從資料治理的角度來看，影子 AI 引入了嚴重的結構性曝險。資安團隊對於以下情況完全處於盲區：哪些外部模型正在主動攝取資訊、這些資料在地理上被儲存於何處，以及第三方模型供應商是否正將企業專有的資料池用於公開大型語言模型（LLM）的訓練週期。
從應用程式限制轉向資料譜系控制
傳統的企業防禦專案高度依賴以周界為核心的控制項，利用安全網頁閘道器（SWG）來阻斷或允許對特定應用程式網域的存取。這種模型在套用於生成式 AI 時宣告失效。GenAI 空間繞過了傳統的周界控制，因為資料可以透過標準網頁瀏覽器工作階段（Session）被瞬間提取——不論是將剪貼簿的原始文字貼入未經授權的聊天機器人，還是將在地檔案拖放到未受管理的瀏覽器擴充功能中。
因此，一項有效的反影子 AI 戰略必須跨越應用程式級圍阻（Containment）的概念。資安架構師必須轉向以資訊為中心的模型，不論資料與何種端點或雲端架構互動，可視性與資料保護控制項都必須緊緊依附於資料承載（Payload）本身。
對映企業資產的曝險足跡
常見的治理錯誤是誤以為影子 AI 的風險僅限於標準的個人識別資訊（PII）。在現實中，未受管理的模型攝取會暴露出多個關鍵的業務層面，包括：
法務維運： 企業合約、已簽署的主服務協議（MSA）以及保密協議（NDA）。
人力資源與人事： 員工檔案、薪資架構、醫療保險指標以及內部績效日誌。
企業財務： 總分類帳條目、未發布的季度預測、價格利潤率矩陣以及在地化的預算模型。
軟體工程： 核心應用程式原始碼、API 憑證模式以及系統配置指令碼。
戰略規劃： 商業產品提案、競爭分析矩陣以及下游的企業併購（M&A）資料。
智慧財產權： 研發工程圖紙、CAD 檔案、專有演算法以及專利申請書。
此曝險面具備獨特的挑戰性，因為透過影子 AI 進行的資料外洩通常是靜默發生的。與標準的惡意軟體感染或憑證濫用事件不同，資料流向外部 LLM 不會觸發任何傳統的端點指標，在沒有清晰的外洩特徵碼（Signature）的情況下，使資料池直接暴露。
一刀切式 AI 限制的維運失敗
面對未受管理的應用程式使用，許多 IT 團隊的直覺反應是在所有未受核准的生成式 AI 網域實施全域阻斷。雖然封鎖高風險平台能在短期內立即降低風險，但將其作為長期戰略卻存在根本性的缺陷：
消費級 GenAI 新平台的誕生速度，遠遠超過傳統網頁過濾資料庫的更新週期。
分散式員工可以輕易透過未受管理的個人裝置或外部行動網路，存取未經授權的模型實例。
過度限制的控制項會逼使員工尋求替代的影子繞過手段，以維持其日常生產力。
組織不應試圖消滅 AI 工具的採用，而必須專注於治理。資安團隊必須清晰定義哪些核心架構是受核准的、為結構化資料狀態建立可接受的應用場景，並提供安全的企業級替代方案，讓員工在保障安全的前提下槓桿 AI 的能力。
戰略性架構能力檢核表
在選擇資安廠商來緩解影子 AI 風險之前，企業資安領導者必須根據幾個關鍵指標，評估其現有的資料保護姿態：
遙測與可視性： 我們的安全維運中心（SOC）能否清晰區分受授權的企業級 AI 實例與未受管理的消費級帳戶？
由於向 AI 助理輸入文字通常是以片段形式發生——例如複製特定的幾行程式碼、貼上財務簡報中的段落，或上傳孤立的文件章節——僅僅保護儲存庫已不再是足夠的防禦。真正的資料圍阻（Data containment）需要透過資訊權限管理（IRM）或企業數位版權管理（EDRM）來直接保護檔案本身。
透過將密碼學控制項與動態存取規則直接嵌入檔案承載資料中，檔案在整個生命週期中都能受到保護。即使使用者將文件下載至未受管理的裝置，或試圖將其上傳到消費級 AI 環境中，嵌入的加密技術也會強制執行明確的邊界。它能阻止剪貼簿複製、阻斷在地列印、限制螢幕截圖，並允許管理員隨時動態調整或撤銷存取權限，即使在檔案離開企業周界後，也能中和資料曝險風險。
資安領導者分階段實施路線圖
對企業 AI 的整合建立有效的治理，需要採用分階段、漸進式的方法，在安全性與維運生產力之間取得平衡：
階段 1：可視性評估
槓桿影子 IT 發現工具對映當前的使用基準線，識別在企業設備艦隊中哪些未受核准的 AI 平台被最頻繁地存取。
戰略簡報： 將自主 AI 代理人（AI Agents）連結至企業內部儲存庫能釋放巨大的生產力，但同時也創造了嚴重的資料曝險風險。由於大型語言模型本質上會跨越不同的資料孤島進行資訊聚合與綜合，它們經常會繞過傳統的資料夾級權限。本藍圖詳細拆解了 SealPath SDK 如何將外部、以身分為核心的驗證層直接嵌入 AI 管線中，確保自主代理人嚴格根據使用者目前的作用中文件權限來查詢資料。
代理型知識檢索的結構性風險
企業 AI 工作流允許員工使用自然語言查詢廣闊的資料資產——立即萃取法律合約、供應商參數或專有技術藍圖的摘要。然而，當這些智慧編排器索引了包含繼承權限、開放共享連結或跨部門資料夾的儲存庫時，它們便引入了一個根本性的安全缺陷。
AI 模型並不需要暴露整份機密文件才會引發災難性的資料外洩。代理人只需將敏感片段注入低權限的對話會期、綜合不同來源的受保護資料點，或推論出受限的維運指標，就足以構成威脅。在向量資料庫中與資料的「語義接近性」，已不再代表擁有檢索該資料的權限。對於處理受管制或專有智慧財產權的企業而言，細粒度的存取控制必須從「儲存庫的參數」轉變為「檔案本身的屬性」。
「企業 AI 代理人絕不能基於它在技術上有能力找到的所有內容來構建答案。它必須完全根據查詢身分被明確授權檢視的資料資產來生成回應。」
為什麼在地化隔離優於基礎索引
一個常見的架構誤區是過度依賴簡單的儲存庫同步——直接索引廣泛的共享雲端硬碟，並將資訊過濾的工作留給 AI 系統本身。若缺乏獨立且可審計的密碼學邊界，執行時期引擎（Runtime Engine）將面臨放大企業內部既有權限漂移（Permission Creep）的風險。
這項挑戰已被 Microsoft 365 Copilot 等業界標準所承認，其強調智慧檢索必須在執行時期層尊重基於身分的存取邊界。真正的資料安全需要將核心查詢從「非結構化搜尋」轉變為「經權限驗證的請求」：
過度分享（Oversharing）——亦即在不恰當的時間內將企業資料暴露給過多的使用者——是一個長期的資料治理挑戰。歷史上，一個過度暴露的文件通常僅靠「隱蔽性」就能維持安全，因為它被埋在層層嵌套的網路共享資料夾深處。然而 AI 抹除了這種靠隱蔽帶來的安全感。代理人可以在幾秒鐘內發現、聚合並展示一個過度曝險的檔案。
SealPath 始終致力於使用者安全，全新應用程式充分滿足企業對強化安全資料管理控制的需求。「SealPath Information Protector 應用程式提供先進的解決方案，讓使用者能夠智能地保護敏感資訊。流動使用者得以輕鬆管理檔案安全，同時確保符合企業安全政策，」SealPath Technologies 行政總監 Luis Ángel del Valle 表示。
此應用程式不僅是檔案安全技術的一大躍進，更彰顯 SealPath 致力於提供使用者應對資料安全挑戰所需工具的承諾。
Know in depth the CIS Security Control 3 v8, a set of security safeguards to help organizations on data protection, the new changes compared to v7, all the safeguards and how to implement CIS Control 3 effectively.
