Data Loss Prevention in SharePoint 2013
A problem that has plagued many organizations over the years is how to best protect sensitive data in their SharePoint environments. This includes things like credit card, drivers license, and social security numbers. For SharePoint on premise deployments this has required third party applications to be used to provide this functionality to all locations in the SharePoint farm.
Data Loss Prevention (DLP) is a feature that was first introduced in Exchange (2013 and Online) and is now in SharePoint Online (but not the on-premises version). I covered the initial news on this topic last year and took the chance at the Microsoft Ignite conference to find out had the functionality predicted then been realized in production.
DLP is actually a great example of how engineering teams are now working across multiple products rather than in the narrow silos of the past and it’s obvious that a lot of lessons learned from the DLP implementation in Exchange have influenced the implementation in SharePoint Online to provide protection against the misuse of sensitive data in documents. The documents can be stored in SharePoint or OneDrive for Business libraries.
Compliance officers, paralegals, or others performing a legal audit often need to assess the degree of risk posed by sensitive and personal data stored on SharePoint sites. Data loss prevention (DLP) in SharePoint Online provides you with a way to identify that data, so you can work with document owners to reduce any risk to your organization.
Assign permissions to the eDiscovery Center
Permissions are a big deal. And to run a query in the eDiscovery Center, you need lots of different types of permissions. Assigning permissions to multiple people for Exchange Online, SharePoint Online, the eDiscovery Center, and each site collection could take a long time.
If you only want to use the eDiscovery Center, you might wonder why you need all those other permissions. The eDiscovery Center is a site collection, and like any other site collection, you have to be given permissions to access it. Access to the eDiscovery Center, however, grants no special, automatic access to other site collections, to documents, or to content. To gain access to data stored on other site collections and in OneDrive, you’ll need to be granted admin permissions for each. Multiply that action times the number of admins in your organization, and you can see how it makes sense to optimize the process. Because the security group that you’ll create in the next set of tasks is powerful, choose its members carefully.
Open the eDiscovery Center
- Sign in to the Office 365 admin portal.
- In the Admin menu, choose SharePoint.
- Click the link to the eDiscovery Center on the site collections link page. Your eDiscovery Center URL will look similar to this: http://contoso.sharepoint.com/sites/ediscovery.
Create an eDiscovery case
- Cases are where you can run queries and export them for analysis. Follow these steps to create a case.
- In the eDiscovery Center, click Create new case.
- Type a <title and description> for your case.
- In the Web Site Address box, type the last part of the URL you want for the case. Each case gets its own URL, so feel free to make this as unique and helpful as you’d like.
- Under Select a template, select eDiscovery Case.
- Under User Permissions, select whether to keep the same permissions as the parent site or use unique permissions. If specific people need access to this case but not to others, choose
- Use unique permissions.
- You can optionally choose to display the site on the Quick Launch or in the top link bar on the eDiscovery Center.
- Click Create.
Query for sensitive data within a SharePoint site
Go to your case menu by using the URL you created. The case menu is specific to the case you’re working on and won’t show other cases that are in the eDiscovery Center. (When querying for sensitive data, you only need to pay attention to two sections on this page– Queries eDiscovery Sets.) Querying takes two steps: creating a query and running a query.
View and export the results of a query
You’ve made it. Now you can actually see the results of the query you’ve been building this whole time.
- Click Search to see the results on the bottom of the page.
- Click the Export button to view the data in a spreadsheet. For more information about exporting your data, see Export eDiscovery content and create reports.
- Click Save if you want to keep the query.
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