block the transmission.

In addition, by introducing DLP, it is possible to relax the rules established by companies. Many companies completely prohibit the use of USBs in order to prevent the loss of USBs containing confidential information. If DLP is implemented, it is possible to determine whether data contains confidential information, so USB usage can be permitted depending on the situation.

3-3. Reduction of Management and Operational Costs

Information leakage can be prevented by manually checking whether each piece of information is confidential information. However, the amount of data handled is enormous, so trying to do it manually will increase management and operational costs. It takes time and it is not realistic to actually check everything.

By using DLP, you can automatically identify confidential information by identifying data using keywords/regular expressions and fingerprints. Since there is no need to check manually, business productivity is improved and management and operational costs can be reduced. You can also manage more safely with advanced security technology.

Summary

DLP, unlike traditional security systems, protects only specific important data. Keywords and regular expressions, as well as fingerprints, are used to identify important data. The benefits of DLP include real-time detection, prevention of human errors, and reduction of management and operational costs.

In order to take thorough security measures, it is desirable to combine not only DLP but also other tools. If you are looking for a service that can comprehensively support the security measures necessary for companies, such as DLP, IT asset management, and virus countermeasures, please consider “EXO Security.”

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