A brief background about data breaches
IBM and the Ponemon institute released a report on the cost of a data breach in 2022, surveying 550 breaches with data gathered from over 3,600 interviews across 17 countries, and the result was mind-blowing. The results show that the average data breach cost US$4.35 million in 2022, indicating that the figures have further risen from the $4.24 million recorded in 2021.
Every year, IBM statistics for the cost of data breaches indicates that the figures keep rising by at least 2.6 per cent, and numbers are expected to shoot up in the coming years. However, in the US, the figures and drastically different, as the average cost of a data breach was found to be $9.44M, more than double the global average. Know how is the Data Breach loss cost estimate obtained?
The IBM report also showed the causes of most breaches, with stolen or compromised credentials accounting for 19% of breaches, phishing being responsible for 16%, and Cloud misconfiguration causing 15% of breaches.
It’s essential for organizations to deploy a robust data protection strategy to reduce the possibility of a data breach or data leakage, which often leads to financial loss. The CIS Controls is a collection of the best data and computer security practices to mitigate attacks on cyber systems and networks.
CIS Security Controls v8, Data Protection
The CIS Critical Security Controls (CIS Controls) is a set of security Safeguards to help organizations mitigate the most prevalent cyber-attacks against computer systems and networks. These Controls are improved from time to time to address constantly evolving cyber threats and keep up with modern systems and technologies.
More specifically, CIS Control 3 focuses on ensuring data protection both in storage and when transmitted through data management for mobile devices and computers. The Controls map out processes and techniques to identify, classify, safely handle, retain, and dispose of data in a way that minimizes the risks of a data breach.
It’s no news that an organization’s data is no longer restricted to its borders. Some data are now stored in the cloud, shared with partners, transferred over portable end-user devices, and so on. This diverse handling of data opens it to more risks of attack, making data protection a great concern for organizations.
Although encryption offers a lot of protection to data, it doesn’t offer much help in the face of malicious actors with deep-rooted knowledge of bypassing encrypted data. As a result, organizations need to incorporate a holistic data protection strategy outlined by CIS Control 3 to strengthen their security and mitigate cyber-attacks.
Changes compared to v7 where Data Protection is now the Control 3
CIS Control 3v8 is a comprehensive revision of the 3v7 and contains safeguard updates to improve data security and reduce the risks of a breach. Some of the changes include:
– the addition of Service Provider Management Control: a new control that tackles the sensitivity of data in SaaS platforms, including their storage and processing.
– moving Data Protection from the number 13 spot to number 3 and adding five new Safeguards to this Control. These five new Safeguards are focused on managing and identifying data in a more secure approach to minimize vulnerabilities.
Other changes involved Controls, such as Controls 4,5,6,14, and so on.
What data protection safeguards does CIS Control 3 include?
Below are the safeguards of CIS Control 3
3.1: Establish and Maintain a Data Management Process
Organizations should put in place an effective data management process that handles data sensitivity, ownership, storage, retention, backup, and disposal. The data management process should align with the regulations of your specific organization and be reviewed annually or wherever there’s a major policy change.
3.2: Establish and Maintain a Data Inventory
Your inventory outlines the type of data your organization produces, the degree of sensitivity, and how they’re retained and consumed. Typically, your inventory should reflect both structured data (e.g., data stored in databases) and unstructured data (e.g., documents and photos) to ensure a comprehensive data protection policy.
3.3: Configure Data Access Control Lists
Restricting each user’s access is a crucial part of data security, and each user should only have access to the data, applications, and systems on the organization’s network that they require to do their job. Having access to other than what they need (especially sensitive data) increases the risk of a data breach and security compromise, either deliberately or accidentally.
Regular review of access control lists should be done to detect and swiftly remove any unauthorized permissions that a user has, such as when they move to a new department, branch, or role.
3.4: Enforce Data Retention
Data should have minimum and maximum timeframes to control the extent to which different types of data should be retained. To ensure full compliance, you should consider automating the data retention process so that certain types of data do not stay beyond their expiry period due to forgetfulness.
3.5: Securely Dispose of Data
Whether you need to dispose of data because it’s old and irrelevant or due to standard regulations, ensuring secure disposal is crucial to preventing unauthorized access to the data. You should dispose of data according to their sensitivity, making sure that sensitive data are entirely eliminated in a way that no user can access.
3.6: Encrypt Data on End-User Devices
In certain scenarios, company devices get compromised by internal or external threats. Encrypting data on end-user devices helps prevent data misuse when such scenarios arise, adding an extra layer of security to your organization. Typical examples of encryption tools are Windows BitLocker, Linux dm-crypt, and Apple FileVault.
3.7: Establish and Maintain a Data Classification Scheme
Not all the data in your organization are on the same level. Some are sensitive, while others aren’t. Establishing and maintaining a data classification scheme helps you to distinguish sensitive data from non-sensitive data, so you can provide more protection for sensitive ones. Even non-sensitive data can also be further classified as private or public to enhance data protection.
Organizations should review their data classification scheme annually or whenever there’s a significant policy change.
3.8: Document Data Flows
Organizations should keep tabs on the movement and flow of data in and out of the enterprise in order for timely detection of vulnerabilities that could weaken their cybersecurity. You should review documentation annually and apply necessary updates whenever a significant change that could potentially impact this safeguard occurs.
3.9: Encrypt Data on Removable Media
Organizations should prepare for scenarios of device theft by encrypting the data on external hard drives, flash drives, and other removable media. These devices may also be misplaced and eventually land in the wrong hands, but with encryption, you can rest assured that the data will not be misused or exploited.
3.10: Encrypt Sensitive Data in Transit
Organizations should encrypt critical data in transit to ensure optimal protection wherever the data goes. Popular encryption options for companies are Open Secure Shell (OpenSSH) and Transport Layer Security (TLS). All encryptions must also be adequately authenticated. For example, OpenSSH validates host keys and investigates any connection warnings, while TLS uses valid DNS identifiers with certificates signed by a trusted and valid certification authority.
3.11: Encrypt Sensitive Data At Rest
Sensitive data at rest either on servers, databases, or applications, should be encrypted with at least Storage-layer encryption. Additional encryption methods can be deployed to ensure that only authorized users can view and use the data, even if the storage device gets into the wrong hands.
3.12: Segment Data Processing and Storage Based on Sensitivity
Data processing and storage should be segmented based on data classification to ensure that sensitive data is treated with more caution than less sensitive data. Avoid processing sensitive data on enterprise assets that manage less sensitive data at the same time. Doing this will prevent a hacker from automatically accessing all company data once they gain access to some less sensitive data.
3.13: Deploy a Data Loss Prevention Solution
Data loss protection (DLP) is a powerful automated system for protecting on-site and remote data from accidental loss and exfiltration. The tool identifies all sensitive data processed, stored, or transmitted through enterprise assets and updates the data inventory. Know more about DLP vs IRM here.
3.14: Log Sensitive Data Access
All sensitive data actions should be logged, including access, modification, and disposal, as this is essential for timely detection and response to malicious activity. Post-attack investigations and detection of breach culprits for appropriate accountability also require data access logs to be fully carried out.
How a data-centric security approach can help you to implement CIS Control 3
Organizations deploying data-centric security can better implement CIS Control 3 because their technologies, processes, and policies are concerned with the lifecycle of data, including its location, collection, transfer, storage, and visibility.
Key Elements And Benefits of a Data-Centric Security Approach
The key elements of an effective data-centric security system include the following:
1. Identification, discovery, and classification of sensitive information
An internal or external attacker’s primary target is to access the most sensitive company information since they carry the highest benefits. They may as well go after other data, e.g., regulation data like EU-GDPR, PCI, or others. Often, these data are stored in specific repositories known to only the company’s team; however, they can be shared, putting the data at risk. Organizations interested in implementing data-centric security controls need tools and technologies that help to identify where their data is at all times to prevent unauthorized access. Know the Advantages of Data Classification boosted by AI and Machine Learning.
2. Data-centric protection
Data-centric security controls focus on monitoring and securing an organization’s sensitive information to prevent unauthorized access due to cloud, network, or data leakage. You know where your data is and where it goes while having absolute control over it, regardless of how far it travels.
