Data Loss Prevention (DLP) is a service in our Microsoft cloud environment that identifies, monitors, and protects confidential information stored in Outlook, OneDrive and SharePoint, as well as M365 apps including Word, Excel, and PowerPoint. DLP is deployed to reduce the risk of unintended disclosure of confidential College information that is stored in these secure services, in adherence with Stonehill College's Information Security Policy.
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Detection of Confidential Information
DLP scans documents that are being created, edited, or saved in our Microsoft cloud environment. When confidential information is detected in a scanned document or email, a notification (known as a "policy tip") will appear stating that information classified as confidential has been detected. Additionally, for M365 apps, a red triangle icon will show next to the file in the online file list in SharePoint and OneDrive, and an email notification will be sent.
DLP is configured in our cloud environment to detect the following types of confidential information.
- Social Security Number
- Credit Card Number
- Bank Account Number
- Taxpayer Identification Number
- Driver’s License Number
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Microsoft Outlook
When using the Outlook Web App or the new Outlook Windows client, a policy tip may display if DLP detects information classified as confidential.
Upon sending the email, you will receive an email notification regarding the confidential information found in the sent email. The notification will include a copy of the original email, the reason why it was flagged as confidential information, a link to Stonehill College's Information Security Policy as well as Information Technology's recommendations regarding encrypting emails containing confidential information.
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Microsoft OneDrive & SharePoint
When working with files that are stored in a secure storage location such as either OneDrive or SharePoint, a policy tip may display if DLP detects information classified as confidential when you are working in M365 web apps.
Whether you are working on a file in M365 web apps, or using installed versions of these apps, you will receive an email when DLP detects information classified as confidential. Similar to the Microsoft Outlook email notification, the notification will include the reason why it was flagged for containing confidential information as well as a link to Stonehill College's Information Security Policy and a link to the file in question.
When exploring OneDrive or SharePoint document libraries, you may also notice a triangle icon that will appear next to files that have been flagged for containing confidential information.
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