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The Role of Data Transfer Monitoring with DLP in Tracking Internal & External Data Movement

  • Pallavi Pavithran

Data Loss Prevention (DLP) tools are crucial for protecting sensitive information as it moves within and outside an organization. They help prevent data leaks and unauthorized access by allowing organizations to monitor, control, and respond to potential data transfer risks.

In this article, let’s learn more about how DLP tools play a vital role in secure data transfers.

What is DLP?

DLP is a technology that helps protect sensitive information from being accidentally or intentionally shared with the wrong people.

In simple terms, DLP acts like a security guard for your data, and watches how data is used, moved, or shared inside your company or going outside, and stops anything risky from happening.

For example, if someone tries to email a file that contains credit card numbers or personal data, DLP can block it.

Protect Your Data with Fidelis Network® DLP

See how Fidelis Network® DLP can help your enterprise:

  • Detect threats in real-time
  • Gain complete data visibility
  • Enforce robust security policies
Download the Data Sheet

Let’s go through how DLP tools for data monitoring manage data transfers in depth.

Internal Data Transfers

DLP tools help secure data transfers by providing data loss prevention for internal and external data transfers within an organization, monitoring the flow of sensitive information between:

  • Servers
  • Departments
  • Connected divisions

To effectively monitor internal data transfers, DLP tools rely on two key capabilities: zone-specific monitoring and contextual awareness.

1. Zone-Specific Monitoring:

DLP tools monitor internal zones within the organization, such as:

  • Data centers
  • Departments
  • Extranet connections

The goal of zone-specific monitoring is to ensure sensitive and confidential data:

  • Stays within authorized boundaries
  • Is not exposed to unauthorized users

2. Contextual Awareness

DLP solutions offer deeper visibility into internal data transfers by collecting metadata. This metadata includes:

  • Who is sending or receiving the data
  • The type of information being exchanged
  • The protocols used for the transfer

Together, these capabilities help organizations maintain control over sensitive data as it moves within their internal network.

External Data Transfers

DLP tools are essential for monitoring the how, when, and where of sensitive data transfers outside the organization. Acting as gatekeepers, they ensure no unauthorized information leaks to external parties, such as:

  • Partners
  • Third-party services
  • Hackers

To protect data leaving the organization, DLP tools rely on the following capabilities:

1. Visibility Over External Channels

DLP tools track and analyze data flowing through external communication channels, such as:

  • Email
  • Web proxies
  • Cloud-based systems

This helps organizations:

  • Spot possible data leaks
  • Stop sensitive info from reaching the wrong people

2. Real-Time Monitoring and Response

DLP tools analyze network traffic in real–time. This allows them to:

  • Flag unauthorized data transfers
  • Stop sensitive data from leaving the company network unnoticed

Together, these capabilities help keep sensitive data safe when it leaves the organization.

How DLP solutions Safeguard Data Throughout Its Journey

Below are the key areas where DLP tools play a crucial role in safeguarding data transfers:

How DLP Tools Safeguard Data Throughout Its Journey

Sensitive Data Discovery and Dynamic Protection Measures

DLP tools protect sensitive data during transfers by ensuring it is:

  • Identified
  • Classified, and
  • Protected before, during, and after moving through the organization's network

To protect sensitive data during transfers, DLP tools perform two main functions:

1. Sensitive Data Discovery:

DLP tools automatically identify sensitive data during transfers. They flag data types such as:

  • Financial records
  • Intellectual properties

They ensure that sensitive data is protected at all stages of the transfer process.

2. Dynamic Protection Measures:

As data moves across systems, DLP tools apply real-time protections. These protections include:

  • Restrict who can access the data
  • Watch for any suspicious activity

These steps help stop unauthorized exposure of data during transfers.

Data Classification and Protection

DLP solutions classify sensitive data according to its level of sensitivity, including confidential, internal, and public. Once classified, they apply protective measures such as:

  • Encrypt data during transfer or storage.
  • Control access to limit who can view or send data.

These measures prevent unauthorized data transfers and lower the risk of leaks, forming a key part of a comprehensive data protection strategy that offers focused protection for sensitive data based on context and risk.

Automating Data Transfer Security

Automation is key to DLP tools’ efficiency. DLP tools automate major and important security tasks, reduce human errors, and speed up threat detection.

The main automation performed by DLP tools include:

  • 1. Automated Threat Detection:

    DLP tools can continuously scan data movements in real-time. They can automatically:

    • Stop unauthorized data transfers
    • Reduce potential threats

  • 2. Policy Automation

    DLP tools can automate data protection policies. They ensure consistent enforcement of security measures and reduce the risk of data breaches caused by:

    • Oversight
    • Human error

Protecting Against Insider Threats

Insider threats are a big risk, but DLP tools protect against both accidental and intentional threats by monitoring data and user activity within the organization.

Key functions of DLP tools in mitigating insider threats are:

  • Tracking User Behavior: DLP tools monitor the actions of internal users, especially accessing sensitive data, looking for unusual data access or transfer patterns that could indicate malicious activity or accidental exposure of sensitive data.
  • Role-Based Access Control: By limiting access based on user roles and specific data types, DLP tools reduce the likelihood of unauthorized internal access to sensitive data.

