Your company has a Microsoft 365 tenant.
The company performs annual employee assessments. The assessment results are recorded in a document named AssessmentTemplate.docx that is created by using a Microsoft Word template. Copies of the employee assessments are sent to employees and their managers.
The assessment copies are stored in mailboxes, Microsoft SharePoint Online sites, and OneDrive folders. A copy of each assessment is also stored in a SharePoint Online folder named Assessments.
You need to create a data loss prevention (DLP) policy that prevents the employee assessments from being emailed to external users. You will use a document fingerprint to identify the assessment documents. The solution must minimize effort.
What should you include in the solution?
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Since all employee assessments follow a specific template (AssessmentTemplate.docx), the best way to identify these documents for Data Loss Prevention (DLP) is to create a document fingerprint of that template.
Document fingerprinting allows Microsoft 365 DLP policies to recognize documents based on their structure and format, even when content inside varies (such as different employee names and results). By creating a fingerprint of AssessmentTemplate.docx, any copy derived from that template will be automatically detected by the DLP policy and blocked from being emailed externally.
Steps to implement:
Create a document fingerprint of AssessmentTemplate.docx using PowerShell and the Microsoft Purview compliance portal.
Apply a DLP policy to prevent external sharing of documents matching this fingerprint.
Test the policy by attempting to email an assessment externally.
