Tag: Compliance

Take a Load Off and SIT (an oversimplified explanation of using SIT)

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In my Purview Ninja Training (you can take the training too, click here), one of the Purview capabilities that I struggled understanding at first was using the Sensitive Information Types for automatic classification. Not because it’s difficult to understand but becaue there were so many different options you can choose from that can be applied to similar use cases.

So to save time in understanding it, here is an over-simplified matrix of when to use the different automatic classification options using Microsoft Purview Information Protection.

When to use each capability.

  • Built-in SIT: Ready-to-use, predefined data types like social security numbers, credit card numbers, and other common sensitive data formats. Ideal for general compliance and basic data protection needs.
  • Custom SIT: Customizable to meet unique organizational requirements. Suitable for both structured and unstructured data.
  • EDM (Exact Data Match SITs): Best for exact matches of structured data with consistent formats, such as financial records and personal IDs.
  • Document Fingerprinting: Detects and protects standardized documents with repeatable structures, like legal forms and templates.
  • Named Entities SIT: Used for for detecting contextual sensitive or important data, like names or organizations, particularly within unstructured formats.
  • Trainable Classifiers: Useful for complex or ever changing data types, especially in unstructured data, where static rules or patterns are inadequate

Dude, Where’s my DATA

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Data is the new currency in today’s digital age. Just as you wouldn’t leave your house title lying around for anyone to take, understanding where your data resides is crucial for its protection. Knowing the exact location of your data allows you to implement proper security measures, ensuring it’s not vulnerable to unauthorized access or breaches.

Understanding your data’s location also plays a vital role in regulatory compliance. For instance, CIS controls (https://www.cisecurity.org/controls) Control 13: Data Protection and Control 14: Controlled Access Based on the Need to Know, emphasize the need to secure data and limit access strictly to those who need it. By mapping out where your data lives, you can better align your practices with these controls, reducing risks and meeting compliance requirements.

In this blog, I will guide you through the various methods to discover where your data resides, the specific tools to use for different types of data, and when and how to effectively utilize each tool.

The 2 Methods in discovery data

    Manual methods involve physically documenting all the locations where your data is stored. This approach requires you to actively track and record each data repository, whether it’s on-premises, in the cloud, or across various applications and devices. While this method can be thorough and provide a deep understanding of your data landscape, it is also time-consuming and prone to human error. Think of it as manually creating an inventory of every item in your home – it’s detailed but can be exhausting and easy to miss something.

    Automatic methods leverage technology to scan, map, and classify your data across different environments. These methods use specialized tools to automatically discover data locations, classify sensitive information, and provide insights into data usage and movement.

    Type of Data in an Organization

    Organizations typically handle two primary types of business data: documents and organizational business data.

    Documents include files like reports, presentations, spreadsheets, and PDFs, which often contain sensitive information and require careful management and protection.

    On the other hand, Organizational business data encompasses the data generated from business operations, workflows, and applications, such as transaction records, customer information, and operational metrics. Think of applications such as Dynamics 365, Workday data, SAP data, etc. This type of data is what is used for day-to-day operations.

    Now that we know about the 2 different data in an organisation, let’s go have a look at what are the available Microsoft solutions to use to DISCOVER DATA (most of which are already included in your Microsoft Business Premium, or E3 and E5 licenses)

    Quick Note:

    There are solutions that are not on this list that has some form of search/ discovery capability (ex. Purview Data Life Cycle Management, Audit Log Search) I’ve omitted it in this list as their primary purpose is data governance and the data discovery capability relies on the other items that I’ve listed down below

    Document discovery tool

    Microsoft Purview Information Protection: (for documents stored in Email, SharePoint, OneDrive and Teams): It helps classify and label data based on its sensitivity. Start by defining your data classification schema, apply labels to your documents using built-in or custom labels, and configure policies to automatically classify and protect sensitive information as it is created or modified.

    Microsoft Purview Information Scanner (for On-prem data): This is designed to scan and classify on-premises data. To use it, deploy the scanner to your on-premises environment, configure scanning jobs to target specific data repositories, and review the scan results to understand where sensitive information resides and how it is being used.

