MC1003342 – Microsoft Purview | Endpoint Data Loss Prevention: Labeling improvement for non-Office files and PDF files

Product:

Purview Communication Compliance, Purview Data Loss Prevention, Purview Information Protection, Windows

Platform:

Online, Web, World tenant

Status:

Rolling out

Change type:

New feature, User impact, Admin impact

Links:

476494

Details:

Before this rollout, users can apply a sensitivity label to a non-Office file or a PDF file in Microsoft Windows to apply protection that encapsulates the file into a .pfile file type that can verify user authorization and rights on the file. A user who needs to modify and collaborate with others on a .pfile can use Microsoft Purview Information protection (MPIP) to remove the label and protection on the .pfile, make changes, and then reapply the label and protection to the updated file.
After this rollout, Microsoft Purview Endpoint Data Loss Prevention (EDLP) will be able to simplify and protect the collaboration experience in managed Windows devices in conjunction with the MPIP client. Non-Office files and PDF files stored on managed devices will be labeled while retaining their original file types to allow a user to modify and update the file on their device. When a user copies and uploads a labeled file to a destination external to their Windows device, EDLP will help enforce the rights protection by converting the file to a .pfile for secure sharing to other users. If the other users are also protected with EDLP, they can use MPIP to remove the label on the shared files before collaborating.
This message is associated with Microsoft 365 Roadmap ID 476494.
[When this will happen:]
Public Preview: We will begin rolling out mid-March 2025 and expect to complete by mid-April 2025.
General Availability (Worldwide): We will begin rolling out mid-May 2025 and expect to complete by mid-June 2025.

Change Category:
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Scope:
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Release Phase:
General Availability, Preview

Created:
2025-02-12

updated:
2025-02-12

Public Preview Start Date

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Task Type

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Docu to Check

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MS How does it affect me

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MS Preperations

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summary for non-techies**

Microsoft Purview now allows sensitive documents to retain their original format while applying security measures directly, streamlining collaboration without altering the file format, and administrators can enable this feature through the Purview portal.

Direct effects for Operations**

File Access and Collaboration
Users may experience confusion or disruption in their workflow when transferring RMS-labeled files, as the files will be converted to .pfile format without prior notice, potentially leading to delays in collaboration.
   - roles: End Users, IT Support
   - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=476494

User Training and Documentation
Lack of preparation may result in users being unaware of the new labeling process, leading to improper handling of sensitive files and potential data breaches.
   - roles: End Users, Compliance Officers
   - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=476494

Data Loss Prevention Configuration
If the feature is enabled without proper configuration review, it may conflict with existing DLP policies, causing unintended data exposure or compliance issues.
   - roles: IT Administrators, Compliance Officers
   - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=476494

Configutation Options**

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Opportunities**

Enhanced User Collaboration
With the ability to label non-Office files and PDFs while retaining their original formats, users can collaborate more effectively without the friction of converting files to a .pfile for editing. This streamlines workflows and improves user experience.
   - next-steps: Communicate the new capabilities to users and provide training sessions to demonstrate the improved collaboration features. Gather feedback to further refine user experience.
   - roles: Project Managers, Team Leaders, Content Creators
   - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=476494

Reduced Administrative Overhead
The automatic labeling of non-Office files and PDFs minimizes the need for manual intervention by IT admins, reducing the administrative burden and allowing them to focus on more strategic tasks.
   - next-steps: Review current IT administrative processes to identify areas where this automation can be leveraged. Consider creating a report on time savings and efficiency improvements post-rollout.
   - roles: IT Administrators, Compliance Officers
   - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=476494

Improved Compliance and Security
By ensuring that sensitive information in non-Office files and PDFs is properly labeled and protected, organizations can enhance their compliance posture and reduce the risk of data breaches.
   - next-steps: Conduct a risk assessment to identify sensitive data types within non-Office files and PDFs. Develop policies and training to ensure compliance with the new labeling system.
   - roles: Compliance Officers, Data Protection Officers, Risk Managers
   - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=476494

Potentional Risks**

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Data Protection**

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IT Security**

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Hypothetical Work Council Statement**

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DPIA Draft**

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explanation for non-techies**

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