Implement document fingerprinting

Document fingerprinting is a critical topic for any Microsoft Information Protection (MIP) administrator, including those studying for the SC-400 exam. It’s a method used to track, protect, and manage the circulation of sensitive information.

Document fingerprinting employs the logic of digital fingerprinting. It involves applying a distinct pattern or ‘fingerprint’ to a document, then configuring your environment to detect that pattern in other documents. Microsoft 365 employs this technique to detect sensitive information across multiple platforms.

Imagine a proprietary form unique to your organization, perhaps one that contains sensitive information. With document fingerprinting, you can create a ‘fingerprint’ of that form and add rules that apply whenever the system identifies that fingerprint.

This guide will walk you through the implementation process in detail.

Creating a Document Fingerprint

To use document fingerprinting, you first create a fingerprint of a form, then create a Data Loss Prevention (DLP) policy rule to identify the fingerprint. Here are the steps:

• Step 1: In the Microsoft 365 Compliance center, go to Data classification > Sensitive info types > + Create info type.
• Step 2: In the Name and description page, enter a unique name and a description (optional) for the fingerprint.
• Step 3: On the Pattern page, select + Add element, then select >Fingerprint from the Detect content containing list.
• Step 4: Click on Upload file then select the file to use for document fingerprinting.
• Step 5: On the Review your settings page, you can view your changes and click Finish to complete the process

Creating a DLP Rule for the Fingerprint

Once you have a document fingerprint, you can use it in a Data Loss Prevention (DLP) policy rule to detect the fingerprinted form in content across your organization. Following steps will demonstrate how to create a DLP rule:

• Step 1: In Microsoft 365 Compliance center, navigate to Policies > Data loss prevention > Policy > Create a policy.
• Step 2: Choose the information to protect; in this case, you will select the fingerprint you created.
• Step 3: Decide where you want the rule to apply. For example, you might want to scan all content in Exchange email, Teams chat and channel messages, OneDrive accounts, and SharePoint sites.
• Step 4: Customize the advanced settings for the rule, such as conditions, exceptions, and actions.
• Step 5: Assign a name to your rule and review your settings before clicking on Finish to create the rule.

Moving forward, Microsoft 365 will use this rule to detect the fingerprint in content across your organization. It’s worth mentioning that document fingerprinting isn’t a silver bullet; it might have some false positives or negatives. However, by refining the design of your original document and combining this technique with other sensitive information types and detection methods, you can enhance its accuracy.

Document fingerprinting is a powerful tool in your arsenal as a Microsoft Information Protection administrator, and it’s well worth understanding for the SC-400 exam. This feature allows you to safeguard business-critical documents and control how they circulate within and outside your organization. Keep in mind that continued testing and refining are crucial to ensuring you’re gaining the maximum benefit from this feature. Deploy document fingerprinting judiciously and you can significantly fortify your organization’s protection against data loss and unauthorized access.

Practice Test

True or False: Document fingerprinting is a technique that allows an organization to identify and control the distribution of sensitive information.

• True
• False

Answer: True

Explanation: Document fingerprinting is indeed a technique used to identify sensitive information and control its distribution.

Which technology is used to implement document fingerprinting in Microsoft 365?

• a) SharePoint Online
• b) Exchange Online
• c) Microsoft Defender for Identity
• d) Azure Information Protection

Answer: b) Exchange Online

Explanation: Microsoft uses Exchange Online to implement the document fingerprinting process. This helps to find the sensitive data to prevent it from being leaked or mishandled.

True or False: Document fingerprinting in Microsoft 365 can only scan word documents.

• True
• False

Answer: False

Explanation: Document fingerprinting in Microsoft 365 can scan various types of documents. It is not limited to just Word documents.

Which of the following are pre-requisites for implementing document fingerprinting in Exchange Online? (Multiple Select)

• a) A dedicated security team
• b) Microsoft 365 compliance center
• c) Sensitive information types
• d) Transport rule

Answer: b) Microsoft 365 compliance center, c) Sensitive information types, d) Transport rule

Explanation: To implement document fingerprinting in Exchange Online, you need the Microsoft 365 compliance center to create and manage sensitive information types and a transport rule.

True or False: Document fingerprinting can prevent internal data leakage.

• True
• False

Answer: True

Explanation: Document fingerprinting works by identifying the fingerprint of a document. This allows it to detect and prevent both external and internal data leakage.

Which of the following types of fingerprints can be assigned to a document using Exchange Online?

• a) Digital fingerprints
• b) Binary fingerprints
• c) Form-based fingerprints
• d) Behavioral fingerprints

Answer: c) Form-based fingerprints

Explanation: Using Exchange Online, documents can be assigned form-based fingerprints. These fingerprints allow the system to find variations of the form across content.

