Microsoft Purview: Data Governance, Compliance & DLP

Microsoft Purview: Data Governance, Compliance and DLP

Microsoft created Microsoft Purview for Data Governance, Compliance and DLP. Purview gives you a bird's-eye view of your entire data landscape, with the power to protect, manage, and govern it all from a single platform. Currently a staggering 2.5 quintillion bytes of data are created every day globally and organisations are struggling to keep up with governance and compliance.

What is Microsoft Purview?

Microsoft Purview is a comprehensive data governance and compliance solution that brings together the best of Azure Purview and Microsoft 365 compliance tools. It's designed to help organizations of all sizes manage their data assets across various platforms, including cloud, on-premises, and hybrid environments.

Microsoft Purview solves three main challenges:

1. Discovering and classifying data across the entire organization
2. Protecting sensitive information and ensuring compliance
3. Providing insights into data usage and risks

Whether you're a small business owner or a CIO of a large enterprise, Microsoft Purview offers the tools you need to take control of your data landscape.

The Core Features of Microsoft Purview

The key features that make Microsoft Purview a valuable tool for data governance:

1. Data discovery and classification: Purview automatically scans your data sources, identifying and categorizing sensitive information.

2. Data mapping and data estate insights: Get a visual representation of your data landscape, showing data lineage and relationships.

3. Sensitivity labeling and data protection: Automatically apply protection policies based on data sensitivity. Think of it as a sophisticated security system for your most valuable digital assets.

4. Access management and policy enforcement: Control who can access what data and ensure policies are followed consistently across your organization.

Benefits of Implementing Microsoft Purview

1. Enhanced data visibility and control: No more data hiding in dark corners of your organisation. Purview shines a light on all your data assets.

2. Improved regulatory compliance: Stay on the right side of GDPR, CCPA, and other regulations.

3. Risk mitigation and data security: Identify and address potential data risks before they become costly problems.

4. Streamlined data governance processes: Say goodbye to manual, time-consuming governance tasks. Purview automates many processes, saving you time and headaches.

5. Cost savings and operational efficiency: By centralizing data governance, you'll reduce redundancies and improve overall efficiency. Who doesn't love saving money?

Microsoft Purview vs. Competitors

In the world of data governance, Microsoft Purview isn't the only player. However, it stands out for several reasons:

1. Seamless integration with Microsoft ecosystem: If you're already using Microsoft 365 or Azure, Purview fits right in like the missing piece of a puzzle.

2. Comprehensive coverage: From data discovery to protection and compliance, Purview offers end-to-end solutions that many competitors can't match.

3. AI-powered insights: Microsoft's advanced AI capabilities give Purview an edge in understanding and classifying data.

4. Scalability: Whether you're a small startup or a global corporation, Purview can scale to meet your needs.

Microsoft Purview Message Encryption

Microsoft Purview Message Encryption is a robust email security solution designed to protect sensitive information shared via email. It is built on Azure Rights Management (Azure RMS), which is part of Azure Information Protection. This service allows organizations to send and receive encrypted emails securely, both internally and externally, enhancing data security and compliance.

Key Features of Microsoft Purview Message Encryption

1. Encryption Options:
   Users can encrypt messages using various options such as rights management templates, "Do Not Forward," and "Encrypt Only." This flexibility allows organizations to tailor their email security policies according to their specific needs.

2. Seamless User Experience:
   The new capabilities provide a unified experience for senders and recipients, whether they are within the same organization or using different email services. Recipients using Microsoft 365 accounts can view encrypted messages directly in Outlook without additional steps, improving usability.

3. Mail Flow Rules:
   Administrators can create mail flow rules to automate the encryption process based on specific conditions, such as keywords in the subject line or recipient types. This automation helps ensure that sensitive information is consistently protected.

4. Advanced Features:
   Microsoft Purview also includes advanced message encryption capabilities, allowing admins to revoke access to sent emails, set expiration dates, and create multiple branding templates for a customized recipient experience.

5. Integration with Azure Information Protection:
   The service leverages Azure RMS for its encryption and rights management capabilities, ensuring that emails are protected both in transit and at rest.

Differences from Previous Solutions

Microsoft Purview Message Encryption replaces the legacy Office 365 Message Encryption (OME), which was deprecated on July 1, 2023. The new service offers several enhancements:

• Unified Experience:
  Unlike OME, which required different handling for internal and external recipients, Purview provides a consistent experience across all email clients.

• Broader Compatibility:
  It supports a wider range of email clients and services, allowing seamless communication with users on platforms like Gmail and Yahoo.

• Enhanced Control:
  Administrators can implement more granular controls over email encryption, including the ability to revoke access to sent messages.