    Microsoft Compliance Center (Content Search Tool): The Content search tool in the Microsoft Compliance Center allows you to search for and manage content across your organization.

    Microsoft 365 eDiscovery: This helps you manage and analyze large volumes of data for legal and compliance purposes. To use it, access the eDiscovery portal, create a case, add data sources, and run searches and analytics to gather relevant information for your legal or compliance needs.

    Defender for Cloud Apps: This is a comprehensive solution for monitoring and controlling data movement across cloud applications. The tool also offers data classification and protection through integration with Microsoft Purview Information Protection, ensuring consistent data security across your organization​

    Priva (using Privacy Assessments): This is specifically just for Personal data discovery. Automates the discovery, documentation, and evaluation of personal data use across your entire data estate. Using this regulatory-independent solution, you can automate privacy assessments and build a complete compliance record for the responsible use of personal data.

    Organizational Business Data Tools

    Purview Data Map: Helps you create a unified map of your data estate by automatically scanning and classifying your data sources. To use it, configure scanning rules and connect your data sources to Purview. The Data Map will continuously update, providing an up-to-date view of your data landscape, including classification and sensitivity labels, which helps in managing data compliance and governance.

    Purview Data Catalog: Provides a searchable catalog of data assets, making it easy to discover and understand data across your organization. To use it, start by connecting your data sources to Purview, which will automatically scan and index your data. Users can then search for data assets, view metadata, and understand data lineage, facilitating better data governance and management.

    Creating an Insider Risk Management Strategy: A Simplified Guide

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    When thinking about Insider Risk Management strategy, it’s easy to get lost in a maze of complex solutions and cutting-edge technologies. However, before we dive into program specifics, let’s take a step back.

    Simplification is our guiding principle here, and it brings us to the core four elements essential for any successful strategy: People, Process, Technology, and Implementing the Action.

    People: The Core of Insider Risk Management

    Insider risk management starts with understanding that your people are both your biggest asset and potential risk. Training and awareness are crucial. Employees should be aware of the organization’s policies, the significance of data protection, and the consequences of non-compliance. Engage departments across the board—security, HR, legal—to foster a culture of accountability and transparency. Regular training ensures everyone is up-to-date on the latest protocols and threats.

    Ask yourself the following:

    • How can we enhance our current training programs to better address the specific risks and policies relevant to our organization, ensuring all employees are not only aware but fully understand their role in data protection?
    • In what ways can we foster a stronger culture of accountability and transparency within our organization, encouraging open communication between departments such as security, HR, and legal?
    • What measures can we implement to regularly update and refresh our team’s knowledge on the latest data protection protocols and potential insider threats, keeping our defenses as current as possible?

    Process: Streamlining Risk Management

    The process involves setting up a clear, structured approach to identifying, investigating, and responding to insider threats. Begin with establishing clear policies using Microsoft Purview Insider Risk Management, which offers templates for common scenarios like data theft by departing users or unintentional data leaks. Regular audits and analytics help in preemptively identifying potential risks, while a defined triage process ensures timely response to alerts. Cases are managed systematically, from investigation to action, ensuring a thorough review and appropriate response to each incident.

    Ask yourself the following:

    • How can we tailor Microsoft Purview Insider Risk Management templates to better reflect our organization’s specific risk scenarios and policies, ensuring a more targeted and effective approach?
    • What strategies can we implement to enhance our regular audit and analytics processes, enabling us to identify potential insider risks more proactively and accurately?
    • How can we improve our triage process for responding to alerts, ensuring that each case is addressed timely and efficiently, from investigation to action?

    Technology: Leveraging Microsoft Purview for Enhanced Security

    Technology underpins the entire insider risk management framework. Microsoft Purview Insider Risk Management provides a comprehensive suite of tools for monitoring, detection, and response. Use its analytics for a deep dive into user activities, identifying anomalies that could signal potential risks. The platform’s case management feature streamlines investigations, integrating data from various sources for a holistic view of each incident. Collaboration tools facilitate cross-departmental action, ensuring a unified response to insider threats.