3. Audit and monitoring of access to data
Organizations must analyze data use and determine if users’ behavioural patterns are within the acceptable standard so as to know the level of risk associated with the data at any time.
4. Administration and management of data policies
Employees come and go, but company data remain relevant at all times. A data-centric security approach allows organizations to determine who should or shouldn’t have access to certain data, depending on their policies. So when you stop collaborating with someone or find out they’re at risk, you immediately revoke access to the data, destroy it, or prevent it from leaving the corporate network.
How can SealPath help?
When it comes to improving your organization’s data protection strategy, SealPath can offer a data-centric security system that effectively monitors your data at rest, in transit, and in use. Thus, regardless of how far your data travels, you are not only aware of its journey, but you still have absolute control over it and can destroy it in case of a breach risk.
SealPath offers you Information Rights Management (IRM) / Enterprise Digital Rights Management (E-DRM) / Enterprise Information Protection and Control (IPC) over all your data, preventing a breach incident.
Information Rights Management (IRM)/Enterprise Digital Rights Management (E-DRM)/Enterprise Information Protection and Control (IPC) solution
The IPC (Information Protection and Control), or IRM / E-DRM (Information Rights Management / Enterprise Digital Rights Management) technologies give you the power to control information wherever they are, even if it’s outside the cloud. It combines identity control + encryption + auditing + remote control and takes them beyond the sphere of traditional encryption.
Some of the capabilities of this technology include the ability to: • provide protection that travels with the information • monitor access to information and limit the permissions on the documentation (Only View, Edit, Print, etc.). • revoke access, no matter where the files are stored
A data-centric approach to security makes protection user-driven or managed by the administrator in order to secure certain folders. In the cloud, folders or documentation repositories are automatically protected by encrypting them in systems with O365, Box, etc.
These technologies can be integrated with classification tools so that classified data within or outside the corporate network or cloud are automatically protected, depending on their level of confidentiality, DLP, or CASB.
About SealPath SealPath is the European leader in Data-Centric Security and Enterprise Digital Rights Management, working with significant companies in more than 25 countries. SealPath has been helping organizations from different business verticals such as Manufacturing, Oil and Gas, Retail, Finance, Health, and Public Administration, to protect their data for over a decade. SealPath’s client portfolio includes organizations within the Fortune 500 and Eurostoxx 50 indices. SealPath facilitates the prevention of costly mistakes, reducing the risk of data leakage, ensuring the security of confidential information, and protecting data assets.
About Version 2 Digital
Version 2 Digital is one of the most dynamic IT companies in Asia. The company distributes a wide range of IT products across various areas including cyber security, cloud, data protection, end points, infrastructures, system monitoring, storage, networking, business productivity and communication products.
Through an extensive network of channels, point of sales, resellers, and partnership companies, Version 2 offers quality products and services which are highly acclaimed in the market. Its customers cover a wide spectrum which include Global 1000 enterprises, regional listed companies, different vertical industries, public utilities, Government, a vast number of successful SMEs, and consumers in various Asian cities.
5 tools to prevent data exfiltration when sharing files from mobile devices are analyzed to help you take the best steps to protect the business information. Learn how to improve security, make informed decisions and understand the effectiveness of each option based on our more than 10 years of experience helping organizations with their data security.
Although we come from a security mindset where everything is perimeter-focused and every action is blocked, the reality is that business professionals often need to share sensitive documents with others. And if they have blocking measures in place, they may even bypass them in order to be productive, agile, and meet business objectives. It is therefore undeniable that the secure sharing of sensitive documents with others is a gap.
And of course, the fastest and most convenient way to share documents is via mobile devices. There may be several reasons for this: not having a PC at hand, not being in a good location to access a PC, or simply not having much time because you are traveling, at a business lunch, or away from the office. But at the same time, you need to send a document right away, you need to share it urgently. We take risks when we send sensitive files without any security measures. We sacrifice security for convenience and speed.
The risks run are not only when storing sensitive documents on the mobile device but also when sharing this information with third parties. Nor do you have any guarantee that the person you send sensitive files to will apply effective security measures to prevent your sensitive information from being exfiltrated. Mobile devices are one of the main risk vectors for companies, where less security is applied, as detailed in this Security Intelligence article.
Therefore, it’s crucial for organizations to recognize that data exfiltration from mobile devices is a far more serious threat than it appears. Businesses must strike a balance between the necessity for mobile productivity and the imperative to protect sensitive data from unauthorized access. Related Article: 9 tools to prevent data theft in your organization.
Imagine the life of a busy executive, Sarah, who is always on the move, traveling between cities for high-stakes meetings. One afternoon, while waiting for her next flight in a bustling airport lounge, she receives an urgent message on Microsoft Teams from her company’s internal channel. It’s a sensitive document outlining the latest corporate strategy, meant only for top-tier management.
The urgency of the situation presses Sarah to act swiftly; she contemplates sharing it with a few key colleagues via WhatsApp for immediate input. Unbeknownst to her, this seemingly simple act of convenience could expose the company’s sensitive data to unauthorized access, compromising corporate confidentiality and security.
Sales representatives on the road
Now consider Alex, a dedicated sales representative who spends his days maneuvering through endless hours of travel between client meetings. His effectiveness depends on agility and the ability to instantly respond to clients’ needs.
While on the road, Alex receives a personalized technical guide through Slack, crafted specifically for a high-profile client. Time is of the essence, so Alex decides to forward the guide to the client using Outlook on his smartphone. While his intention is to offer exemplary service, this act of expedience could potentially bypass security protocols and put proprietary company information at risk.
These scenarios underscore the pervasive threat of data exfiltration from mobile devices in the enterprise world. The need for a balance between efficiency and data protection has never been more critical, as data exfiltration incidents can occur at any moment. This highlights the necessity for businesses to establish comprehensive mobile security strategies that safeguard sensitive information, even amidst the constant urgency and demands of corporate operations.
Preventing data loss in organizations requires a multifaceted approach, leveraging various tools and methods designed to address specific use cases and contexts. Each tool offers unique strengths and capabilities, aimed at minimizing the risk of data exfiltration and ensuring the secure sharing of files across mobile devices. Let’s take a look at what our options are:
Password Protection
It’s as simple as creating a password for your document or folder with documents and sending that password through another channel to the recipient so that only the person with the password can access it. File encryption tools such as AxCrypt, SecureZIP, or GnuPG are a good option.
Pros:
Useful for very ocasional sends: It’s useful if you need to send sensitive documents a very small number of times. Password encryption is simple and can be fast.
Cons:
You have no control over the document: There is a risk that unauthorized persons can access it. Either because the password and file was obtained (or stolen) or because the authorized person shared the password and file with others.
Manage and remember passwords: It is not safe to send documents always with the same password, so you will have to manage the different ones you create, store them securely and/or remember them.
It is not an agile method for everyday use: Every time you want to send sensitive documents, you have to create new passwords, store them, and send them securely through a different channel.
Virtual Private Networks (VPNs)
VPNs create a secure tunnel between the user’s device and the internet or a remote network. They provide an encrypted connection. This helps protect data transmitted over public or unsecured networks by ensuring that the data remains private and concealed from unauthorized access or interception. Commonly Used VPN Services are Palo Alto GlobalProtect, Cisco AnyConnect, OpenVPN and NordVPN.
Pros:
A good choice for securing data in transit: This option is good to make sure that no one intercepts the files while they are being sent, while they are in transit.
Cons:
The data is not protected once downloaded or at rest: They do not provide protection for data once it has been downloaded. If the recipient does not follow security best practices, the data could still be compromised.
Upload the files to a Repository, Cloud Storage or File Sharing Service
A great choice for collaboration: They are a great way to store files or collaborate on the same document.
Cons:
It requires that the documents be uploaded first: This is an essential step that can be a hindrance to the user, making them less agile, adding an extra step and taking more time.
You lose control once they are downloaded: Even if you only give access to authorized people who have to log in, once they download the file, you run the risk of exfiltration again. And it is not always enough to simply allow viewing of documents and block downloads.
