Key Points:

• Data Loss Prevention (DLP) safeguards sensitive information stored in cloud-based SaaS applications, like Google Drive, by preventing unauthorised access, use, and distribution.
• To strengthen security in SaaS apps, a modern DLP (Data Loss Prevention) strategy is essential. This can include access controls, monitoring activity, and educating staff.
• By implementing a modern DLP tool like Metomic, businesses can protect sensitive data, ensure compliance with regulations, prevent data breaches, and maintain their reputation.

Data Loss Prevention (DLP) is a set of policies, tools, and practices designed to safeguard sensitive data from unauthorised access, use, and distribution.

In the context of Software-as-a-Service (SaaS), DLP focuses on protecting sensitive information within cloud-based applications like Google Drive, ensuring data security and compliance. As businesses increasingly adopt SaaS solutions, it becomes crucial to implement modern DLP strategies to mitigate the risk of data breaches, leaks, and other security incidents.

Learn everything you need to know about DLP for SaaS applications in our comprehensive guide.

Why modern DLP for SaaS is Important?

1. Protecting Sensitive Data: SaaS applications, like Google Drive, often contain sensitive information such as financial records, customer data, and intellectual property. Modern DLP software helps prevent unauthorised access and leakage of such data. Despite built-in security features, Google Drive's own DLP product is not 100% secure and can expose data due to ease of access and collaboration.

2. Compliance and Regulatory Requirements: Many industries have strict regulations and compliance standards (e.g., GDPR, HIPAA) that mandate data protection. DLP assists in adhering to these requirements.

3. Preventing Insider Threats: DLP solutions can identify and prevent insider threats, where employees intentionally or accidentally misuse or share sensitive data.

4. Maintaining Reputation: Data breaches can severely damage a company's reputation. DLP safeguards against potential breaches, thereby maintaining customer trust.

*Further reading: The Limitations of Google Workspace DLP

8 Steps To Implementing DLP for SaaS Applications

1. Data Classification

• The first step in implementing DLP for SaaS is to classify data based on its sensitivity and regulatory requirements.
• Categorise data into different levels, such as public, internal, confidential, and highly confidential. This classification will help in developing appropriate data handling policies.
• Create policies that specify how data should be treated, accessed, and shared, based on its classification.
• Policies should also address data retention and deletion to comply with industry regulations, such as financial regulations.

2.Cloud Provider Evaluation

• Selecting a reputable and reliable SaaS cloud provider is essential for ensuring data security.
• Look for providers that offer robust security measures, compliance certifications, data encryption, and data residency options.
• Ensure the cloud provider aligns with your organisation's data security and compliance requirements.

3. Encryption and Tokenisation

• Utilise encryption and tokenisation to protect sensitive data in transit and at rest within the SaaS environment.
• Encryption secures data using cryptographic algorithms, while tokenisation replaces sensitive data with surrogate values, preventing unauthorised access to the actual data.
• Together, these techniques add an extra layer of security to sensitive financial data.

4. Access Controls and Identity Management

• Implement strict access controls and identity management protocols to ensure that only authorised personnel can access sensitive financial data within the SaaS applications.
• Utilise multi-factor authentication (MFA) for an added layer of protection.
• Regularly review access privileges and revoke access promptly for employees who no longer require it.

5. Monitoring and Logging

• Deploy robust monitoring and logging mechanisms to track user activities and data transactions within the SaaS environment.
• Analyse logs regularly to identify any anomalies or suspicious behaviour.
• Automated alerts can notify IT teams about potential security breaches in real-time, enabling quick action and mitigation.

6. Data Loss Prevention Tools

• Invest in advanced Data Loss Prevention software specifically designed for SaaS environments.
• These tools can identify, monitor, and prevent data breaches, policy violations, and unauthorised data transfers.
• They may include features like sensitive data discovery and data classification, content-aware scanning, and policy enforcement across various SaaS applications.

7. Employee Training and Awareness

• ‍Educate employees about the importance of data security and their role in safeguarding sensitive financial information.
• Conduct regular training sessions on data handling best practices, security protocols, and the consequences of data breaches.
• Encourage employees to report any potential security risks promptly.

8. Incident Response Plan

• Develop a comprehensive incident response plan that outlines the steps to be taken in case of a data breach or security incident.
• The plan should include procedures for containment, investigation, communication, and recovery.
• Regularly test and update the incident response plan to address emerging threats.

Challenges & Considerations

1. False Positives: DLP solutions may sometimes trigger false positives, flagging legitimate actions as potential data breaches. Continuously fine-tune the DLP policies to minimise false alarms.

2. Data Residency and Compliance: Ensure that data residency requirements are met, especially when using SaaS applications that store data in multiple geographic locations.

3. Balancing Security and Usability: DLP should enhance security without significantly impacting the productivity and usability of SaaS applications.

4. Third-party Integration: If your organisation relies on third-party vendors accessing your SaaS applications, ensure they also adhere to your DLP policies.

Rich Vibert, CEO of Metomic, says:

"Data Loss Prevention (DLP) for SaaS is crucial for safeguarding sensitive information, maintaining compliance with regulations, and preserving the trust of customers. By implementing data classification, encryption, access controls, monitoring, and employee training, businesses can bolster their data security posture and mitigate the risks associated with cloud-based SaaS applications."

How can Metomic help?

When it comes to using SaaS apps like Google Drive and Slack, employees are constantly sharing sensitive data as they collaborate on issues that need to be resolved.

You can help minimise the sensitive data in your SaaS apps by implementing a DLP software like Metomic that can automatically redact sensitive data once it’s shared, or after a set retention period. It enables your employees to get on with their jobs, while locking down your most sensitive data.

With just one click, Metomic integrates with your SaaS applications to rapidly detect sensitive data across tools such as Slack and Google.

📝Report: The Risks of Storing Sensitive Data in Google Drive

After scanning approximately 6.5 million Google Drive files, Metomic found 40.2% contained sensitive data that could put an organisation at risk of a data breach or cybersecurity attack.

Other key highlights include:

• 34.2% of all the files scanned were shared with external contacts (email addresses outside of the company’s domain).
• More than 350,000 files (0.5%) had been shared publicly, giving access to anyone who had the document link
• 18,000 files were flagged as “Critical Level” data files, meaning the information contained “Highly Sensitive” data or the file permissions were not applied securely.

Have a read of our findings in full, showing the risky nature of storing sensitive data in Google Drive.