    Ask yourself the following:

    • In what ways can we optimize the use of the platform’s case management features to ensure a more efficient investigation process, integrating data from diverse sources for a comprehensive analysis of incidents?
    • What steps can we take to enhance collaboration across departments using the tools provided by Microsoft Purview, ensuring a coordinated and unified response to insider risks?

    Implementing Your Strategy

    1. Audit and Analytics: Activate auditing to track activities within your organization. Use insider risk analytics to scan for potential risks even before setting up specific policies.
    2. Policy Setup: Choose from Microsoft Purview’s policy templates tailored to different risk scenarios. Customize these to align with your organization’s specific needs.
    3. Alert Management: Configure alerts to notify you of suspicious activities. Establish a process for reviewing, evaluating, and addressing these alerts efficiently.
    4. Investigation and Action: Investigate incidents with the aid of user activity reports and take decisive actions based on your findings. Collaborate with HR, legal, and security teams to ensure comprehensive case management.
    5. Continuous Review and Optimization: Regularly review your insider risk policies and processes. Update them as needed to adapt to evolving threats and organizational changes.

    In essence, managing insider risks effectively requires a blend of proactive people engagement, streamlined processes, and advanced technology.

    By leveraging Microsoft Purview Insider Risk Management and Communication Compliance, organizations can establish a robust framework that mitigates risks while fostering a culture of security and compliance.

    For more detailed guidance on setting up and optimizing your insider risk management framework with Microsoft Purview, you can explore resources directly from Microsoft Learn and Microsoft Security playlist.

    Additional resources:

    Embrace Change, Secure Data: Navigating the UK’s Data Protection Evolution with Microsoft Purview

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    UK’s Data Protection Refresh

    The UK is introducing a new law that plans to introduce a host of new updates to the existing UK Data Protetion bill. You can read details of the change here and here and from the UK government source themselves here.

    The UK Data Protection and Digital Information Bill proposes a transformative approach to data protection, aiming to balance innovation with data security. The bill introduces easier data transfer processes, a risk-based approach to international transfers, and a streamlined accountability framework. This legislative evolution represents the UK’s commitment to fostering a secure yet flexible data-driven landscape post-Brexit.

    To kickstart your journey towards embracing the changes, I encourage your organization to consider initiating with these key steps. This approach not only prepares you for the transition but also positions you to leverage change using proven tools that are purpose built for Security and Compliance.

    Microsoft Purview: Your Data Protection Ally
    Microsoft Purview is a comprehensive toolkit designed to help organizations navigate the complexities of the new data protection landscape. Here’s how:

    1. Simplified Data Transfers: With Microsoft Purview Information Protection, organizations can classify, label, and protect data, ensuring compliance with the bill’s simplified data transfer requirements.
    2. Streamlined Accountability in Action: Microsoft Priva adapts to the bill’s accountability revamp, offering privacy management solutions that align with the shift towards a “senior responsible individual” model.
    3. Legitimate Interests Simplified: The platform aids in discerning when and how to process data based on legitimate interests, reflecting the bill’s nuanced take on data processing rights.
    4. Embracing a Risk-Based Approach: Microsoft Purview Data Loss Prevention (DLP) fortifies organizations against data breaches, embodying the bill’s risk-based ethos for international data transfers.

    The Takeaway: Future-Proof Your Data Practices
    The UK’s legislative update signals a new era of data protection, where flexibility and security go hand in hand. Microsoft Purview stands out as a the go-to resource for organizations aiming to thrive in this changing regulatory environment. By leveraging Purview’s suite of solutions, businesses can ensure their data practices are not only compliant but also conducive to growth and innovation in the digital age.

    Dive Deeper:
    For those keen to explore the intricacies of the UK Data Protection and Digital Information Bill and Microsoft Purview’s capabilities further, insightful resources await at IAPP’s overview and Pinsent Masons’ detailed analysis here.