Data security is one of the top concerns for organizations managing sensitive information. With the increasing reliance on cloud-based document management systems, the risk of accidental or unauthorized data sharing has become a significant focus. This is where NetDocuments’ Data Loss Prevention (DLP) functionality comes into play. Implementing DLP per-document allows you to maintain granular control over document security and prevent documents from leaving NetDocuments without authorization.
If you’re wondering how to implement DLP in NetDocuments effectively, this guide will provide you with a step-by-step approach tailored to your organization’s needs.
Understanding Data Loss Prevention in NetDocuments
Data Loss Prevention, or DLP, is a security feature designed to protect sensitive information from being shared outside authorized environments. Within NetDocuments, DLP allows administrators to define policies restricting actions like downloading, sharing, or exporting documents, ensuring that confidential data remains secure.
What sets NetDocuments’ DLP apart is its flexibility. It allows you to enforce these restrictions on a per-document basis, allowing you to tailor security settings to each file’s unique needs.
Benefits of Using NetDocuments for DLP
Implementing DLP in NetDocuments offers several key benefits, including:
- Granular Control: Apply DLP policies to specific documents or categories, ensuring tailored security.
- Ease of Use: Configure policies using an intuitive interface.
- Compliance Support: Meet industry regulations such as GDPR, HIPAA, and others by limiting data exposure.
- Audit Trails: Easily track document activity and ensure accountability.
By leveraging these features, organizations can maintain confidence that sensitive information is protected without impeding productivity.
Steps to Implement DLP for Each Document in NetDocuments
To implement DLP in NetDocuments on a per-document basis, follow these steps for precise control and maximum security.
I have decided I don’t want documents with Financial Information to be left in the NetDocuments Repository. I am going to create a Profile Attribute called Confidential. When I am in a Document and edit the profile attribute confidential to say “Yes,” The Policy should be applied.
Step 1: Create a Profile Attribute called Confidential
Step 2: Create a Value in the Table Called Yes
Step 3: Add that Profile Attribute to the Cabinet you want to use.
Step 4: Under Data Protection/DLP, choose the Profile Attribute Confidential
Step 5: Click Go to lookup table
Step 6: Open up the Yes Value
Step 7: Under DLP Polic,choosese the Policy you want to implement
Note: NoSystemDownloads is a built-in policy you get when you add DLP to NetDocuments.
What happens when this DLP Policy is enabled
I have applied this policy to a PDF document containing financial information by changing the Confidential value to Yes.
When I attempt to save the Document Locally, it prevents me from doing so:
When I attempt to use More –> Download, it prevents me:
When I open up the Documen,t it will go into my Echo folder.
However, when I close it, it will immediately go away.
When I attempt to use Email Copy, it will be prevented:
When I sync the Item using ndSync it will not show up on my PC.
