By Yazen Rahmeh, Cybersecurity Expert at SearchInform
Data Loss Prevention (DLP) systems were originally developed as a tool for preventing confidential data leaks. However, cutting-edge solutions have long since evolved beyond this traditional functionality. Next-Gen DLP solutions protect businesses from corporate fraud, information security policy violations, and theft, while also helping to improve the efficiency of workflows and reduce company costs.
In this article, we will explore the benefits and advantages that different departments within a company can gain from implementing a DLP system. While it is impossible to cover every use case in a single text, we will focus on the most high-impact applications of Next-Gen DLP favoured by our clients.
IT Objectives
Software and Hardware Usage Reporting. Monitoring applied software usage and hardware inventory makes it possible to detect instances of unlicensed software use. Failing to address this issue proactively can lead to severe consequences: companies may face data leaks due to various miners and ransomware, and become vulnerable as a result of installing various remote access tools. In addition, this can lead to legal problems, as an audit that uncovers the use of unlicensed software, for example, could result in a lawsuit and fines from regulatory bodies. This functionality is also useful for monitoring website visits. It helps to avoid malicious cookies, identify phishing emails, and control the use of browser extensions.
Automated Backup of Critical Information. Securing critical data is a crucial task for any business. A DLP system can handle this without the need for additional tools, operating automatically. Advanced systems accomplish this using content analytics, ensuring a high level of accuracy in triggering actions – the system captures truly essential information without overloading storage capacity.
Hardware Load Monitoring. Next-Gen DLP systems allow for the analysis of processes related to software and hardware load, such as assessing network session traffic usage. Advanced tools enable analysis of network channel load, assessment of SAN usage, and provide capabilities for the deletion of duplicate, unused, or irrelevant files. In an era of rising storage costs and tight budget constraints, consolidating these tasks within a single solution solves practical IT challenges while significantly saving capital.
Finally, there is the classic yet vital task of monitoring and configuring access rights. DLP systems make it possible to track, configure, and reconfigure access rights for both individual users and user groups concerning files and folders. This addresses the issue of unauthorised access to confidential information.
HR Objectives
Productivity Monitoring. Next-Gen DLP systems offer a sophisticated way to monitor labour efficiency during working time. By identifying absenteeism or systematic idling, these solutions address a major financial drain. Considering that monthly losses from unproductive staff in an
average 100-user company can reach approximately $50,000, time-tracking becomes a highly relevant task. DLP handles this natively, eliminating the need to purchase additional time-tracking software.
However, productivity tracking is only the tip of the iceberg. A top-tier system provides the data necessary for making well-considered HR and management decisions, allows for monitoring team morale, and helps prevent employee turnover. Specifically, the system aids in the prevention of resignation due to dissatisfaction with working conditions or managers’ arbitrariness, and allows for the assessment of employee engagement level, the detection of conflicts in the team. HR specialists can use the tool to identify employees who regularly work overtime, fairly reward hardworking staff, and also identify those who are already close to burnout.
Next-Gen DLPs are used to implement career opportunities by helping management identify informal leaders and talented employees suited for promotion. This allows for efficient and unbiased management decisions regarding rotations and appointments based on precise analytics rather than subjective impressions.
Furthermore, additional opportunities such as integration with Access Control Systems and payroll systems provide the transparent and realistic picture required for accurate payroll calculations.
Addressing Business Objectives
Next-Gen DLP helps in the optimisation of business processes. One of the most common applications of the system is identifying underutilised or unnecessary paid software subscriptions. Clients regularly lose tens of thousands of AED/SAR on redundant services. The practice of identifying and removing unneeded software allows for a significant reduction in costs.
Next-Gen DLP systems are also applied to the configuration and validation of business processes. The system enables quality control of work, incl. correctness of communication with clients, control over business process chains, and validation of line managers’ work and communication with line employees.
At its core, the system provides multi-layered protection of data, critical for business. The system prevents data leaks, creates backups of confidential information, and allows for the detection of cases of corporate fraud, incl. forgery of documents signed by the CEO, theft, corporate espionage, and moonlighting.
Regulatory Compliance. The number of regulatory acts aimed at ensuring data protection is constantly increasing, and requirements are becoming more stringent. Non-compliance, in turn, leads to reputational damage and fines. Implementing DLP systems allows organisations to fulfil numerous requirements and thereby avoid fines, which can be very substantial (up to % of annual turnover) as well as reputational damage.
The Takeaway
It is impossible to describe every scenario where a DLP adds value to a business; much depends on the specifics of the company’s operations, the creativity of the security specialist, and the level of engagement from the vendor’s team during the fine-tuning process. However, it is clear that today’s DLP is a powerful business protection tool with applications that span across many departments. By safeguarding valuable and confidential data from leaks and other forms of misuse, it enables companies to ensure money loss prevention, provides necessary transparency into internal processes, and helps meet the diverse operational needs of various departments.
