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DLP (Data Loss Prevention): Overview

What is DLP?

Paubox Data Loss Prevention (DLP) scans outgoing email from your organization to prevent sensitive data from leaking externally, whether accidentally or maliciously. With DLP, you can customize your scanning criteria to look for sensitive keywords in inbound or outbound messages. Any emails that include sensitive information will be placed into quarantine and can be released or blocked by the administrator. DLP is available with Email Suite Premium.

 

DLP access

DLP can be managed by any user with the DLP admin permissions set up. Learn more about user roles and permissions here.

 

Creating DLP rules

DLP rules help you safeguard sensitive information by automatically scanning emails for specific keywords. If a match is found, the email can be quarantined for further review.

To create a rule:

  1. In the Paubox dashboard, navigate to Data Loss Prevention in the side menu
  2. Click on Add Rule
  3. In the setup window, enter the word or phrase to scan for in the Search Term field
  4. Select which email direction the rule should apply:
    1. Inbound: Scans messages being received
    2. Outbound: Scans outgoing messages being sent
    3. Both: Scans all messages sent and received
  5. Choose which parts of the email should be scanned:
    1. Full email: Scans all components of the email (all other options will be deselected since full email covers all components)
    2. Sender: Scans sender name and address
    3. Recipient: Scans recipient name and address
    4. Body: Scans the email body and attachment
    5. Subject: Scans the subject line
    6. Headers: Scans the email headers
  6. Click Save to activate the rule

 

What happens if an email is caught by DLP?

  • Outbound emails
    • The email is placed in quarantine
    • The sender is notified
    • Users with DLP Admin permissions and DLP Notifyee permissions are alerted
  • Inbound emails
    • The email is placed in quarantine
    • Users with DLP Admin permissions and DLP Notifyee permissions are alerted

Admins can review quarantined emails and choose to release or block them.

 

DLP Notifyees

A DLP Notifyee is a designated user who receives alerts whenever an email is caught by DLP. To assign a Notifyee, update roles and permissions in the Users settings.

 

FAQs

Will DLP scan attachments?
Yes, if your rule is set to scan the Full email or the Body of the email.

Can I exempt certain senders from outbound DLP scanning?
No, exemptions for outbound DLP scanning are not supported.

Can all Admins see DLP rules?
No, only Admins with the DLP Admin permission can view and manage DLP rules.