Defining and Enforcing Data Transfer Policies

DLP tools enable organizations to define specific policies around data transfer. These policies dictate:

  • What data can be shared
  • With whom
  • Under what conditions

DLP tools enforce policies to make sure only authorized users can access or share sensitive information. They help enforce policies with features like data classification and detailed controls, so organizations can apply the right security based on data type, context, and data protection regulations. These policies can also be customized according to business needs.

Customization can include:

  • Monitoring specific types of data, such as:
    • Personal identity information (PII)
    • Financial records
    • Intellectual properties
  • Monitoring specific data transfers, such as:
    • Between certain internal departments.
    • To specific external parties (e.g., vendors, partners).

Real-Time Monitoring and Historical Analysis

To support effective sensitive data monitoring, DLP tools offer:

  • Real-Time Alerts: DLP solutions identify potential data breaches or unauthorized transfers. They trigger alerts for immediate action and further investigation by IT teams.
  • Historical Data Analysis: DLP tools have retrospective analysis capabilities. They track past data transfers to uncover previously unnoticed risks. This helps enhance overall security by identifying potential threats from earlier transfers.

Challenges and Limitations of DLP Tools

Even though DLP tools provide many data security benefits, companies face challenges with them. They are:

  1. Implementation Complexity: Setting up DLP tools across a company network can be difficult as they need to integrate with many existing systems, apps, and cloud services.
  2. False Positives and Negatives: There is a chance that genuine and legitimate data transfers are considered threats. And malicious data transfers may go undetected. Both can disrupt business operations and create security vulnerabilities.
Make the Right Choice with Network DLP

See how the right DLP solution can help you:

  • Identify key features that strengthen data security
  • Ensure accurate content inspection for your enterprise
  • Choose a scalable solution that fits your architecture
Download the Buyers Guide

With many DLP tools available in the market, choosing the right one can transform your data security strategy—and Fidelis Network® DLP stands out as a powerful, enterprise-grade solution.

Leveraging Fidelis Network® DLP for Enhanced Data Protection

Fidelis Network® Data Loss Prevention (DLP) is a robust solution designed to protect sensitive data that passes through your company’s network.

Fidelis DLP helps you reduce security risks by:

  • Providing deep visibility into data flows
  • Monitoring both internal and external transfers
  • Preventing unauthorized access
  • Ensuring data compliance
Check the features of Fidelis Network® DLP in detail:
FeatureKey Capabilities
Real-Time Monitoring and Session Protection
  • Uses patented Deep Session Inspection (DSI) technology to monitor data in real-time.
  • Tracks sensitive data such as PII, financial records, and intellectual property as it moves through the network.
  • Analyzes metadata and user behavior to detect anomalies.
  • Instantly flags suspicious activities to prevent data leakage.
Comprehensive Control Over Data Movement
  • Captures metadata on over 300 attributes for a detailed understanding of data flows.
  • Monitors data across multiple channels like email, file transfers, and cloud platforms.
  • Applies content and context awareness to differentiate between normal activity and potential threats.
  • Ensures data sharing aligns with security policies.
Policy-Based Enforcement and Automated Response
  • Enables creation of precise data access and transfer policies.
  • Automatically flags unauthorized actions and alerts security teams.
  • Minimizes human error through automated alert prioritization.
  • Prevents breaches by responding proactively to policy violations.
Strengthened Enterprise Security Posture
  • Seamlessly integrates with other security systems and tools.
  • Detects insider threats, cloud misconfigurations, and phishing attempts.
  • Enforces protection policies across the network continuously.
  • Supports regulatory compliance through detailed logging and reporting.

With its intelligent automation, deep visibility, and real-time protection, Fidelis Network® DLP goes beyond traditional solutions, making it a trusted choice for organizations serious about securing their sensitive data.

Conclusion

As today’s threats are getting more complex and harder to catch, sensitive data on your network is at high risk, and organizations must adopt DLP tools. A strong solution like Fidelis Network® DLP is a lifesaver for them to track data movement internally and externally to find intrusions at the earliest. Fidelis also helps you stay compliant and get quick alerts when there is unauthorized access or insider threat. With Fidelis, you can secure your data as well as brand credibility.

Frequently Ask Questions

What is the primary role of DLP tools in monitoring data transfers?

DLP tools monitor and protect sensitive data as it moves within and outside an organization, preventing unauthorized transfers, detecting risks, and enforcing security policies.

How do DLP tools prevent data leaks when data is transferred outside the organization?

DLP tools track data moving through channels like email, cloud storage, and web proxies. They check for unusual activity and block unauthorized transfers to prevent data leaks.

Can DLP tools help prevent insider threats?

Yes, DLP tools track data movement and monitor user behavior to spot unusual patterns or unauthorized access, preventing both malicious and accidental insider threats.

Why is Fidelis Network® DLP considered a strong solution for data protection?

  1. Fidelis Network® DLP offers:
  • Real-time protection
  • Deep visibility
  • Smart automation

These features help organizations secure data transfers and prevent unauthorized access, ensuring compliance.

About Author

Picture of Pallavi Pavithran
Pallavi Pavithran

Pallavi is a tech writer with a deep enthusiasm for cybersecurity and emerging technologies. With a keen interest in digital security, she simplifies complex concepts and provides valuable insights to help businesses stay ahead and effectively navigate the ever-evolving cybersecurity landscape.

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