Email Encryption Services
Email encryption services are designed to protect the content of email from being read by unauthorized parties. These tools ensure that only the intended recipient can access and read email content by encrypting it during transmission and storage. Commonly Used Email Encryption Services are ProtonMail, Microsoft Purview Message Encryption or Zix. Learn about the 3 common types of encryption in our in-depth article.
Pros:
This is a good way to send secure e-mails: They are a good option when only sending sensitive documents via email.
Cons:
It limits the channels of secure communication: Nowadays we communicate through different channels such as Teams, WhatsApp, Slack… Limiting it to email only can present obstacles for users and they may decide to skip it. Or, the conversation with the recipient may be on a different communication channel.
Large Attachments: Sending very large files as email attachments can be cumbersome and might not be supported by all email encryption services.
You lose control once they are decrypted: The document is sent securely but once the recipient has decrypted the document and downloaded it, you lose all control over it. You run the risk of it being exfiltrated.
Enterprise Digital Rights Management (DRM) Solutions
The primary purpose of enterprise digital rights management (DRM) solutions is to protect sensitive digital content from unauthorized use and distribution inside and outside an organization. These tools control access, usage, and distribution of digital files, ensuring that only authorized parties can view, edit, or share the content. They enforce protection on the document itself. DRM solutions protect digital content by encrypting files and applying policies that dictate how the content can be accessed and used.
Pros:
Protection is permanent: It is a good option because it focuses its security and protection on the data itself, accompanying it wherever it goes or travels, in all three data states: at rest, in transit and in use. If you want to know more about the 3 data states, visit our article.
Cons:
User Frustration with Restrictions: EDRM can lead to user frustration if it interferes with usability or creates a poor user experience.
It is perhaps the most comprehensive and versatile approach to mobile data security because it focuses security on the data. For us, it is the safest way, and we believe so strongly in this technology as a game changer.That is why we have developed an EDRM product specifically for mobile devices. We present it to you below.
SealPath is the most advanced EDRM solution that provides persistent protection for documents regardless of how they are stored and shared, and has been in the market for over 10 years. Satisfied with SealPath protection on their PCs and Macs, our customers asked us to bring protection to their mobile phones and tablets. They wanted a flexible yet robust way to protect documents on the go. And it is with this in mind that we present the SealPath Information Protector App, so that they can continue to be productive and agile in their day-to-day work while protecting the information with the highest level of controls.
How does it work SealPath Information Protector App
1. Open the File: Open the file within your desired app such as Slack, Outlook, or WhatsApp on your phone or tablet.
2. Share the File: Tap on the options menu and select the share option.
3. Protect the Document. Inside the SealPath Information Protector App, tap the “Protect Document” button.
4. Select Protection Policy: A window will open allowing you to search and select your desired protection policy. You can type the policy name for quick access.
5. Final Steps: The app will protect the document. A window will open offering you the choice to either share the protected document via your desired app or save it on your phone or tablet .
Note: The entire process only takes a few seconds to complete.
Secure File Sharing with Real Use Cases
From Teams internal channel to board members via Whatsapp
John, an executive at a multinational company, is traveling for business. While at the airport, he receives a sensitive document containing strategic information through Teams on an internal channel. John needs to share this document with other executives quickly and securely. Using his tablet, he opens the document, taps the share option, and selects the SealPath Information Protector App.
Within the app, he taps “Protect Document” and chooses the “Confidential” policy, ensuring that only a small group of executives have permission to access the document. Once the app protects the document, John shares it via WhatsApp. This process ensures the sensitive information is secure while allowing him to stay productive and efficient.
Receive a document in Slack and email it to a client
Emily, a sales representative, spends most of her time on the road, traveling between client and partner meetings. During a break, she receives a personalized technical guide with important customer details through Slack’s internal channel on her phone. Emily needs to protect this sensitive information before sharing it with the customer.
She opens the document, taps share, and selects SealPath Information Protector App. She then taps “Protect Document” and secures the guide with the appropriate protection policy. After protecting the guide, Emily shares it with the customer via Outlook. This ensures the document is secure, and Emily can maintain her agility and responsiveness, even while on the go.
Key Features of SealPath Information Protector App
Protect and unprotect from your usual apps: Protect and share in seconds via whatsapp, slack, teams, gmail, google drive, sharepoint, OneDrive, Telegram… You can also unprotect files using the same process.
Easy and fast: Protecting files is very easy with an intuitive interface, and the process is very fast so it takes very little time.
You control the data wherever it goes: You have the ability to limit who can access it and what usage permissions they have (edit, view only, print…). You can even block access after the document has been sent and monitor accesses.
Secure login: To prevent anyone from unprotecting confidential files on your device and to make it more convenient to log in, you can use your fingerprint or face.
Available for phones and tablets: Available on the App Store and Google Play for iOS 11 or higher and Android 5.0 lollipop or higher.
Protect your sensitive business data throughout its lifecycle with our easy-to-use EDRM App
In the quest to secure mobile document sharing, organizations must weigh convenience against security to select the optimal solutions. It’s crucial to implement tools that secure data without hindering user experience, as overly complicated systems may lead to user workarounds. Key considerations include ensuring robust encryption to protect data at rest and in transit, and implementing user-friendly authentication processes to streamline access without sacrificing security.
Solutions should offer seamless integration with existing applications and workflows to minimize disruption. Real-time monitoring and alerts can help detect and mitigate exfiltration attempts swiftly. Ultimately, the chosen approach should provide strong data protection while maintaining efficiency and productivity, fostering a secure yet convenient environment.
About SealPath SealPath is the European leader in Data-Centric Security and Enterprise Digital Rights Management, working with significant companies in more than 25 countries. SealPath has been helping organizations from different business verticals such as Manufacturing, Oil and Gas, Retail, Finance, Health, and Public Administration, to protect their data for over a decade. SealPath’s client portfolio includes organizations within the Fortune 500 and Eurostoxx 50 indices. SealPath facilitates the prevention of costly mistakes, reducing the risk of data leakage, ensuring the security of confidential information, and protecting data assets.
About Version 2 Digital
Version 2 Digital is one of the most dynamic IT companies in Asia. The company distributes a wide range of IT products across various areas including cyber security, cloud, data protection, end points, infrastructures, system monitoring, storage, networking, business productivity and communication products.
Through an extensive network of channels, point of sales, resellers, and partnership companies, Version 2 offers quality products and services which are highly acclaimed in the market. Its customers cover a wide spectrum which include Global 1000 enterprises, regional listed companies, different vertical industries, public utilities, Government, a vast number of successful SMEs, and consumers in various Asian cities.
9 tools to prevent data theft in your organization are analyzed in this essential guide that provides expert insight into protecting your business data. Learn how to improve security, make an informed decision, and understand the effectiveness of each tool.
The security of sensitive information has transcended the confines of IT departments, becoming a boardroom imperative. The threat of data theft looms larger than ever, casting a long shadow over the corporate landscape. But just how pervasive and damaging can data theft be for companies? Let’s dive into some real-world case studies and statistics that throw light on this growing concern.
Equifax: In a landmark event of digital compromise in this century, Equifax revealed in September 2017 the unsettling news that the personal details, inclusive of Social Security numbers, belonging to about 147 million consumers had been exposed. The financial repercussions? Equifax had to part with $575 million in settlements.
MOVEit: In 2023, a significant breach occurred within a managed file transfer (MFT) application, known for its secure file transfer capabilities and relied upon by a wide range of organizations and government agencies. A ransomware attack resulted in the extraordinary exposure of sensitive data belonging to approximately 77 million individuals and approximately 2,600 organizations worldwide. Notable organizations affected included the U.S. Department of Energy, all of which saw their data dramatically exposed. The global financial impact of this breach is estimated to be in excess of $12 billion.
Diving into the findings of IBM’s Cost of a Data Breach assessment for the year 2024, we find ourselves looking squarely at a daunting figure: the worldwide average fiscal fallout from a data breach now sits at $4.88 million. This isn’t just another statistic; it’s the crest of a menacing wave, representing a sharp 10% climb from the previous year and setting a new record high. It’s a stark reminder of the hefty price tags attached to breaches in the digital era. This upward trend in data breach expenditures is partially attributed to an 11% swell in two key areas: the business losses resulting from interrupted operations and the expenditures tied to the response after a breach.
