What is Email Data Loss Prevention (DLP)?

‍A staggering 91% of cyber-attacks are initiated through emails, underscoring the critical importance of email security in today's digital age. Given the importance of email in business communication, it's a prime target for cyber-criminals, exposing firms to threats like phishing, account breaches, and steal data.

Standard email protocols often lack robust security measures, making them vulnerable to interceptions and lacking end-to-end encryption. This, combined with human errors like sending sensitive data to the wrong recipients, exacerbates the risks.

Adopting email DLP solutions is paramount to combat these vulnerabilities. Email Data loss prevention solutions act as vigilant sentinels, monitoring, detecting, and blocking unauthorized data transmissions, ensuring sensitive information remains secure within an organization. Best practices in this realm include:

• Content inspection using machine learning.
• Role-based access controls combined with encryption.
• Regular training for security teams.

In this blog post, discover the critical threats to email security and actionable steps to transform your email system into a bastion of digital safety.

Common Causes of Email Data Breaches

Email data breaches can occur for a variety of reasons, often stemming from human behavior, technological vulnerabilities, or malicious intent. Understanding these common causes is essential for organizations aiming to protect sensitive information and maintain trust with their stakeholders.

By recognizing these causes, organizations can implement targeted strategies to enhance their email security and reduce the likelihood of breaches.

Human Error

Human error is a significant factor in the prevalence of email data breaches, accounting for approximately 74% of incidents. This can manifest in various ways, such as mistakenly sending sensitive data to the wrong recipient, failing to use blind carbon copy (BCC) in bulk emails, or misconfiguring email settings that expose confidential data.

For example, organizations like NHS Lanarkshire and Hastings Council have faced breaches due to employees inadvertently sharing sensitive information with unintended recipients. The rapid shift to remote work has further exacerbated this issue, as employees may become complacent about security protocols when operating outside the structured environment of an office.

Training & awareness programs are crucial in mitigating these risks by providing employees with the knowledge to recognize and avoid common pitfalls.

Moreover, the consequences of human error can be severe, leading not only to data loss but also to reputational damage and financial penalties for organizations. In some cases, breaches have resulted from employees falling target to social engineering tactics, such as phishing attacks, where they unknowingly provide access to sensitive information.

Ensure complete sensitive data detection, classification and protection with Strac. Book a demo now!

Phishing Attacks

Phishing attacks are another prevalent cause of email data breaches. These attacks typically involve fraudulent emails that appear to come from authentic sources, tricking recipients into revealing sensitive information or downloading malware.

Phishing can take various forms, including deceptive phishing, spear phishing (targeting specific individuals), and whaling (aimed at high-level executives). The sophistication of these attacks has increased, making it difficult for even vigilant employees to discern genuine communications from malicious ones.

Organizations face significant risks when employees fall for phishing scams; these incidents can lead to unauthorized access to sensitive systems and data. Notably, many high-profile breaches have originated from phishing attempts that compromised employee credentials.

To combat this threat, Data Loss Prevention for Email (DLP for email) is essential. Organizations must implement comprehensive training programs that educate employees on recognizing phishing attempts and establish robust security measures such as multi-factor authentication & email DLP tools. 

By fostering a culture of cybersecurity awareness & vigilance, organizations can better defend themselves against the pervasive threat of phishing attacks.

Strac Notion DSPM & DLP (Data Loss Prevention)

Insider Threats

Insider threats represent a serious risk for organizations, often resulting in severe data breaches. These threats can stem from current or former employees who misuse their access to sensitive data for malicious purposes or inadvertently cause breaches through negligence. 

Insider threats can be categorized into two categories: malicious insiders who intentionally leak or steal data and negligent insiders who may unintentionally expose information due to carelessness or lack of awareness.

High-profile cases illustrate the potential damage caused by insider threats; for instance, former Tesla employees leaked sensitive personal data of thousands of individuals. Additionally, incidents involving companies like Twitter highlight how insider negligence can lead to significant breaches when attackers exploit employee vulnerabilities. 

To mitigate insider threats, organizations should implement strict access controls based on job roles and conduct regular audits of user activities. Furthermore, fostering an environment where employees feel secure reporting suspicious behavior can enhance overall security posture and reduce the likelihood of insider-related incidents.

Types of Data at Risk in Email

Email communication, while convenient, poses significant risks to various types of sensitive data. Understanding these risks is critical for organizations aiming to protect their information assets.

