What is email DLP?

Posted by Rick Goud on 18th July 2024

What is email data loss prevention (DLP)? An overview

Email data loss prevention (DLP) is a security methodology that helps organizations monitor, detect, and prevent the unauthorized transmission of sensitive information through email. It works by scanning email content and attachments for predefined sensitive data patterns, such as healthcare data, credit card information, or social security numbers.

When such data is identified, email DLP can take various actions such as blocking the email from being sent, alerting administrators, or encrypting the email to secure its contents. This technology is crucial for maintaining compliance with data protection regulations and safeguarding against data breaches and leaks.

Risks of not implementing email DLP

The average cost of a data breach worldwide currently stands at approximately $4.5 million. Data breaches happen for many reasons; some result from malicious interception by hackers, however, the leading cause is human error. A recent report found that 68% of data breaches were from non-malicious errors, such as sending an email to the wrong recipient or attaching the wrong file.

Without email data loss prevention (DLP) mechanisms, organizations are exposed to risks that can have financial and reputational consequences. Here are some key vulnerabilities and potential outcomes of not implementing effective email DLP:

• Data breaches and leaks: Without DLP, sensitive information such as healthcare information, personal identification information and financial records can easily be exposed through accidental or malicious emails. This can lead to significant financial losses and the theft of personal and corporate data.
• Non-compliance fines: All sectors are governed by stringent regulatory requirements like the General Data Protection Regulation (GDPR), ISO27001, NIS2, DORA and more. Non-compliance due to inadequate data protection measures can result in fines and sanctions.
• Reputational damage: A single data breach can tarnish the reputation of any business. The loss of stakeholder trust is particularly damaging where trust is foundational to customer relationships. Restoring a reputation can be time-consuming, costly, and is not always possible.
• Operational disruptions: Data incidents can lead to operational disruptions while the institution manages the fallout. This includes investigation, remediation, and communication with clients and regulators, all of which divert resources from normal business activities.

Don't let a lapse become a leak. Learn how to mitigate human error with data loss prevention.

How can email DLP benefit organizations?

Implementing an effective Email DLP system brings numerous benefits that can significantly improve a business’s security:

• Enhanced data security: Email DLP systems help protect sensitive information from unauthorized access and prevent data leaks. By monitoring and controlling email traffic, these systems ensure that only appropriate content leaves the organization, securing client and corporate data.
• Regulatory compliance: Email DLP supports compliance with various financial regulations and standards designed to protect consumer information. By implementing DLP solutions, organizations can avoid penalties associated with non-compliance and demonstrate their commitment to safeguarding client data.
• Increased customer confidence: By actively securing communication channels, organizations can strengthen their relationships with clients, customers, patients, partners and residents. People are more likely to trust and continue their business with those who demonstrate a commitment to protecting their information.
• Cost savings: While the initial investment in email DLP systems might be significant, avoiding data breaches and regulatory fines can lead to substantial savings. Plus, efficient DLP solutions can streamline operations, reducing the need for extensive manual oversight.
• Competitive advantage: In a market where consumers are increasingly aware of data security, robust email DLP measures serve as a key differentiator. Institutions that assure clients of superior data protection capabilities are likely to attract more business.

How Zivver strengthens email security

Today, organizations handling sensitive information require more than just basic protective measures; they need advanced, intelligent solutions that can adapt to the evolving compliance landscape. Zivver Secure Email offers robust features tailored to meet the specific needs of every organization, regardless of sector.

5 DLP tools to prevent data loss

Intelligent filtering and detection

Zivver Secure Email uses advanced algorithms to analyze email content for sensitive information. Unlike traditional DLP systems, which rely on predefined rules, Zivver's solution uses machine learning to improve detection accuracy over time, reducing false positives and delivering accurate and timely alerts to potential risks.

Seamless integration and ease of use

Zivver Secure Email integrates seamlessly with existing email systems, such as Microsoft Outlook and Gmail, making it easy for employees to continue using their familiar platforms without disruption.

Zivver provides solutions tailored to an organization’s specific needs. Zivver DLP Gateway encrypts all outgoing emails, with no need for manual intervention, enhancing workflow efficiency and ensuring compliance, regardless of device.

Real-time prevention and remediation

When Zivver detects a potential error, it doesn’t just alert the user; it provides suggestions for remediation. For example, if an employee mistakenly addresses an email containing sensitive client data to the wrong recipient, Zivver Secure Email prompts the user to correct the error before the email is sent. This proactive approach not only prevents data breaches, but also educates users and reinforces secure practices.

Compliance assurance

Zivver helps institutions to adhere to laws and regulations such as GDPR, NTA 7516, HIPAA, DORA and more.

Detailed reporting and analytics

Understanding the flow of sensitive information both inside and outside the organization is crucial. Zivver provides detailed reports and analytics, giving IT departments and compliance officers insight into email traffic patterns, potential security threats, and compliance status. This data is invaluable for ongoing security assessments and audits.

How to enable email DLP

To learn more about how Zivver Secure Email and Zivver Secure File Transfer, visit our customer stories, or get in touch for a free demo.