In today’s digital landscape, organizations face a complex array of risks—not just from external threats, but from within. Insider Risk Management (IRM) has emerged as a vital discipline for safeguarding sensitive information, intellectual property, and business continuity. But how should organizations approach IRM to balance security, privacy, and trust? Here are practical recommendations for building a robust, privacy-conscious IRM program.
1. Understand the scope of insider risks
Insider risks can arise from both intentional and accidental actions. Employees may inadvertently mishandle confidential data, or, in rare cases, act with malicious intent. Effective IRM starts with recognizing the full spectrum of insider threats: from data leaks and unauthorized sharing to abnormal behavior patterns, especially among individuals preparing to leave the organization. The goal is not to surveil employees, but to identify risk signals that warrant attention.
2. Build policies around real-world scenarios
A successful IRM program is anchored in clear, scenario-based policies. Consider these common risk scenarios:
- Sensitive file handling: Monitor activities involving confidential documents—such as external sharing, downloads, label changes, and transfers to removable media. Use thresholds to distinguish between normal and suspicious behavior, minimizing false positives.
- High-risk file types: Some file formats (e.g., design files) may not support labeling but still carry significant value. Track usage of these files with dedicated policies.
- Employee departures: Employees, consultants, and contractors leaving the company pose heightened risks. Watch for unusual data access, downloads, or sharing in the period leading up to their departure.
3. Prioritizen privacy by design
Privacy is a cornerstone of modern IRM. Systems should pseudonymize user identities by default, only revealing them when escalation is justified. Investigations must remain proportionate to the assessed risk, with personal details documented only when strictly necessary. This approach fosters trust and ensures compliance with privacy regulations.
4. Define clear roles and responsibilities
IRM is a team effort, requiring clear separation of duties:
- First-line analysts: Responsible for triaging alerts, prioritizing those with the highest risk scores, and dismissing benign cases. They use tools to review activities, risk factors, and user behavior.
- Advanced investigators: Handle escalated cases, performing deep analysis across multiple alerts and activity patterns. They document findings and decide case outcomes, but do not interact directly with business units.
- Security engineers: Maintain and tune IRM policies, adjusting thresholds and risk indicators based on feedback.
- Auditors: Oversee IRM usage, ensuring compliance and proportionality. They review audit logs and monitor the use of sensitive features like de-pseudonymization.
5. Use structured workflows for alert triage and case management
Effective IRM relies on disciplined workflows:
- Alert triage: Prioritize alerts based on risk, investigate using contextual tools, and decide whether to dismiss or escalate. Document all decisions for transparency.
- Case management: For escalated cases, aggregate all related alerts and activities. Analyze patterns, assess data sensitivity, and determine whether the behavior is legitimate or requires further action. Use case notes to record findings and rationale.
6. Escalate responsibly
Not every risk warrants escalation. Cases should be escalated only when there is evidence of policy violation, credible risk to sensitive data, concerning behavior in leaver scenarios, or signs of deliberate obfuscation. Escalation transfers responsibility to specialized teams for business validation or investigation, ensuring a controlled and auditable process.
7. Foster awareness and continuous improvement
Sometimes, risky behavior stems from misunderstanding rather than malice. Use awareness of actions—such as notice templates—to educate users about acceptable practices. This builds trust, reduces risk, and creates an audit trail for recurring incidents.
8. Audit and review regularly
Regular audits are essential to ensure IRM is used appropriately. Review access logs, policy changes, and the use of sensitive features. Auditors should verify that investigations remain proportionate, and privacy is respected at every stage.
Conclusion
Insider Risk Management is not just a technical solution—it’s a governance framework that blends security, privacy, and organizational culture. By focusing on scenario-based policies, privacy by design, clear roles, and structured workflows, organizations can protect their information assets while maintaining trust and transparency. The journey to effective IRM is ongoing, requiring vigilance, adaptability, and a commitment to continuous improvement.
Infotechtion’s approach to Insider Risk Management in Microsoft Purview
Infotechtion specializes in designing, implementing, and operating Insider Risk Management in Microsoft Purview for real-world, complex environments. Our focus goes beyond technical configuration: we help organizations translate risk scenarios into effective IRM policies, establish clear operating models, and continuously tune signals to keep them relevant and trusted over time. By combining deep Purview expertise with practical experience from regulated and data-intensive industries, we support customers across the full IRM lifecycle—ensuring IRM not only detects risk but strengthens preventive controls and remains aligned with privacy expectations and organizational reality.
Does your organization need expert guidance to build a trusted, effective Insider Risk Management program—contact us at contact@infotechtion.com today to speak with an expert and take the next step in strengthening your Insider Risk Management strategy.