Think of the painstaking marathon many organizations undergo post-breach—over three-quarters find themselves caught in a recovery bind extending past 100 days, and a substantial 35% crossing the 150-day threshold. Zoom in on the anatomy of the average $4.88 million price tag for these data breaches, and we unearth that a considerable chunk—$2.8 million—is stemming from the toll of lost business. This encompasses the ripple effects of downtime and the departure of customers, as well as the scaled-up efforts in customer support and compliance with surging regulatory penalties. Remarkably, this sum stands as the heftiest record of financial impact from such losses and breach-mitigation endeavors in a six-year span. How is the Data Breach loss cost estimate obtained?, We break it down here.
Data theft is the unauthorized acquisition of sensitive, proprietary, or confidential data. This could involve personal details, financial information, or intellectual property. It is a clandestine operation that infringes on privacy and can have catastrophic consequences as we have seen in the previous section. → Find out about all the different types of sensitive information here.
Forms of Data Theft
Direct Theft: It involves directly accessing and copying data from networks or devices, often through hacking or malware.
Interception: Here, data is captured while it’s on the move. For instance, data being transmitted over unsecured networks can be intercepted using eavesdropping techniques.
Unintentional Disclosure: Sometimes data is not stolen but rather exposed accidentally, often due to lax security measures or human error.
The Agents of Data Theft
Internal Actors: It involves directly accessing and copying data from networks or devices, often through hacking or malware. Employees are often overlooked threats. From the highest levels of management to the operational staff, anyone with privileged access can become a vector for data theft. Insiders might include contractors or anyone else who has temporary but integral access to systems and information.
External Actors: Here, data is captured by all available means in its 3 states: At rest, in motion, and in use. For instance, data being transmitted over unsecured networks can be intercepted using eavesdropping techniques. Hackers from lone wolves to organized syndicates, these are the profilers of the digital world, always on the lookout for vulnerabilities for financial gain. Competitors are also a threat, believe it or not, industrial espionage is a common motivator for data theft. → Find out the three states of data here.
Data theft location:
Inside the Network: Data theft isn’t always an external assault. It often occurs within the supposed safety of an organization’s own network.
At first glance, the act of stealing data may seem uniform, but the motivations, methodologies, and mitigation strategies for insider versus outsider threats are as distinct as they are complex.
Insider Data Theft
Imagine for a moment that you’re part of a crew on a ship. You know the layout, the schedule, and the weak points. An insider, much like a rogue crew member, has a deep understanding of the company’s defenses. An example that’s often shocking but not surprising is the disgruntled employee. Picture John, a long-time IT technician, overlooked for a promotion one too many times. Feeling undervalued, John decides to exit with a parting gift – sensitive client data that he casually slips into his personal cloud storage over weeks, undetected. John plans to use this data as a bargaining chip with a competitor or as a springboard for a new venture.
Insider threats like John exploit their access and in-depth knowledge of security measures to siphon off data, often slowly, to avoid detection. Beyond the obvious financial gain, insiders might be motivated by revenge, a sense of injustice, or ambitions that align with a competitor’s interests. Their actions are facilitated by their legitimate access and their intimate understanding of the company’s data landscape and security protocols.
Outsider Data Theft
Now, envision your ship encountering pirates. Outsiders, much like these pirates, are external entities lacking authorized access but are skilled in navigating through or circumventing defenses. These digital marauders deploy a gamut of tactics, from phishing expeditions to brute force attacks against the company’s digital infrastructure. Consider the example of a hacker collective targeting a multinational bank. They initiate a sophisticated phishing campaign, tricking employees into disclosing their credentials.
With these keys to the kingdom, they bypass security measures designed to repel unauthorized entry, making off with millions of customer records. Typically fueled by profit, political agendas, or the thrill of the challenge, outsiders often deploy elaborate schemes to breach defenses. Their lack of inside access necessitates the use of technical skills to exploit vulnerabilities in software, human psychology, or both. A current example of attacks that cause a lot of damage is the new generation of ransomware. → Dive into the digital underworld of 2024’s ransomware here.
The fight against data theft requires a two-front battle. Against insiders, it’s about fostering a culture of accountability, employing strict access controls, and maintaining an environment where loyalty is appreciated but not exploited. For outsiders, the emphasis must be on robust security measures, employee training to recognize phishing attempts, and adopting a layered defense strategy that assumes breach attempts are not a matter of if, but when.
it is paramount to draw a line—or rather, a firewall—between the threats that brew within the confines of our networks and those that lurk in the shadows beyond. Inside-the-network and outside-the-network data thefts are two sides of the same coin, yet they play by vastly different rules.
Inside-the-Network Data Theft
Visualize a fortress. Inside its walls, the keep, various chambers, and even the hidden passages are familiar grounds to its inhabitants. In the context of data theft, insiders operate within this fortress. They are your employees, contractors, or anyone who has been granted the keys to the castle. An illustrative scenario could involve a procurement officer in your supply chain. With access to vendor lists, pricing data, and contract details, this person decides to divert some of these treasures to a rival bidder in exchange for a lucrative kickback.
Here, physical access, legitimate credentials, and an intimate knowledge of the internal processes empower the insiders to exploit vulnerabilities from within the network’s protective embrace. In this case, vulnerabilities can also be exploited by intruders to gain access or credentials can be stolen to impersonate an employee without arousing suspicion. The amount of damage an insider can do is often directly proportional to the level of trust and access they are granted. Their intimate knowledge of the system’s architecture and operational blind spots allows them to navigate and extract information with alarming precision and discretion.
Outside-the-Network Data Theft
On the flip side, imagine adversaries scaling the walls, unseen, in the dead of night. These are the outsiders—hackers, competitors, or state actors—who have no sanctioned foothold within the network. Their approach? Identify and exploit vulnerabilities as data leaves the perimeter. An example that encapsulates this scenario involves attackers targeting a contractor who has sensitive information, sometimes smaller organizations with less security measures and therefore easier to penetrate.
Outside attackers are constrained by their lack of authorized access and intrinsic knowledge of the targeted network. Their success hinges on skill, persistence, and often, exploiting the human element of security. Today it is essential to send certain, sometimes sensitive, data outside the network. This data is no longer controlled by the organization once it leaves and we can only rely on the recipients to act diligently and have adequate measures in place.
Security measures must take this into account, adapting to the reality of organizations is imperative to ensure maximum effectiveness. It is no longer enough to protect only the perimeter, now it is necessary to go further as recommended in the popular cybersecurity strategy called Zero-Trust. → Know how to implement this strategye here.
Deciding which tools are best for each organization’s needs can be a complicated task, as there are numerous technologies, each with its strengths and weaknesses. In an ideal world, it would be best to apply most of them integrated with each other, but this is not always possible. That’s why it’s important to keep a few things in mind before jumping into the first one you find.
Gauging Your Cybersecurity Maturity: Just as a sapling differs vastly from an ancient oak, organizations have varying degrees of cybersecurity maturity. Before diving into the toolbox, take a step back. Assess where you stand on this continuum. Do you have a sufficient team to manage the new tools, are they trained, do you have basic measures in place? An organization’s maturity will dictate the complexity and sophistication of the tools that will be most effective and manageable. NIST Cybersecurity Framework can help you to know your cybersecurity maturity, access our guide here.
Balancing the Budget with Board Commitment: In the realm of cybersecurity, the adage “You get what you pay for” often rings true. However, allocating resources wisely demands a dance between ambition and practicality, spearheaded by your board’s commitment. Your strategy should communicate the value of investment in cybersecurity, not as a cost, but as insurance against potential losses, ensuring the board’s alignment and support.
Prioritizing Key Risks: Not all treasures are equally coveted by pirates. Identify the crown jewels within your digital vault. What data, if lost or compromised, could sink your ship? Prioritizing these key risks will guide your investment towards tools that offer the best defense where it’s most needed. Risk assessment is your treasure map; follow it diligently.