True or false: Document fingerprinting can be used to detect sensitive information in unstructured data.

• True
• False

Answer: True

Explanation: Document fingerprinting can indeed be used to detect sensitive information in unstructured data. This is because it uses pattern recognition to detect specific types of data.

How many document fingerprints can a Microsoft 365 organization have at a time?

• a) 10
• b) 100
• c) 500
• d) Unlimited

Answer: c) 500

Explanation: Microsoft currently allows a maximum of 500 document fingerprints per Microsoft 365 organization.

Which type of rules are applied to the documents once the fingerprints are created?

• a) Transport rules
• b) Data loss prevention rules
• c) Compliance rules
• d) Security rules

Answer: a) Transport rules

Explanation: Transport rules are applied to the documents once the fingerprints are created. These rules define what actions should be taken when a document with a specific fingerprint is detected.

True or False: Document fingerprinting cannot be used with Microsoft Teams.

• True
• False

Answer: False

Explanation: Document fingerprinting can be used with all Microsoft 365 content locations, including Microsoft Teams.

Interview Questions

What is document fingerprinting in the context of data loss prevention (DLP)?

Document fingerprinting is a feature offered in data loss prevention (DLP). It detects the unauthorized sharing of sensitive information as mapped out in predefined templates. The system identifies this sensitive information through fingerprinting that matches document patterns unique to the specified template.

How does document fingerprinting contribute to Microsoft Information Protection (MIP)?

It allows MIP to identify and protect sensitive information based on templates, even if the data is transferred into a different document. This allows effective prevention against data leakage, supporting more robust data security and compliance.

How does the document fingerprinting process work?

Document fingerprinting involves selecting a standard or sample document, which the system uses to create a ‘fingerprint’. The system then uses this fingerprint to compare and detect similar content in other documents, thus identifying sensitive information or potential data breaches.

What is the primary use case for document fingerprinting?

The primary use case for document fingerprinting is to prevent potential data loss. It’s widely used to identify sensitive data that matches a pre-defined template or pattern, thereby preventing unauthorized dissemination of critical business intelligence, customer data, contracts, or other organizational information.

Can document fingerprinting protect data if it’s cut or copied into another document?

Yes, document fingerprinting can help protect data even when it’s cut or copied into different documents. It helps maintain data security by identifying the similar content based on the fingerprint template.

What type of content is suitable for document fingerprinting?

Document fingerprinting is suitable for structured or semi-structured documents like forms, applications, and standardized contracts, where the format and sections are fixed or consistent.

How do you create a document fingerprint in the Security & Compliance Center PowerShell?

You can create a document fingerprint by first running the New-DlpFingerprintTemplate command, then adding the generated fingerprint to a sensitivity information rule using the Set-DlpSensitiveInformationTypeRule command.

Is it possible to create multiple document fingerprints within a single DLP policy in Microsoft Information Protection?

Yes, one can create multiple document fingerprints within a single DLP policy. This feature allows for the recognition of different types of sensitive information within the organization.

What are the limitations of document fingerprinting?

Document fingerprinting may not be efficient with unstructured documents as it’s designed to identify structured or semi-structured documents. Also, it does not support protection from graphical content leaking since it only deals with text information.

What happens when a document fingerprint is deleted?

When a document fingerprint is deleted, any DLP policy that uses the fingerprint will no longer detect content matching the fingerprint. Therefore, ignoring those de-identified documents while scanning for sensitive content.

Can you remove a document fingerprint from a DLP policy in Microsoft Information Protection?

Yes, you can remove a document fingerprint from a DLP policy. You must manually disassociate the fingerprint from your DLP policy before you remove it using the necessary commands in Security & Compliance Center PowerShell.

What format should the source file use while creating a document fingerprint?

The source file used to create a document fingerprint must be in the DOCX format.

Could you use a DLP policy with document fingerprinting for external protection?

Yes, DLP policies using document fingerprinting are not limited to internal protection. They can also monitor and protect data shared externally, enabling broader data protection coverage.

How can the effectiveness of a DLP policy with document fingerprinting be improved?

The effectiveness of a DLP policy with document fingerprinting can be enhanced by tailoring the fingerprinted documents to match the exact pattern of the sensitive information and constantly updating them as the form of sensitive data changes.

What is the difference between sensitive information types and document fingerprinting in the context of DLP?

Sensitive information types are predefined or customizable definitions for identifying specific types of sensitive data across your organization, such as Social Security numbers or bank account numbers. Document fingerprinting, on the other hand, is used for identifying a broader scope of structured or semi-structured data based on a template document.