NetDocuments recently released its Data Loss Prevention (DLP) module. This was a much-anticipated enhancement to what was already the most secure SaaS DMS platform. Let’s dive into what this module includes.
What is DLP?
DLP solutions can come in many different flavors in document management systems. In NetDocuments, the DLP module is used to detect and prevent unauthorized attempts to copy or send sensitive data – intentionally or unintentionally – outside of the system. It does this by classifying data into varying levels of sensitivity using defined rules and definitions.
DLP enforces protective actions to prevent end-users from accidentally or maliciously leaking data that could put your organization at risk.
How does it work?
DLP offers action-based document controls separate from and in addition to the standard role-based security controls (V-E-S-A or N). Examples include preventing downloads, external sharing, echoing/syncing, modifying access, and printing.
- Classifiers are used to manually or automatically designate the classification of a document. These classifications are then associated with defined policies. You can customize the list of available classifiers with the default values being: Highly Confidential, Confidential, and Restricted.
- Priorities – Administrators define which classifications denote a higher level of sensitivity, thereby taking priority over other classifiers.
- Policies are rules controlling the actions that can be performed by users on documents. They can be linked to a classifier or applied independently. You can customize the list of available policies, including enabling/disabling a policy and defining restricted actions per policy.
DLP includes the ability to set default controls at the cabinet level and/or the profile level. Controls can also be optionally set at the document level.
How is it used?
DLP controls can be associated with a custom profile field, such as Client or Matter, to enforce controls by profile. For example, you might classify an intellectual property matter as ‘highly confidential’ to prevent data in that matter from leaving NetDocuments.
You can also create a custom profile field to be used specifically for DLP, or even allow users to apply classifiers and policies manually to individual documents. In this way, DLP can be used to comply with regulations to protect personally identifiable information (PII) by designating that a given document contains PII.
What controls are currently available?
The initial release of DLP provides NetDocuments customers with the ability to prohibit any combination of the following actions on a given document:
- Attaching the document to an email from the NetDocuments platform
- Adding the document to a CollabSpace
- Copying the document within the NetDocuments platform
- Generating a Secure Link to the document
- Downloading the document out of the NetDocuments platform
- Echoing the document
- Explicit (user-initiated) ACL changes to the document
- Moving the document from its parent container
- Syncing the document locally using ndSync
- Opening the document in Office Online
- Printing the document from the NetDocuments platform
As you can see, this is a pretty extensive list of controls for the initial release, with some significant enhancements already in the works. It is also a timely release with the shift to working from home and the increased need to protect sensitive data.
If you have any questions about the Data Loss Prevention module, working remotely with NetDocuments, or any other document management questions, please contact the Document Management Team at Affinity by calling 877-676-5492, or by requesting a consultation.
Co- Written By
Russell Duncan
Russell Duncan is one of Affinity’s Document Management Magicians! Russell came to Affinity after spending several years with Partner NetDocuments wearing many hats over his years there. Affinity clients gain from Russell’s immense experience working with document management solutions and problem-solving skills. He loves to help people get the most out of their technology and to learn new things. When analyzing complex legal software systems, Russell is gifted in his ability to simplify them for others’ ease of use and understanding.
Ron Warman
Ron Warman is a perfect fit for our Document Management Team. Ron brings over 20 years of experience working with document management solutions and the uncanny ability to help clients select and implement the solution that’s perfect for them, their daily challenges and future growth. Collaborating with clients and co-workers while calmly thinking through solutions logically and with patience makes Ron, an Affinity Partner, one of our Affinity Rock Stars!
