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.
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.
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.
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.
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.
The initial release of DLP provides NetDocuments customers with the ability to prohibit any combination of the following actions on a given document:
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.
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.