Personally Identifiable Information (PII):

Personally identifiable information (PII) encompasses any data that can identify an individual, either alone or in combination with other information. Examples include:

• Full name
• Social Security number (SSN)
• Driver’s license number
• Mailing address
• Credit card details
• Medical records

The exposure of PII can lead to severe consequences, including identity theft and financial fraud. Organizations must adhere to stringent regulations regarding the handling and transmission of PII.

When sending PII via email, it is essential to employ encryption methods to protect the data from unauthorized access during transmission. Failure to adequately secure PII can result in substantial legal penalties and reputational damage for organizations.

Intellectual Property (IP):

Intellectual property (IP) consists of creations of the mind, such as inventions, designs, brands, and artistic works. Unlike PII, which primarily concerns individual privacy, IP is crucial for a company's competitive edge and economic viability. The theft of IP can lead to significant financial losses and compromise a business's market position.

IP is often targeted through deliberate attacks rather than accidental exposure. Cybercriminals may exploit vulnerabilities in email systems to gain access to proprietary information. As businesses increasingly move data outside secure networks—due to remote work and cloud services—the risk of IP theft escalates. Protecting IP requires robust cybersecurity measures, including advanced encryption and continuous monitoring for unauthorized access.

Financial Data

Financial data includes sensitive information related to an individual's or organization's financial status, such as bank account numbers, credit card information, and transaction histories. This type of data is particularly attractive to cybercriminals due to its direct monetary value.

The risks associated with transmitting financial data via email are heightened by the potential for phishing attacks and other forms of cyber fraud. Cybercriminals often use deceptive emails to trick recipients into providing financial information or accessing malicious links that compromise their accounts. 

Organizations must implement stringent security protocols when handling financial data, including secure email practices and employee training on recognizing phishing attempts.

What is Email DLP?

Email Data Loss Prevention (DLP) solutions are designed to protect confidential and sensitive data from unauthorized transmission or data exfiltration during transit and rest. They detect, monitor, and block any sensitive data from being sent outside the organization's network - accidental or malicious. Email Data Loss Prevention (DLP) tool identifies confidential emails, ensuring no private information is lost or stolen.

How Email DLP Works

Email Data Loss Prevention (DLP) is a critical cybersecurity strategy designed to protect sensitive information transmitted via email from unauthorized access, misuse, or accidental leakage. Given that email is a primary communication channel for businesses, DLP solutions are essential for safeguarding data against various threats, including human error and cyberattacks.

Strac Email Outbound Agentless DLP Office365 and Gmail

Mechanisms of Email DLP Systems

Email DLP systems operate through a combination of techniques to monitor and control the flow of sensitive information. Here’s how they function:

1. Content Inspection:

• Scanning Emails: DLP solutions inspect both the content of emails and their attachments for sensitive information patterns, such as CC numbers, Social Security numbers, or proprietary business information.
• Contextual Analysis: Beyond simple pattern matching, some systems evaluate the context of the data to determine whether its use is legitimate or potentially harmful. For instance, sending financial data externally may trigger an alert, while internal communications may not.

2. Rule-Based Filtering:

• Predefined Rules: Organizations can set specific rules to identify sensitive information based on regulatory requirements (e.g., GDPR, HIPAA) or internal policies. These rules help classify what constitutes sensitive data.
• Exact Matches and Categories: Some systems use exact matches for known sensitive documents or employ pre-built categories based on compliance standards.

3. Machine Learning and AI:

• Advanced Detection: Some DLP solutions leverage artificial intelligence and machine learning to improve detection capabilities. These technologies analyze patterns in email traffic to identify anomalies that may indicate a risk of data loss.

Response Mechanisms

When a potential data leak is detected, email DLP systems can take several actions based on predefined security policies:

• Flagging Incidents: If an email contains potentially sensitive information but does not clearly violate policies, the system may flag it for review by users or security teams.
• Blocking Emails: In cases where sensitive content is clearly identified, the system can prevent the email from being sent altogether.
• Deleting Messages: If an email violates strict policies regarding sensitive data transmission, it may be automatically deleted.

Implementation Considerations

To effectively implement Email DLP, organizations should consider the following:

• Data Classification: Identifying and categorizing sensitive data helps in understanding what needs protection and how to enforce policies effectively.
• Access Controls: Limiting who can send or receive sensitive information via email ensures that only authorized personnel handle critical data.
• Encryption: Using encryption for emails protects sensitive data during transmission, making it less susceptible to interception.