Tailoring to Your Specific Context: Every ship has its unique build, and similarly, every organization operates within a distinct context—be it infrastructure, sector, or the types of information it holds dear. A cargo ship has different needs than a battleship. Perhaps your organization deals in sensitive health records, requiring HIPAA compliance, or maybe it’s a financial institution beholden to PCI-DSS regulations. Select tools that are not just best in class but best for your class.
Implementing Continuous Monitoring and Response Strategies: Finally, remember that setting sail is just the beginning. Continuous monitoring and swift response mechanisms ensure that should a storm arise, your ship can weather it. Investing in tools that offer real-time monitoring and alerting capabilities means you’re always one step ahead, ready to batten down the hatches and repel boarders at a moment’s notice. A smooth data breach response plan can help you, check our detailed guide here.
Embrace a Zero-Trust approach: A Zero-Trust approach operates on the assumption that threats could originate from anywhere, both outside and within your walls. You must therefore verify everything attempting to connect with your system, no matter how trustworthy it appears. It’s a proactive stance, where trust is earned and continually reassessed. This methodology not only strengthens your defenses but also significantly minimizes the impact of an intrusion, should one occur.
Each tool or set of tools addresses a unique aspect, from the specific use cases like guarding against sophisticated cyber threats, to broader applications such as ensuring compliance with global data protection regulations. Some of them work perfectly well together, but this does not mean that they are mutually exclusive, so we have organized them by the main problem they focus on. We know that data security challenges are a priority for organizations, on this article we detailed them, but its imperative to take action.
4.1 Firewalls and Network security solutions for Defending Perimeters
The primary purpose of firewalls and network security solutions is to act as the first line of defense for an organization’s digital domain. These tools are designed to inspect incoming and outgoing network traffic based on predefined security rules, thus determining which traffic is safe and which poses a threat. Let’s delve into some of the most commonly used tools in this domain and outline their roles:
Traditional Firewalls: These act as a barrier between trusted, secure internal networks and untrusted external networks such as the internet. They inspect packets of data to determine if they meet the set of defined rules before allowing them into the network.
Next-Generation Firewalls (NGFWs): Beyond the capabilities of traditional firewalls, NGFWs offer deeper inspection levels. They can identify and block sophisticated attacks by enforcing security policies at the application level, including intrusion prevention systems (IPS), and incorporating intelligence from outside the firewall.
Intrusion Detection Systems (IDS) and Intrusion Prevention Systems (IPS): IDS are designed to detect potential threats and alert the relevant parties. IPS, on the other hand, not only detects threats but also takes preemptive action to block them from entering the network.
Virtual Private Networks (VPNs): VPNs create a secure and encrypted connection over a less secure network, such as the internet. This shields the browsing activity from external inspection and makes data transmission more secure.
When Are They Best Used?
Traditional Firewalls are most effective in preventing unauthorized access and guarding against large-scale attacks targeting the network perimeter. They are best suited for businesses of all sizes as a foundational security measure.
Next-Generation Firewalls are particularly useful for organizations that require deep packet inspection and sophisticated defense mechanisms against malware and advanced persistent threats (APTs)..
IDS/IPS systems are ideal in environments where continuous network monitoring for suspicious activities is paramount and where proactive measures are needed to prevent potential breaches.
VPNs are most beneficial for companies with remote or mobile workforces, ensuring secure access to corporate resources from any location.
When Are They Not the Best Option to avoid data theft?
Traditional Firewalls may not adequately prevent data theft as they do not inspect the content of encrypted traffic, which can be a significant loophole for data exfiltration.
NGFWs, while more advanced, can struggle with encrypted traffic as well unless specifically configured to decrypt and inspect this data, which not only requires additional resources but also raises privacy concerns.
IDS/IPS systems can miss data theft via sophisticated, low-and-slow data breaches that do not trigger the predefined threat thresholds, making them less effective against stealthy data exfiltration methods.
VPNs, though crucial for secure data transmission, do not protect against internal threats or data theft from within the organization, as they primarily secure data in transit rather than at rest.
These tools are very useful when defending the perimeter or connecting from outside the network. They are basic measures that protect and hinder access from the outside. But like castle walls, they are not enough to prevent data theft. They are not targeted at insiders, or even disguised attackers, who are already inside the network and can access data with some freedom. There may be breaches such as vulnerabilities that bypass the controls as well. Its technology is not designed to prevent human error where sensitive data is disclosed or where it is sent outside the perimeter such as to partners. It fulfills its primary function, hindering access to the network.
Data Loss Prevention (DLP) aims to detect and prevent the unauthorized transmission of confidential information. DLP tools monitor, detect, and block sensitive data through deep content inspection, contextual analysis, and matching data fingerprints against pre-defined policies. It’s like being a policeman.
For example, an employee, Alice, works for a healthcare provider and has access to patient records. One day, she decides to download several records onto a USB drive, potentially to use them outside the company’s secure environment. The DLP tool has predefined policies to identify sensitive data, as Alice transfers the files, the DLP system monitors the data movement and recognizes the patient records as sensitive based on its content, the DLP tool automatically blocks the file transfer to the USB drive because it violates the company’s data handling policy.
When is The Best option?
Against Insider Theft: Effective in mitigating risks posed by employees or contractors by monitoring user behavior and access to sensitive data, preventing intentional or accidental leaks. In a scenario where an employee attempts to transfer confidential financial reports to an unauthorized recipient, the DLP system can recognize the document as sensitive and block the transfer.
When It’s Not the Best Option
Implementation and Operation Complexity: Smaller companies may find DLP systems complex and resource-intensive to implement and manage.
Limited Outside the Network: DLP tools are less effective when data is handled outside the corporate network, such as on personal devices or in non-controlled cloud environments.
Pre-configured Policies Required: The effectiveness of DLP hinges on well-defined policies; without them, unauthorized data transfers might not be detected. It can be complex to develop effective measures and may require expert assistance.
Issue with False Positives: Overly strict or inaccurately configured DLP policies can lead to false positives, where legitimate data transfer processes are incorrectly flagged as security risks, hampering productivity and potentially leading to unnecessary investigative efforts.
A DLP is a very useful tool to control the actions that are performed with sensitive data within the network, intentionally or by mistake, either by camouflaged external agents or internal ones, but it has its limitations when certain data needs to leave the network.
The main purpose of IAM (Identity and Access Management), MFA (Multi-Factor Authentication), and RBAC (Role-Based Access Control) is to enhance security by ensuring only authorized individuals can access sensitive company data and systems. IAM systems manage and track user identities and their associated access permissions throughout the organization. MFA adds an extra layer of security by requiring users to present two or more verification factors before gaining access. RBAC allows companies to restrict system access to authorized users based on their role within the organization.
When is The Best option?
For Comprehensive Access Control: IAM is a good option when organizations need a detailed and overarching system for managing user identities and access permissions across all systems and applications. It’s particularly effective in environments where users require different levels of access. In a large healthcare institution, IAM can ensure that only certified medical personnel can access patient records, while administrative staff may only have access to scheduling systems.
Against Credential Theft: MFA can prevent unauthorized access even if a user’s primary credentials are compromised. If a company executive’s password is stolen, MFA would still block an attacker since they lack the second factor, such as a fingerprint or a mobile device with a one-time passcode.
Against Excessive Access Rights: RBAC minimizes the risk of data theft by ensuring employees only have access to the information necessary for their job, focusing specifically on access control based on roles. An accountant might have access to financial software but not to the company’s client databases, mitigating the risk of accessing and potentially leaking sensitive client information.
When It’s Not the Best Option:
RBAC Rigidity: If job roles are not clearly defined or if they change frequently, maintaining accurate role definitions in RBAC can become complex and error-prone.
IAM Complexity: Small organizations with limited IT resources may find IAM systems complex to set up and maintain.
Internal Threats: While these tools are effective at managing how access is granted, they may be less effective once an authorized insider decides to act maliciously.
Off-Network Access: If data is accessed from outside the network, say through a personal device that is not managed or monitored, these tools may not provide protection against theft.
