Data Loss Prevention in SharePoint Protect Your Sensitive Information

ANTONIO MAIOPROTIVITI SENIOR MANAGER, SENIOR SHAREPOINT ARCHITECTMICROSOFT OFFICE SERVER & SERVICES MVP

Email: antonio.maio@protiviti.comTwitter: @AntonioMaio2Blog: www.TrustSharePoint.com

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Data Loss Prevention in SharePoint Protect Your Sensitive Information

• Security and Compliance Console• Retention Policies• Information Rights Management• Activity Monitoring• Data Loss Prevention• External Sharing Controls• SharePoint Permissions• SharePoint Audit Reports• (built in) TLS 1.2 Communication• (built in) Encrypted Data at Rest

SharePoint/Office 365 Security Capabilities• Customer Lockbox• Advanced Security Management• Azure AD Identity Protection• Azure AD Conditional Access Policies• Azure AD Multi-Factor Authentication• Azure AD Information Protection• Bring your Own Key (roadmap 2016)• Office 365 Trust Center

Data Loss Prevention (DLP)Goals• Protect the business (compliance violations, legal action, sanctions, reputation)• Identify sensitive information• Comply with regulations and business standards

DLP is about Finding and Protecting sensitive information• Personally Identifiable Information (PII)• Payment Credit Industry Data (PCI, PCI DSS)• Financial Data• Health Insurance Data

etc…

DLP Policies & RulesData Loss Prevention Policy

Locations• SharePoint Online

• All Sites• Specific Sites

• OneDrive for Business• All Sites• Specific Sites

RuleCondition• Sensitive Data Type (Credit Card Number, SSN, SIN, etc.)• Who Content is Shared With (people inside, people outside)• Metadata Properties (multiple, built in or custom)

Incident Reports• Severity Level• Logged• Email report

Action• Send Notification• Show Policy Tip• Allow Override• Block Content

Rule

Condition Incident ReportsAction

Rule…

SharePoint 2016• Only assign to site

collections • Need separate

Compliance Center for each web app

SharePoint 2016• Only pick sensitive data types (10)

Rules do not have

Events!

SharePoint 2016• All actions

supported

SharePoint 2016• No configurable severity

level.

Data Loss Prevention in Office 365Available through…

• Exchange Admin Center• Security & Compliance Center

Data Loss Prevention in SharePoint 2016Available through…

• Improved eDiscovery Site Collection• New Compliance Policy Center Site

Collection

SharePoint 2016DLP Policies for eDiscovery

eDiscovery Center• Create & run DLP Queries to identity sensitive data

• Save Queries• Export Data

• Highly dependent on SharePoint Search Index!

SharePoint 2016DLP Policies for Compliance

Compliance Center• Create DLP Policies to monitor and enforce protection

of sensitive information• Provide administrator notification (via email)• Provide policy tips to users and owners• Block access to files containing sensitive content

• Assign policies to existing site collections• Highly dependent on SharePoint Search Index!

SharePoint 2016 DLP Prerequisites

• Create a Search Service Application (mandatory)• Start the search service, Define a crawl schedule, Perform a full crawl• Must have a healthy search index and crawl

• Configure out-going email (recommended)• Turn on Usage reports (recommended)• Create the eDiscovery or Compliance Center site collections (mandatory– both

not needed)• eDiscovery – for DLP Queries to identify where sensitive data exists• Compliance Policy Center – for DLP Policies to monitor or enforce policies

• Assign permissions to Compliance team through the Site Collection Members group (recommended)

SharePoint 2016 Creating the Compliance Center

• Create a new Site Collection• Site Template - Select the Enterprise tab• Select Compliance Policy Center template

• Only One Compliance Center Site Collection per Web Application

• Compliance Center cannot cross Web Application boundary(eDiscovery Center can query across Web Applications)

SharePoint 2016 Create DLP Policies

• Create DLP Policies using Policy Templates• 10 policy templates available• Looking for 10 sensitive data types • U.S. / U.K. Passport Number

• U.S. Individual Taxpayer Identification Number (ITIN)• U.S. Social Security Number (SSN) • Credit Card Number• U.S. Bank Account Number• U.S. Individual Taxpayer Identification Number (ITIN)• U.S. Social Security Number (SSN) • Credit Card Number• Credit Card Number• EU Debit Card Number• SWIFT Code• ABA Routing Number• Credit Card Number• U.S. Bank Account Number • U.K. National Insurance Number (NINO)• U.S. / U.K. Passport Number • SWIFT Code• U.K. National Insurance Number (NINO)• U.S. / U.K. Passport Number • SWIFT Code

• U.S. Social Security Number (SSN) • Credit Card Number• U.S. Bank Account Number• U.S. Driver's License Number• U.S. Social Security Number (SSN)

• No health related data• Cannot customize policy templates or data types

SharePoint 2016 Create DLP Policies

• Create New Policies• Provide Name• Select 1 of 10 templates (no customization)• Select # of instances of sensitive data• Email address to send incident reports• Select to Notify with Policy Tip• Select to Block Access

• Assign Policies to site collections(one at time)

DEMONSTRATION

Avoiding False PositivesLooking for More Than Regular Expressions

Finding Credit Card Numbers• Format• Pattern• Checksum (Luhn Algorithm)• 191 related keywords• Confidence Definition

• 85% confident if all found within 300 chars• 65% confidence if number found & checksum

passes

Full Definitions found here:https://support.office.com/en-ie/article/What-the-sensitive-information-types-in-SharePoint-Server-2016-look-for-ec9fdbe2-bb77-455f-a2f6-407a4f54fca5

Finding US Driver’s License Numbers• Format – State Dependent• Pattern• 16 related abbreviations & 75 keywords• State name & State Abbreviation• Confidence Definition

• 75% confident if all found within 300 chars• 65% confidence if all found (except keywords) within

300 chars

Avoiding False PositivesLooking for More Than Regular Expressions

Full Definitions found here:https://support.office.com/en-ie/article/What-the-sensitive-information-types-in-SharePoint-Server-2016-look-for-ec9fdbe2-bb77-455f-a2f6-407a4f54fca5

Important Technical Notes• If its not in the search index DLP policies will not be enforced

• Consider your crawl schedule• 4 Timer Jobs used to enforce policies

• Policies not enforced on new documents until search crawl and timer jobs complete• Timeliness of policy enforcement depends on priority of policy template• Can take up to 24 hours

• Cannot enforce policies on list items – only documents

Final Thoughts• Data Loss Prevention just one critical part of

securing sensitive data• Identifying sensitive data, monitoring its usage and enforcing policies• DLP requires regular management of policies – refine to avoid noise of false

positives

• Office 365 & SharePoint 2016 DLP is a great start!• Start learning and testing SharePoint DLP Today

• Critical to have healthy search index• Test policies in Staging before deploying to Prod

Questions & Thank You!

ANTONIO MAIOPROTIVITI SENIOR MANAGERMICROSOFT OFFICE 365 & OFFICE SERVICES MVP

Email: antonio.maio@protiviti.comTwitter: @AntonioMaio2Blog: www.TrustSharePoint.com