Automated Responses: Configuring automated responses to potential breaches can help mitigate risks quickly by blocking emails or alerting administrators when a policy violation occurs.

Why is Email DLP Important?

1. Protecting Sensitive Information

Email DLP helps in identifying and protecting sensitive information such as personally identifiable information (PII), protected health information (PHI), financial data, intellectual property, and other confidential business information from being shared outside the organization inappropriately.

2. Regulatory Compliance

Many industries are subject to strict regulations regarding data protection, including GDPR, HIPAA, PCI-DSS, and others. Email DLP helps businesses comply with these regulations by ensuring that sensitive information is not improperly transmitted or exposed.

3. Preventing Data Breaches

Data breaches can occur due to various reasons, including phishing attacks, malware, and human error. Email DLP solutions can detect and block potential breaches before they happen, protecting the organization from financial and reputational damage.

4. Enhancing Security Posture

Implementing Email DLP as part of a broader security strategy enhances the overall security posture of an organization. It ensures that email communications are continuously monitored and that any risks are promptly addressed.

Why does email data security matter?

DLP email security encompasses a range of techniques and best practices designed to shield email communication and accounts from unauthorized access, compromise, or loss. This protection extends to threats like phishing attacks, malware dissemination, and unwarranted data breaches. In 2016, the Democratic National Committee (DNC) fell victim to a substantial email breach, leading to the public disclosure of sensitive emails and demonstrating the criticality of maintaining a secure email environment.

Here is why do you need Email DLP matters:

• Protection from cyber-criminals
• Consequences of email vulnerabilities
• The need to guard sensitive information
• The evolution of cyber threats

Protection from cyber-criminals

Unfortunately, with the widespread use of emails comes an increased risk of cyber-criminal activity. During the COVID-19 pandemic, phishing attacks escalated as attackers sought to take advantage of the transition to remote work. People using their company emails were especially vulnerable to malicious entities looking to exploit these communications channels.

Consequences of email vulnerabilities

DLP email encryption is like a strong castle, but vulnerability can lead to devastating consequences. The WannaCry ransomware attack of 2017 is an example of this. From seemingly innocent email attachments, it quickly spread to computers worldwide and encrypted their data, leaving them vulnerable to ransom demands. This incident highlights how just one tiny breach in email security can have global ripple effects and cause major disruptions in organizations' infrastructures.

The need to guard sensitive information

Emails are more than just communication vessels: they store valuable data and sensitive information, from trade secrets to personal details. This emphasizes the vital importance of DLP email encryption - a lesson learned too well when Sony Pictures suffered a major email hack in 2014. Their breach led to the public release of confidential information, unreleased films, and other private data, which could have been prevented with the right security measures.

The evolution of cyber threats 

As the digital age continues to evolve, cybercriminals adapt and utilize cutting-edge technologies such as AI and machine learning to devise intricate attacks. These threats extend beyond email systems, compromising cloud services and other digital infrastructures.

Learn more about preventing AI data leaks here ➡️How to prevent AI data leaks? 

The Blackbaud incident of 2020 serves as an example of a significant breach where hackers exploited a vulnerability in the company's cloud infrastructure, stealing sensitive information from their clients. It is now more important than ever to strengthen DLP email security and bolster the resilience of our overall digital ecosystem against emerging threats.

Common threats to email security

Emails often face threats from deceptive phishing links and harmful malware attachments.  Here are the most common email threats.

1. Man-in-the-Middle Attacks (MitM)
2. Business Email Compromise (BEC)
3. Spam and Unsolicited Emails
4. Domain Spoofing
5. Zero-day Vulnerabilities
6. Email Bombing
7. Distributed Denial of Service (DDoS)

Man-in-the-Middle Attacks (MitM)

Man-in-the-middle (MitM) attacks are cyber attacks where an attacker secretly intercepts and manipulates the communication between two parties. This attack was famous in 2013 when British spy agency GCHQ infiltrated Belgacom, one of Belgium's largest telecommunications companies, to steal data from the company's employees and email server.

Business Email Compromise (BEC)

Business Email Compromise (BEC) is a form of cybercrime that includes the unauthorized access and use of a business email account. This type of fraud can be used to defraud the company or its customers, partners, and other businesses. For example, in 2016, toy manufacturer Mattel almost lost $3 million to a BEC scam where a finance executive was tricked into sending funds to a fake account in China.