Authentication and access control tools are very effective in ensuring that only authorized persons have access to confidential information. But once they have access they cease to exercise control, giving malicious employees or disguised attackers the freedom to do whatever they want with the data. It’s like a door that is locked but if you get hold of the key, you can do whatever you want behind it, and even take what you’re looking for.
EDRM (Enterprise Digital Rights Management) serves to secure and manage documents and sensitive information continuously, from their inception to their final disposal, ensuring protection irrespective of the data’s location or movement. EDRM secures data by embedding protection directly into the files, allowing only authorized users to access, edit, print, or share the information. It can control who has access to data, set permissions for different levels of interaction, and apply policies that persist with the data as it moves both inside and outside the organization. It is a mix of encryption, access and identity control and permissions management.
When is The Best option?
Protecting Sensitive Documents: EDRM is ideal when organizations need to protect sensitive documents, especially after they have been shared outside the organization. A law firm sharing confidential case files with external and internal consultants can use EDRM to ensure that only the intended recipients can open, edit, or print the documents.
Having traceability of shared data: If you want to be proactive by monitoring the accesses and permissions granted on the data in real time.
Acting fast and responding to data threats: In cases where there has already been a leak or collaboration with other organizations has stopped, it allows you to revoke access even if the data is out of our reach.
When It’s Not the Best Option:
Very Complex Environments: EDRM might be overly restrictive or challenging to implement in environments that handle a vast array of collaborative workflows.
User Frustration with Restrictions: EDRM can lead to user frustration if it hinders usability and productivity due to strict control policies or poor user experience.
Considering that its technology arises mainly for data control, perhaps these tools are the ones that best protect against theft, whether against internal or external, outside or inside the perimeter, or even by human error. By having an approach that focuses on the data itself and accompanies it, it may be the measure that covers the most contexts in data security and therefore the most versatile.
Endpoint encryption tools aim to safeguard data on devices such as laptops, mobile phones, and tablets by transforming it into a format that only individuals with the decryption key can access, effectively blocking unauthorized entry. Endpoint encryption tools encrypt the data stored on end-user devices, ensuring that data remains protected even if the device is lost, stolen, or compromised. Encryption can be applied to the entire disk (full-disk encryption), to specific files or folders (file-level encryption), or to data in transit.
When is The Best option?
High-Risk Devices: These tools are best used for devices that frequently leave the secure physical controls of an office environment, such as laptops and mobile devices used by field employees. A sales company equips its remote sales staff with laptops that contain sensitive client information. Using endpoint encryption ensures that the data on these laptops is unreadable to unauthorized users if the laptops are lost or stolen.
Having traceability of shared data: If you want to be proactive by monitoring the accesses and permissions granted on the data in real time.
Acting fast and responding to data threats: In cases where there has already been a leak or collaboration with other organizations has stopped, it allows you to revoke access even if the data is out of our reach.
When It’s Not the Best Option:
Performance Issues: Encryption can sometimes decrease system performance, which might not be suitable in highly performance-sensitive environments.
User Experience Limitations: The need for encryption keys can sometimes complicate the user experience, particularly in terms of data sharing and collaboration.
Insider Threats: Endpoint encryption does not prevent data theft by authorized users who have access to decryption keys.
Mismanagement of Encryption Keys: If encryption keys are not managed securely, they can become a point of vulnerability, potentially allowing unauthorized access to the encrypted data.
Encryption is one of the oldest basic tools, it can be very useful for specific situations where something agile is required and we are sure to manage passwords with good practices. The limitations come when we want to continuously protect many different types of data, as applying the same password is not secure, and managing hundreds of them is not practical. Another point to take into account is that once someone has the password and decrypts it, he becomes helpless and loses all control. If you want to know the 3 encryption types go here.
Data Discovery and Classification tools are designed to pinpoint and organize data dispersed throughout an organization’s digital assets, thus facilitating improved data management and bolstering security protocols tailored to the data’s level of sensitivity. These tools automatically scan data repositories to discover data and classify it according to predefined criteria such as sensitivity, regulatory compliance requirements, or business value. Classification labels help in applying appropriate security policies and controls, such as access permissions and encryption requirements.
When is The Best option?
Compliance with Regulations: These tools are particularly useful in environments where compliance with data protection regulations (like GDPR, NIS2, DORA, HIPAA) is critical. A healthcare provider uses data discovery and classification tools to categorize patient information as confidential and apply stringent access controls and encryption, ensuring compliance with health data protection laws. →Learn everything you need to know about NIS2 here.
When It’s Not the Best Option:
Low Complexity Environments: In smaller or less complex environments where data types and storage locations are limited and well-known, the cost and complexity of implementing these tools may not justify the benefits.
Initial Setup and Maintenance Demand: The tools require initial setup to define data categories and policies, and ongoing maintenance to adjust for new data types and business changes, which could be resource-intensive.
Limited Impact on Threats: While effective in managing how data is handled internally, these tools do not directly protect data against external or internal threats unless coupled with other security measures.
Dependency on Accurate Classification: Misclassification of data can lead to inadequate protection measures, still exposing sensitive data to potential theft or loss.
These tools are very useful to inform users and other tools about the sensitivity of a data, so they will know how to act according to the guidelines established for each sensitivity level. However, they do not protect the data, they only inform about the sensitivity or policy that we must follow, so they do not play a decisive role in security by themselves, although it is worth noting that they are very valuable in conjunction with other proactive protection tools.
User and Entity Behavior Analytics (UEBA), Security Information and Event Management (SIEM), and User Activity Monitoring (UAM) tools are primarily focused on offering proactive security. They achieve this by observing, analyzing, and reacting to internal and external threats in real-time, thus guarding against possible data theft incidents. SIEM collects and aggregates log data from various sources within an organization’s IT environment, analyzing that data to identify suspicious activities. UAM monitors and records activities of users across company systems and networks, identifying unauthorized access or operations that could lead to data breaches.
When is The Best option?
Complex IT Environments: These tools are best utilized in complex IT environments where there are many endpoints, user activities, and data transactions to monitor. A financial institution implements SIEM and UEBA to monitor for unusual access patterns to sensitive customer financial data, enabling the IT security team to quickly respond to and mitigate unauthorized access attempts.
When It’s Not the Best Option:
Small-scale implementations: For smaller companies with limited IT infrastructure and simpler data workflows, the cost and complexity of implementing and managing these tools may not be justified.
Limited IT Resources: Organizations with limited IT security personnel may find these tools challenging to manage effectively, as they require constant tuning and analysis to provide value.
False Positives: These tools can sometimes generate false positives, leading to unnecessary alarms and potentially diverting resources from genuine threats.
Adaptation by Threat Actors: Sophisticated cybercriminals may adapt their tactics to avoid detection by these tools, necessitating continuous updates and adjustments to the security measures in place.
The real-time monitoring and analysis tools mentioned above are quite powerful in certain scenarios to detect threats, especially external ones, in time. However, with respect to data theft, the role they play is mainly in alerting about unusual access within the network. For cases where data has left the perimeter they no longer exert control. With them it is difficult to detect internal users with permissions who want to misuse the data. Working in conjunction with other proactive protection tools, they can enhance security with great success.
Cloud Access Security Brokers (CASBs) aim to enhance organizational policies regarding visibility, compliance, data security, and threat protection by applying them to cloud applications and services. This ensures access to cloud resources is both secure and compliant. CASBs provide a comprehensive view of an organization’s cloud usage, including unsanctioned apps (shadow IT) and user activities. They also help enforce compliance policies across cloud services, aligning with regulations. They focus on threat protection, identifying and mitigating threats from compromised accounts, malware, and insider threats by analyzing user and entity behavior in the cloud environment.
When is The Best option?
Hybrid and Cloud-First Environments: For organizations that rely heavily on cloud services or have a hybrid mix of cloud and on-premises applications, CASBs are essential for maintaining security parity across environments. An e-commerce company uses a CASB to enforce access controls and monitor for suspicious activities across its cloud-based inventory management and customer service platforms, effectively preventing unauthorized data exposure.
When It’s Not the Best Option:
Cloud-Averse Organizations: For companies that primarily use on-premises IT infrastructure and have minimal cloud exposure, the investment in a CASB may not provide significant benefits.
