Data Loss Prevention

FAQ: 

• What is Data Loss Prevention (DLP)? 

  • Data Loss Prevention (DLP) is a set of tools and processes embedded in our mail system designed to prevent sensitive data from being inadvertently sent in plain text.

• What types of data does DLP protect?

  • DLP protects various types of sensitive data, including personally identifiable information (PII), health information, financial data, intellectual property, and other confidential business information. In Duncanville ISD, DLP will help keep us from accidentally sending social security numbers, birthdates, and credit card information via email.

• I have a business case for sending someone sensitive data (i.e., transcript, special education records). How do I send them the data?

  • Sensitive data can be sent to authorized recipients by using email encryption. See the IIQ Knowledge Base articles linked above for information on sending and receiving encrypted emails. It is the responsibility of the sender to ensure that the recipient is authorized to view the sensitive data being sent.

• What happens if I accidentally send sensitive data in an unencrypted email?

  • DLP will send you a notice stating your message contains sensitive data and that the message was not delivered. You can then resend the message using the encryption option.

• How does DLP work?

  • DLP monitors data in use, data in motion, and data at rest. It uses policies and rules to detect and prevent unauthorized access, transmission, or use of sensitive data.

Tip: 

Because of the additional steps involved in opening an encrypted email sent to recipients outside of the district, you may want to get into the habit of sending an unencrypted email to the recipient letting them know that the encrypted email is being sent. This should help recipients have greater confidence in clicking links in the encrypted email message. Encrypted messages sent between district users will automatically unencrypt without any intervention.