Spam and Unsolicited Emails

Spam emails can cause more than just annoyance. They can overload email servers, spread malicious content, and even be used to carry out targeted attacks. One notable example of this was in 2007 when the Storm Worm botnet sent billions of spam emails to spread its malware, which resulted in over a million computers being infected worldwide.

Domain Spoofing

Domain spoofing is a type of cyber attack in which malicious actors send emails that appear to be from a legitimate domain to deceive recipients. Cybercriminals are taking advantage of Amazon's vast user base by sending phishing emails disguised as customer service messages. These emails often try to convince the recipient of an issue with a recent order or payment details and direct them to malicious sites.

Zero-day Vulnerabilities

Zero-day vulnerabilities are security flaws in software or hardware that are unknown to the vendor and can be exploited by hackers. For example, in 2018, a zero-day vulnerability in Microsoft Office allowed cyber criminals to spread malware through email attachments without requiring the recipient to open the attachment.

Email Bombing

Email bombing is an attack strategy where large volumes of emails are sent to a single person or system, causing the email server or system to become overloaded and crash. This was demonstrated in 1996 when Panix, an Internet service provider, was targeted in an attack that left their email services down for several days.

Distributed Denial of Service (DDoS)

A DDoS attack is a malicious cyber attack where an attacker uses a botnet to send a flood of requests to overwhelm and disable a website or online service. The primary goal is to make the target unavailable, preventing legitimate users from accessing it. 

In 2008, the Conficker botnet infected millions of machines with malware. It exploited vulnerabilities in Microsoft Windows, allowing the botmaster to steal user credentials, download malicious software, or launch attacks.

Similarly, in 2016, the Dyn Domain Name System (DNS) experienced one of the biggest DDoS attacks when Mirai botnet-infected Internet of Things (IoT) devices were used to disrupt major websites.

FYI - Botnets are malicious networks of computers and devices that have been compromised without their owners' knowledge. These bots, or ‘zombies’, can be remotely controlled by an attacker, the botmaster, or herder. 

Top Email DLP Best Practices

Email Data Loss Prevention (DLP) is a must for any organization that wants to protect sensitive or confidential information from being shared without permission. To successfully implement email data loss prevention , here are the top three email DLP best practices:

1. Identify Sensitive Emails and Attachments

Rather than relying solely on traditional rules, Email DLPs must be able to analyze emails and the context of any data shared thoroughly. This involves scanning for attachments email bodies, automatically recognizing sensitive data, and even understanding the meaning of the content. 

To do this effectively, use sophisticated Email DLP solutions powered by machine learning and natural language processing.  Strac automatically detects and redacts unstructured documents that contain any sensitive detail. Those documents could be pdf, jpeg, png, image, word doc, excel spreadsheets, etc. Also, it will detect/redact unstructured text in email data.

2. Define Clear Policies

Develop clear, concise, and enforceable policies like Redaction, Blocking, Encryption, Deletion that outline how sensitive data should be handled. These policies should be communicated to all employees and regularly reviewed and updated as needed.

3. Incoming and Outgoing Email DLP

Have a clear understanding of all sensitive emails coming into organization's mailboxes and what is leaving the organization.

4. Role-based Access Controls and encryption

When it comes to employee data, not all staff should have access to everything. Role-based access allows us to ensure that employees can view and share only the data relevant to their jobs. We must employ dlp email encryption strategies at rest and when transmitted to protect sensitive data further. This will keep our data secure even if a breach is detected.

It is also important to use accurate email DLP tools, especially when communicating with external parties, as this will ensure that all data remains secure.

5. Regular training and awareness programs

Organizing regular data security awareness training sessions for all employees is essential to minimize the risk of data breach. Training should include real-life examples of data breach and their consequences. To further test employee vigilance, run simulated phishing campaigns and provide feedback and instructions based on the results.

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How to Choose the Right Email DLP Solution

Selecting the appropriate Data Loss Prevention (DLP) solution for email is crucial for safeguarding sensitive information. Here are key factors to consider:

Scalability

When choosing an email DLP solution, scalability is essential. The solution should seamlessly adapt to your organization’s growth and changing needs. Consider the following:

• User Capacity: Ensure the solution can handle an increasing number of users without performance degradation.
• Data Volume: Evaluate the solution's ability to process large volumes of emails and attachments efficiently.
• Feature Expansion: Look for a DLP provider that offers additional functionalities or modules that can be integrated as your requirements evolve.

