Data Loss Prevention (DLP) in Google Workspace has evolved significantly, providing organizations with robust tools to protect sensitive information. In this article, you will learn how to configure DLP rules within Google Workspace to safeguard your data, apply settings across your organization, and understand the implications of these rules for your domain. We'll also explore using Google Groups to customize DLP settings and exemptions for different user groups.
Understanding Google Groups
Google Groups is a service that allows you to create and manage groups of users within your organization. Admins can use groups to apply specific settings, such as DLP rules, to different segments of users. Using Google Groups, administrators can ensure that only necessary rules are enforced for particular teams, such as finance or HR, while exempting others, like classroom teachers, from certain restrictions.
The Role of DLP in Google Workspace
Google Workspace's DLP features were initially designed with businesses in mind, focusing on protecting proprietary data stored in Google Drive and Gmail. However, these features are equally valuable in an educational setting, particularly for safeguarding sensitive information within a school district.
DLP rules are essential for managing data sharing within and outside your organization. For example, in a K-12 environment, it's crucial to prevent sharing documents containing personal information, such as student records or staff payroll details. Google Workspace allows administrators to block external sharing while permitting internal collaboration, ensuring that sensitive data remains secure.
Recent Enhancements to Google Workspace DLP
Google has recently upgraded its DLP system, introducing a more flexible deployment process and enhanced incident reporting. The new DLP system operates alongside the legacy system, offering administrators improved control over their domain's data security.
- From the Admin Console: Navigate to Security > Access and data control > Data protection. Legacy rules remain under Rules. To create an new rule, click Create rule, located above the rule list and select Data protection from the list. The Create rule stepper opens. Complete the stepper.
In addition to Drive, Google's DLP extends to Gmail, where administrators can configure granular mail rules. These rules can trigger actions when specific conditions are met, such as blocking emails containing sensitive information or Admin Quarantining them for review before release.
Using DLP to Monitor Inappropriate Content
Beyond data protection, DLP rules can also help educational institutions monitor inappropriate content within students' Google Drives. Google provides pre-built templates for detecting patterns like Social Security numbers or credit card information. Administrators can also create custom rules using regular expressions to identify specific content. Admins can apply these rules to entire organizational units (OUs) or specific Google Groups, with options for exemptions.
For schools interested in scanning for inappropriate content, CDW Amplified for Education has developed an objectionable content list using regex. The full Objectionable Content list is not suitable for all audiences, however, you can request access to the list we have created, here.
Important Considerations and Limitations
While enabling DLP offers significant security benefits, it also has certain limitations. One notable restriction is that enabling DLP on any level of your domain currently prevents the use of Google Forms' document attachment functionality. This limitation affects all users, regardless of whether the DLP rule directly impacts them. Since file submission is a critical feature in Google Classroom, weighing the need for DLP against potential disruptions to classroom activities is essential.
For those who need DLP but don't want to hinder the use of Google Forms, third-party DLP solutions, such as SysCloud, provide an alternative. These solutions offer real-time scanning and protection without the same limitations as Google's built-in DLP.
Conclusion
Google Workspace's DLP features are constantly evolving, offering greater control and protection for your organization's data. With the latest updates, administrators can deploy DLP rules more effectively and receive better reporting on incidents. By leveraging Google Groups, you can customize these rules to fit the unique needs of your domain. This continuous improvement should reassure you about the commitment to data security. For more information on DLP or to explore third-party solutions like SysCloud, our partner services team is ready to assist.
| Document Version | Date | Description of Change |
| 1.1 | 3/12/2024 | Updated name and link to CDW Education Colab |
| 1.2 | 8/29/2024 | Rewrote, reverify. Asked Kyle to review |