Penny-wise, pound-foolish: 5 mistakes to avoid when choosing a DLP system

By Artem Volodin, CEO of SearchInform UAE

The matter of choosing and implementing a data loss prevention system is pertinent for every other organisation today. In 2024, 51% of Chief Information Security Officers (CISOs) surveyed in the UAE reported having data loss prevention technology (DLP) in place, compared to just 45% in 2023. However, to ensure that the system delivers maximum benefit and does not simply become a programme used just to observe formalities, it is essential to choose and implement it wisely.

In this article, we will examine 5 common mistakes that customers make and discuss how to avoid them.

Mistake 1. Failing to define the scope of tasks that DLP will address

The key objective of a DLP system is to prevent data leaks. However, today’s DLP systems can offer much more. If your company wants to counter such issues, as corruption schemes, document falsification, and other forms of fraud; managing working hours, enhancing business process efficiency or conducting an inventory of IT equipment, then DLP can assist in these areas. Rather than investing in a range of disparate standalone solutions, it would be wiser to invest in a single, centralised tool.

Mistake 2. Choosing functionality that is too “broad” or “narrow”

DLP is a solution designed to safeguard all data transfer channels. It seems logical to choose a solution that will monitor the maximum number of channels. But if your company has banned all non-corporate messengers, blocked USB ports, and all VCs except for the corporate ZOOM, why would you pay for all this diversity? 

Conversely, some providers offer DLP solutions that are tailored for overly specific tasks, such as monitoring solely email or cloud services. Such a system would be ineffective for a modern organisation, given that the variety of channels used in a typical company is considerably broader.

 What might be the solution? You should aim to find a balance by selecting a modular system. This represents the optimal choice, as the system can be customised to meet your specific needs and expanded as the organisation grows or integrates new communication channels into its workflow.

Mistake 3. Implementing the system without understanding, and neglecting to conduct a high-load test.

Even if you operate a small business with a well-established infrastructure, it is still essential to test everything under maximum load. Firstly, the company is continually developing and growing; in three years, you could expand tenfold, and the DLP system will need to scale accordingly with the business. 

Secondly, comprehensive testing will enable you to ascertain how the system loads the infrastructure. While the manuals specify the minimum technical requirements, it is common for unpleasant surprises to arise during implementation. The larger the scope of the deployment, the more likely these surprises are to occur. Do not take anyone’s word for it, and steer clear of relying solely on marketing materials. Arrange a full-fledged load test: deploy all modules on the maximum number of computers. This will allow you to evaluate the stress resistance of the system, its performance, and the actual load on the infrastructure under real conditions. The approach will help you identify any unwelcome surprises and bottlenecks, as well as determine the limits of comfortable operation with the system.

Mistake 4. Failing to evaluate analytical and integration capabilities

During the system testing, it is essential to focus on the analytics component of the system. DLP must be equipped with robust analytical capabilities to effectively fulfil its functions. The key aspects to assess are: 

1. DLP system should be able to analyse information in any format, working with files of all extensions.  Information search capabilities should not be limited to traditional types, such as search by regular expressions and dictionaries, but should also include search by morphology, attributes, digital fingerprints; similar content search; statistical and complex queries, as well as any combination of these.
2. Find out if there are third-party developments in the DLP. This can be entire engines, modules, platforms or even whitelabeling someone else’s product. The problem may arise if the client requires enhancements, bug fixes or technical support. The solution developer may be limited in this.
3. Consider the integration with other solutions. DLP is the main tool for analysing and protecting information, thus it is important to share the results of its work with other IT and IS solutions (e.g. SIEM systems). Conversely, DLP should also be capable of receiving and processing data from other systems, such as audit results from a DCAP system, which can be used to block the sending of sensitive information. If the DLP system offers direct integration from the vendor or an open API, it represents a significant advantage when choosing this system.

Mistake 5. Considering only the capabilities of the software

DLP is as much about people as it is about software. Assess how receptive the vendor is to the practice of implementing enhancements and how quickly and efficiently they provide technical support. The ideal scenario is when the vendor’s specialists engage with the customer’s representatives from the outset, assisting in the configuration of the software, sharing their expertise, and supporting the customer throughout all stages of system operation. Otherwise, the efficiency of the system implementation can be significantly diminished, leaving the customer to grapple with the challenges of system implementation and operation on his own.

*Bonus Tip. Mistake 6. Failing to check whether the vendor provides tailor-made approach to meet market requirements.

To avoid this mistake, find out whether you can deploy the solution in the cloud and if the vendor offers an outsourcing model for DLP. The trend towards cloud deployment is not accidental; this model reduces financial costs, simplifies and speeds up the software deployment process, as the customer does not need to purchase hardware and the vendor’s specialist handles the configuration.  

However, it is possible to go further in line with one of the key trends on the market – to switch to full outsourcing of internal risks protection. This is a unique approach for the MENA market, which makes IS accessible for small and medium-sized businesses. Ensuring internal security, administration of data protection solutions is not a simple task, requiring skills and practical experience in this field. If MSS is chosen, the client receives an audit of his organisation’s security, practical recommendations on how to enhance security and the opportunity to evaluate the functionality of security solutions in practice.

The customer simply sets tasks, and the outsourcing information security specialist solves them and ensures protection. The client benefits from complete transparency regarding the situation within the company, presented in the form of simple and detailed reports. MSS also lowers the entry barrier into the field, as the customer does not need to purchase licences for software and hardware – everything is available on a subscription basis. The problem of staff shortage and lack of required skills for managing internal protection systems is also solved.

Conclusion

Choosing the appropriate DLP solution from the outset will provide you with a reliable assistant that can prevent critical IS, IT and even HR-related problems. Therefore, you ought to view such a purchase not as an expense but as a vital investment in the sustainable future of your business. The crux of the matter is choosing the right solution. To receive more information on the capabilities of the DLP system by SearchInform or to explore an outsourcing model for comprehensive protection against internal risks, please do not hesitate to get in touch.