Questions
- What is Data Loss Prevention (DLP) and why is Bowdoin using it?
- What sensitive data does DLP detect and protect?
- What applications or services does DLP work in?
- What happens if I try to share restricted data to people outside of Bowdoin?
- How do I share documents safely or get help if what I'm sharing is blocked?
Environment
- Bowdoin students, faculty, and staff using services in Microsoft 365:
- Outlook (email)
- OneDrive
- SharePoint
- Microsoft Teams
- Microsoft 365 Copilot.
- Data Loss Prevention services run automatically to prevent accidental sharing of sensitive, personal data outside Bowdoin.
- No setup needed—just sign in with your Bowdoin account.
Answers
What Data Loss Prevention (DLP) does
- DLP detects and protects sensitive data (SSNs, U.S./U.K. passports, U.S. driver’s licenses, bank and credit card numbers, ITINs).
- When attempting to share or use content externally, DLP may show a warning, encrypt email, block external access, or limit Copilot processing.
What you’ll see
- Email (Exchange Online): If an email message or attachment being sent to an external recipient appears to contain restricted data, you may see a policy tip explaining the issue. Depending on the volume of sensitive data, the system may encrypt the email or block it. In some cases, you may be allowed to provide a business justification to proceed (override) when appropriate and approved by policy.
- OneDrive and SharePoint: If a file shared with people outside Bowdoin contains restricted data, external access may be automatically blocked. You’ll receive a notification with guidance. You can still collaborate internally or remove the sensitive data before re-sharing externally.
- Teams chats and channels: Messages or files shared with external participants that contain restricted data may be blocked from external access, and you will see a policy tip.
- Microsoft 365 Copilot and Copilot Chat: If content labeled “Restricted” is involved, Copilot may limit or block processing to protect that data. You may receive a notice explaining that certain content cannot be used.
Share content safely
- Remove sensitive data before sharing externally when possible.
- Use “Specific people” links, not anonymous links.
- Store sensitive files in internal-only locations; use sensitivity labels if available.
- Read policy tips—they explain what was found and safer options.
What to do if you’re warned or blocked
- Email: Edit or remove sensitive data; or, if allowed, provide a business justification to override.
- OneDrive/SharePoint/Teams: Redact the file, then re-share; or share internally only.
- Copilot: Rephrase to avoid sensitive content or use non-restricted files.
What to do if you need to share but are prevented from doing so
- Redact fields (e.g., show only last four digits when appropriate).
- Check with your supervisor for approved secure methods.
- Overrides (if offered) require a clear business reason and are audited.
Additional Help
If you need further assistance, please contact the Bowdoin College Service Desk
- Contact the IT Service Desk. Include the file name, location (OneDrive/SharePoint/Teams/Email), intended external recipient, and what you were trying to do. Do not include the sensitive data itself.