A guide to Choosing the Best Tools to Prevent Data Theft in your Organization

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.

1. The Rising Threat of Data Theft in Companies

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.

2. Understanding the Types of Information Theft

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.
• Beyond the perimeter: On many occasions it is necessary for data to travel outside the control of the organization, i.e. outside its security perimeter, such as to the supply chain, distribution… → Find out how to protect Intellectual Property in the Supply Chain.

2.1 Differentiating Theft by Insiders and Outsiders

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.

2.2 Thefts Inside vs. Outside the Network

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.

3. Strategic considerations when investing in tools to prevent data theft

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.

4. Key Tools by Problem-Solving

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.

4.2 Data Loss Prevention (DLP) for Insider Theft

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.

4.3 IAM, MFA and RBAC for identity management and authentication

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.

4.4 EDRM to control the data in its lifecycle

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.

4.5 Blocking accesses to data with Endpoint encryption

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.

4.6 Helping to enforce security protocols with Data Discovery and Classification

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.

4.7 Proactive monitoring and real-time detection with UAM, SIEM and UEBA

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.

4.8 Controlling access and monitoring anomalous behavior in the Cloud with a CASB

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.

4.9 Awareness and training tools to prevent human error and social engineering

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.

5. SealPath Recommendations

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.

6. Closing Thoughts

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.