Google Data Loss Prevention
Data Loss Prevention (DLP) provides an additional safeguard to protect any Personally Identifiable Information (PII) from intentional and more likely, accidental exposure.
How does this affect me?
DLP on Google Drive will initiate a warning alert system. A warning message will notify you when sharing documents that contain PII (i.e. Social Security numbers, credit card numbers, driver's license numbers, and/or bank routing/account numbers) and verify you aren't unnecessarily exposing sensitive data.
Any Google Workspace file (Docs, Sheets, Slides, etc.) that is shared with someone outside of UIndy will be automatically scanned by Google DLP for PII . If PII is found, you will get a warning stating that what you are sharing contains sensitive information. You will then be asked to confirm that you would like to proceed.
In general, sensitive data such as Social Security numbers, credit card numbers, driver's license numbers, and/or bank routing/account numbers should not be shared with external parties. Please contact the IT Help Desk for best practice recommendations on how to share information.
If an employee clicks yes, the document will be shared immediately and UIndyIT's Google Admins will be automatically notified.
To ensure that shared PII is secure:
- Verify all members have 2-Step Verification. For more information, refer to Secure your UIndy Google account with 2-step verification.
- Share data via email encryption. For more information, refer to Request email encryption.
UIndyIT does not and will not review such files nor prevent data sharing. This is an extra layer of protection provided by Google to prevent accidental sharing of sensitive information.