What is Data Loss Prevention?
Information Technology continues to actively prevent the loss of sensitive data (such as credit card and social security numbers) when you use College systems, networks and hardware in accordance with the Privacy and Data Loss Prevention policies. Data Loss Prevention (DLP) tactics deploy security controls to detect and prevent the unauthorized transmission of sensitive information. Unauthorized transmissions include:
- Email – do not send sensitive information via email unless it is encrypted through a secure connection
- Non-secure Websites – before you enter any sensitive information, make sure that the URL address uses https rather than http and that you trust the recipient.
As we know, data breaches are a real threat. Below is an overview of the major data breaches of 2014 provided by Wisegate.com.
How can we prevent data loss at the College?
- On January 26, 2015, Information Technology will start to quarantine email that contains credit card and social security numbers that are being transmitted through a non-secure manner in an effort to safeguard sensitive data.
- Use FileLocker or email encryption methods to send sensitive information to external recipients (non cofc.edu users).
- Learn how you can take steps to avoid data loss for everyday transactions.
How does the DLP quarantine process work?
The purpose of the DLP quarantine process is to prevent data loss. It works much like the antivirus and email filtering tools used by the College to prevent computer virus outbreaks, compromised accounts, and phishing attacks. Using a set of predefined rules, an automated, electronic system will scan for credit card and social security numbers that are put at risk of exposure. The sensitive data can be:
- at rest – stored on a hard drive or other storage media
- in use – being copied from one location to another
- in motion – traveling across the network through email or file transfer
If you attempt to send an email that contains sensitive information in a non-secure manner, the DLP system will quarantine the email and send you (the sender) a notification. The email will be sent from firstname.lastname@example.org.
What are the secure and encrypted methods to transmit and store protected information?
If your business process requires that you transmit or receive sensitive information the following options are available for your use:
- FileLocker is a web-based application that allows faculty and staff to securely and temporarily share files across campus and with external users (non cofc.edu).
- All faculty and staff have access to this application for free. No approval or registration is required.
- FileLocker is accessible off campus as long as you have internet connection.
- You can send large files up to 10GB to each recipients; up to 100 GB total.
- The College email encryption service allows approved campus Exchange email users (cofc.edu) to send sensitive data such as social security and credit card numbers safely and securely to external users (non cofc.edu).
- The email encryption service ensures that the recipient retrieves the message through an encrypted web portal for a more secure transmission.
- Requests should be sent to the Helpdesk and must include a College-related business case and supervisor approval.
If you have any questions, please contact IT Helpdesk at email@example.com or (843) 953-3375.