Data loss prevention (DLP) is a system designed to ensure end users do not send sensitive information outside the corporate network. The term is commonly used to describe software products that help a system administrator define and control what information users can transfer beyond the bounds of the protected network.

For most organisations, external communications with other corporates, clients, partners and the public generally encompasses Email predominantly however IM messages with federated organisations, Fax, Scan to mail from MFD’s, corporate SMS and HTTP based messaging are all methods of communication that need to be considered when setting policy around sensitive content.

Commonly most data loss occurs accidentally with users attaching content that may be sensitive to email messages. Globally this is the primary method of data loss that should be considered in formulating a DLP solution. Accidental loss through Faxing of attachments is also common however is more difficult to monitor given the pervasive nature of Fax devices and their deployment within an organisation.

A number of simple measures can be implemented within an organisation to ensure MFD/Fax devices are connected centrally to ensure all traffic is collected indexed and made available for search as well as being able to be monitored for document classifications that will based on policy appear on the document and can be monitored and referred back to the user to comply with corporate policy.

Solution consultants can be engaged to design an architecture that will offer a range of solution technologies that can work together to meet DLP objectives across the business.

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