Requirements for Use

To utilize Microsoft Purview Message Encryption, organizations must meet certain prerequisites:

• Licensing:
  It is available as part of Microsoft 365 Enterprise E3 and E5, Office 365 A1, A3, A5, and other specific plans. Each user must have the appropriate license.

• Azure Rights Management:
  Organizations must activate Azure RMS, as the encryption capabilities depend on this service. If previously using Active Directory Rights Management Service (AD RMS), a migration to Azure Information Protection is necessary.

Microsoft Purview Compliance Portal

The Microsoft Purview Compliance Portal is a centralized platform designed to help organizations manage their compliance needs effectively. It integrates various compliance solutions and tools, enabling businesses to navigate the complexities of data governance, protection, and regulatory compliance.

Key Features of the Microsoft Purview Compliance Portal

1. Centralized Access:
   The compliance portal serves as a single hub for accessing compliance-related tools and data across Microsoft 365 services. This centralization simplifies the management of compliance tasks and allows organizations to maintain oversight of their compliance posture.

2. Compliance Manager:
   A significant feature within the compliance portal, the Compliance Manager helps organizations assess their compliance status against various regulatory standards, such as GDPR and ISO 27001. It provides a risk-based compliance score, workflow capabilities, and built-in control mapping to facilitate compliance management.

3. Solution Catalog:
   The portal includes a catalog of integrated compliance solutions that address specific compliance scenarios. These solutions encompass data loss prevention, insider risk management, eDiscovery, and more, allowing organizations to tailor their compliance strategies.

4. Active Alerts:
   The compliance portal features a dashboard that summarizes active alerts related to compliance issues. This functionality enables administrators to monitor potential risks and take prompt action to mitigate them.

5. Data Governance and Protection:
   The compliance portal provides tools for data classification, retention policies, and information governance, helping organizations protect sensitive information and comply with legal requirements.

6. Insider Risk Management:
   Organizations can utilize insider risk management tools to identify and mitigate risks associated with user actions, whether inadvertent or malicious. This includes monitoring for potential insider threats and implementing controls to manage them.

7. eDiscovery and Auditing:
   The portal includes eDiscovery capabilities that allow organizations to search and discover relevant data for legal and audit purposes. This feature is essential for organizations needing to comply with regulatory investigations or litigation.

8. Customizable Navigation:
   Users can customize the navigation pane to include specific compliance tools and features relevant to their organization, enhancing the user experience and efficiency.

Accessing the Compliance Portal

To access the Microsoft Purview Compliance Portal, users must go to compliance.microsoft.com and sign in with their Microsoft 365 account. Access to specific features may depend on the user's permissions and the organization's subscription plan.

Purview Compliance Portal Summary

The Microsoft Purview Compliance Portal is a powerful tool for organizations looking to streamline their compliance efforts and manage risks effectively. By providing a centralized platform for compliance management, it enables organizations to stay informed about their compliance status and proactively address any challenges that arise.

Getting Started with Microsoft Purview

1. Assess your current environment: Take stock of your data sources and compliance requirements.

2. Plan your implementation: Decide which Purview features you need and how they'll fit into your existing processes.

3. Set up your Purview account: Follow Microsoft's documentation to set up your account and connect your data sources.

4. Configure policies and labels: Define sensitivity labels and data policies that align with your organization's needs.

5. Train your team: Ensure your staff understands how to use Purview and follow data governance best practices.

Challenges and Limitations of Microsoft Purview

1. Learning curve: The comprehensive nature of Purview means it can take time to fully understand and utilize all its features.

2. Integration complexity: For organisations with complex, heterogeneous IT environments, integration can be challenging.

3. Cost considerations: While Purview can lead to cost savings, the initial investment can be significant for smaller organisations.

Future of Microsoft Purview and Data Governance

Microsoft continues to enhance Purview with new features and capabilities. We're seeing trends towards more AI-driven insights, enhanced automation, and even better integration across different data sources.

The future of data governance is about more than just compliance – it's about turning data into a strategic asset while maintaining ethical standards and customer trust. Microsoft Purview is at the forefront of this evolution, helping organisations navigate the increasingly complex world of data.

Conclusion

Microsoft Purview is more than just a tool – it's a pretty comprehensive solution that's reshaping how organisations approach data governance and compliance. In 2024, with data privacy regulations tightening and cyber threats evolving, having a robust system like Purview is becoming more and more important for all businesses.

Whether you're a small business or a large enterprise, Microsoft Purview offers the visibility, control, and peace of mind you need to navigate the complex world of data management.

Your data is one of your most valuable assets. Protect it.