This article was originally published on June 14, 2017 and was updated in May 2025 by Abby Clobridge.
In an era of hybrid work, cloud everything, and increasingly targeted threats, Data Loss Prevention (DLP) isn’t just an IT concern — it’s a mission-critical priority.
Whether you’re safeguarding sensitive stakeholder data, internal knowledge, or operational files, the goal is the same: prevent accidental or unauthorized leaks without slowing your team down.
Here are five DLP best practices we recommend:
1. Classify Your Data First
Before protecting data, you need to know what you’re working with. Identify:
- What’s sensitive (PII, financials, health records)
- What’s internal-only (plans, roadmaps)
- What’s public
Use labels or tags to make these distinctions clear in your systems — especially across Microsoft 365 or Google Workspace.
2. Enable Built-In Platform Protections
Most cloud platforms now offer robust, native DLP tools. Start by:
- Turning on Microsoft Purview DLP policies (M365)
- Enforcing sharing restrictions in Google Workspace
- Blocking sensitive content from leaving via email or downloads
These guardrails work best when paired with clear internal guidance.
3. Train People, Not Just Systems
The biggest risks aren’t always technical — they’re human. Make sure staff understand:
- What data is sensitive
- How and where it should be shared
- What red flags to watch for
Ongoing, realistic training beats once-a-year slide decks every time.
4. Audit What’s Actually Happening
Use built-in logs to review:
- Unusual file sharing activity
- Downloads of bulk data
- High-risk permissions or anonymous links
DLP isn’t “set it and forget it” — it’s an ongoing governance effort.
5. Plan for Incidents Before They Happen
Have a DLP incident response plan that includes:
- Who’s notified
- What gets investigated
- What gets reported externally (if needed)
Being prepared reduces panic — and speeds up recovery.
Final Thoughts
DLP is no longer optional — but it doesn’t have to be overwhelming. With the right policies, platform settings, and team awareness, you can protect what matters most while staying focused on your mission.
At FireOak, we help purpose-driven organizations design data governance models that actually work — smart, secure, and sustainable.