Simple Cloud Environments: Small businesses utilizing a single or few cloud services with straightforward security needs may find CASBs overly complex and not cost-effective.
Dependency on Configuration and Policies: The effectiveness of a CASB in preventing data theft heavily depends on the accurate configuration of control policies and the understanding of cloud-specific risks.
CASBs can be very useful in controlling security within cloud platforms, being an additional policeman in charge of enforcing the policies established within the cloud perimeter. Similar to DLPs, their focus is on the inside and for internal users, they can get in the way when you need to send data outside the network, as they no longer have control. They are specialized in the cloud, so their use case is quite specific to organizations that have that specific need.
The main purpose of awareness and training tools is to educate employees about cybersecurity best practices, recognize and respond to potential threats such as social engineering attacks, and ultimately reduce human error that could lead to data theft. These tools deliver engaging content on cybersecurity topics, including phishing, password security, and safe internet practices, often using quizzes and simulations to test knowledge. They create realistic but harmless phishing campaigns to test employees’ responses to suspicious emails, providing teachable moments for those who fall for the simulations. By tracking participation and performance in training programs and simulations, these tools help identify areas where additional education is needed.
When is The Best option?
Companies of Any Size: From small businesses to large enterprises, any organization can benefit from strengthening their human firewall against cyber threats. An industry organization implements an ongoing cybersecurity awareness program, significantly reducing incidents of successful phishing attacks amongst its staff, protecting sensitive intellectual property data from potential exposure.
When It’s Not the Best Option:
Over-Reliance Without Supplementary Security Measures: Depending solely on training tools without implementing adequate technical safeguards does not provide a holistic security posture, leaving potential vulnerabilities unaddressed.
Infrequent or One-Time Training: Organizations that treat cybersecurity training as a one-off event, rather than an ongoing process, may find these tools less effective over time as threats evolve and employees forget best practices.
Knowledge is power, training employees can make the difference between suffering an attack or preventing one. The continuous training offered by these tools is an essential value for organizations. Although it is important to be trained, this does not guarantee that there will be no human error, deception or malpractice. It is one more tool that improves the security posture but that needs proactive protection tools to shield itself in cases where people fail or there are gaps from which to perform malicious actions.
In today’s context, data is a gold mine, and malicious actors are constantly developing methods to extract this valuable asset and monetize it for their own benefit. Organizations need to be vigilant and proactive in defending their data against threats, and make the best decision by choosing the right tools based on their needs, context, and resources.
The stark reality is that data often needs to traverse beyond the traditional security perimeter due to remote working, cloud services, and the need for collaboration with external partners. The enclosure of company data within a secure perimeter is no longer sufficient. Given the flexible and dynamic ways in which data is accessed and shared, it’s crucial to implement a measure or a combination of measures that protect data across all scenarios to prevent security gaps.
Enterprise Digital Rights Management (EDRM) is recommended as a potent solution for companies aiming to deter data theft. EDRM is a versatile and powerful tool in the fight against data theft.
Persistent Protection: It secures data consistently, regardless of where the data resides or with whom it is shared.
Granular Access Control: EDRM allows organizations to define who can view, edit, print, or forward a file, providing fine-grained control over data handling.
Audit Trails: The ability to track and log all actions performed on data enables better regulatory compliance and forensics in the event of a security incident.
EDRM differs from other tools in that it focuses on the data itself rather than the environment or infrastructure, making it uniquely suited to the modern, perimeter-less landscape where data mobility is a given.
Protect your sensitive business data throughout its lifecycle with our easy-to-use EDRM tool
The gravity of data theft cannot be understated, posing immediate and long-term threats to a company’s operational integrity and its survival. Securing data transcends a simple technical requirement; it is a critical investment in the future of the business. The necessity of investing in prevention measures is paramount, given the complex landscape of threats. Organizations must adopt a comprehensive approach to protect their invaluable data assets, ensuring security across all possible scenarios and contexts.
Choosing the right tools to protect data is a significant decision for any organization. With a wide array of security tools available, making an informed choice that aligns with the specific needs and operational framework of a business is crucial. The effectiveness of a data protection strategy significantly depends on selecting tools that are adaptable, scalable, and well-suited to the unique challenges faced by the business.
If navigating the selection of optimal data protection measures feels overwhelming, SealPath is at your service. We provide personalized and detailed advice, guiding your business toward implementing the best security practices and tools. Contact SealPath here for a consultation, and embark on a journey to ensure your company’s future is protected against the dangers of data theft.
About SealPath SealPath is the European leader in Data-Centric Security and Enterprise Digital Rights Management, working with significant companies in more than 25 countries. SealPath has been helping organizations from different business verticals such as Manufacturing, Oil and Gas, Retail, Finance, Health, and Public Administration, to protect their data for over a decade. SealPath’s client portfolio includes organizations within the Fortune 500 and Eurostoxx 50 indices. SealPath facilitates the prevention of costly mistakes, reducing the risk of data leakage, ensuring the security of confidential information, and protecting data assets.
About Version 2 Digital
Version 2 Digital is one of the most dynamic IT companies in Asia. The company distributes a wide range of IT products across various areas including cyber security, cloud, data protection, end points, infrastructures, system monitoring, storage, networking, business productivity and communication products.
Through an extensive network of channels, point of sales, resellers, and partnership companies, Version 2 offers quality products and services which are highly acclaimed in the market. Its customers cover a wide spectrum which include Global 1000 enterprises, regional listed companies, different vertical industries, public utilities, Government, a vast number of successful SMEs, and consumers in various Asian cities.
“We all agree that data is fundamental to an organization today. Without data, we lack the ground,” said João Arriaga, Country Manager at SealPath, in his speech on the Technical Tracks stage, where he also stressed the central importance of data for the operation and survival of companies.
In an insightful session at the annual IT Security Conference in Lisbon, SealPath once again demonstrated its commitment and leadership in innovative data protection solutions. Entitled “The Importance of Identifying the Most Risky Data in an Organisation”, our expert Joao’s presentation highlighted the emerging challenges and dynamic strategies for achieving robust data security in today’s business environment.
This year’s conference, which brought together top professionals and thought leaders in cybersecurity, provided the perfect backdrop for SealPath to articulate how advanced, data-centric security measures can profoundly shield and protect organizational data across all platforms. Our session, particularly noted for its depth and clarity, was also featured in the IT Security’s magazine article.
Reflecting on the event, Luis Ángel del Valle, CEO of SealPath, noted, “Our participation in this year’s IT Security Conference was yet another opportunity to share insights with our peers and demonstrate SealPath’s deep commitment to evolving data protection standards. We are pleased to provide thought leadership that resonates within the cybersecurity community.”
IT Insight Security appears in a context of accelerated digital transformation and, at the same time, growing vulnerability to cybercrime, with a different and innovative perspective. It is a publication born in the digital world, conceived from scratch for this new reality and which will combine a rigorous factual approach with an analysis of the market and the strategic and leadership challenges required to meet this growing challenge.
About SealPath SealPath is the European leader in Data-Centric Security and Enterprise Digital Rights Management, working with significant companies in more than 25 countries. SealPath has been helping organizations from different business verticals such as Manufacturing, Oil and Gas, Retail, Finance, Health, and Public Administration, to protect their data for over a decade. SealPath’s client portfolio includes organizations within the Fortune 500 and Eurostoxx 50 indices. SealPath facilitates the prevention of costly mistakes, reducing the risk of data leakage, ensuring the security of confidential information, and protecting data assets.
About Version 2 Digital
Version 2 Digital is one of the most dynamic IT companies in Asia. The company distributes a wide range of IT products across various areas including cyber security, cloud, data protection, end points, infrastructures, system monitoring, storage, networking, business productivity and communication products.
Through an extensive network of channels, point of sales, resellers, and partnership companies, Version 2 offers quality products and services which are highly acclaimed in the market. Its customers cover a wide spectrum which include Global 1000 enterprises, regional listed companies, different vertical industries, public utilities, Government, a vast number of successful SMEs, and consumers in various Asian cities.