Integration

The effectiveness of a DLP solution often hinges on its integration capabilities. A good solution should:

• Compatibility: Work well with existing email platforms (e.g., Microsoft Exchange, Gmail) and other software tools used within your organization.
• Ease of Integration: Ideally, it should be easy to implement with minimal disruption to current operations, allowing for quick deployment.
• API Support: Check if the solution offers APIs for custom integrations, enabling it to fit into your broader security architecture.

Cost

Cost is always a consideration when selecting a DLP solution. Assess the following aspects:

• Initial Investment: Recognize the upfront costs associated with purchasing and implementing the solution.
• Ongoing Costs: Consider subscription fees, maintenance costs, and any additional expenses for updates or support.
• Return on Investment (ROI): Evaluate how the DLP solution can prevent potential data breaches, which could save significant costs related to compliance fines and reputational damage.

For a comprehensive email DLP solution that meets these criteria, consider Strac. Our platform is designed for smooth integration and scalability while providing robust data protection features.

Email DLP (Data Loss Prevention): How to redact PII and sensitive data from emails?

The Email DLP solution You Need in 2024

Email remains the primary mode of communication for businesses worldwide, but it also poses significant security risks. 

Strac's Data Loss Prevention (DLP) solution helps to reduce these risks by protecting every email whether in transit or at rest—from potential threats.

Here’s what Strac can do for you

• Strac offers comprehensive redaction of sensitive data across all major SaaS platforms, such as Gmail, Slack, ChatGPT, Box, Zendesk, Salesforce, Google Drive, and cloud platforms like AWS and Azure. 

Gmail DLP solution

Strac Gmail App is a DLP software that detects and redacts sensitive emails. Read about Strac’s solution for Gmail DLP.

Microsoft Office 365 DLP solution

Strac Office 365 App is a Data Loss Prevention (DLP) tool that has the capability to identify and remediate (alert, block, redact) sensitive emails. Read about Strac’s solution for Microsoft Office 365 DLP.

• The Strac Office 365 App is capable of identifying sensitive emails. By activating this app, you can obtain reports on sensitive emails that have been shared.
• The Strac Office 365 App masks sensitive emails, though it still permits authorized users to access those emails via the Strac UI Vault.
• When properly set up, the Strac Office 365 App can hinder the forwarding of emails to unauthorized external addresses. You can create a process to manage emails being sent to external addresses. For instance, an email or attachment can be sent only with the approval of the owner. If the owner disapproves, the email will not be dispatched to the external recipient.
• Companies have the ability to specify a roster of sensitive data components (such as Social Security Numbers, Dates of Birth, Driver's Licenses, Passports, Credit Card Numbers, Debit Cards, API Keys, and so forth) for the Strac Office 365 App to conceal. Reports detailing which messages were accessed by whom can be made available to Compliance, Risk, and Security personnel.

Take a look at Strac's collection of sensitive data components that are automatically identified and obscured (masked) by Strac. You can find more information at this link

What sets Strac apart from the competition?

• Its accuracy.
• Strac is powered by advanced machine-learning models. It ensures that no data slips through the cracks. To top it off, new integrations are added weekly, so you remain protected regardless of the SaaS tools and platforms you decide to use. 
• Strac also helps you stay compliant with global standards like PCI, HIPAA, SOC 2, GDPR, and NIST CSF with out-of-the-box classifiers. 
• From detecting and redacting textual comments to unstructured documents such as images and Excel files, Strac offers precision with a seamless user experience. Moreover, we have pioneered AI DLP technology by offering its services for products like ChatGPT and Google Bard.  Learn more on sensitive data protection in ChatGPT‍
• With API access, sensitive data can be detected and redacted even before sending it to LLM providers like OpenAI or AWS Bedrock - making Strac the most comprehensive SaaS coverage for secure data management.

Secure your data and pave the way for a digital future with Strac's DLP Solution. Our industry-leading technology prevents data breaches, fosters trust, promotes compliance, and encourages secure data flow. Put the power of Strac at your fingertips for total peace of mind in an ever-evolving digital landscape. 

Read our other resources:

• How to redact e-mail in Gmail?
• How to secure Slack?
• Generative AI and Data Loss prevention