Using Sensitive Data Manager

What is Sensitive Data Manager?

Spirion's Sensitive Data Manager (also known as Identity Finder) discovers and enables the user to remove unnecessary sensitive data like Social Security Numbers and Credit Card information in order to prevent data leaks and minimize compliance risk for Elon University. Sensitive Data Manager searches through a multitude of files on your computer to identify sensitive data.

How is Sensitive Data Manager used?

Sensitive Data Manager can be utilized by faculty and staff of Elon University to detect and remove sensitive information on University-owned computers. Searches may be performed at the request of the Information Security Director with appropriate approvals or by users themselves. Where possible, users will be notified when a search using Sensitive Data Manager is being performed. Campus Technology Support will not take any action on files found on a user's computer unless directed by the Information Security Director.

What does the scan do? What does it look for?

Sensitive Data Manager scans can last anywhere from a few hours to a few days depending on the types and quantity of data being searched. Sensitive Data Manager scans local drives, removable drives, email accounts, the registry and browser content. The types of files scanned include, but are not limited to: Office documents and spreadsheets, Acrobat PDFs, text files, scanned images, archives, and zip files. By default, Elon University has configured Sensitive Data Manager to look only for Credit Card Numbers and Social Security Numbers.

Interested in more information? Visit Spirion's documentation for Sensitive Data Manager.

Using Sensitive Data Manager

1.) Enter a password for your profile (1), confrm the password (2), and then click 'OK'

This image draws attention to where you should enter a password (labeled 1) and re-enter the password to confirm (labeled 2).

2.) Click 'OK'

This confirms the profile password has been set.

If you need help remembering your password, store it in LastPass.

3.) Click 'OK'

This image gives you a warning about the Guest Profile.

4.) To start a search, click the 'Start' button

This image shows what the start button looks like.

To customize the search, click the arrow beneath the Start button and select 'Start Search Wizard.'

5.) A search will run - by default, Sensitive Data Manager will search for Social Security and Credit Card Numbers

This image is an example of a search in process.

6.) When the search is complete, click Advanced

This image is the search summary results.

7.) When the search is complete, it will show types of information found on your computer

This image is what was found in a sample search.

8.) If information is found, you will have 3 options: shred, scrub, or ignore

  1. Shred - Completely (and securely) erase the file from its location. Sensitive Data Manager erases data to military standards.
  2. Scrub - Keep the data where it is and replace it with other characters (e.g., all zeroes, all hashtags).
  3. Ignore - In the case of a false positive, ignore the information so it does not appear in future searches (e.g., Sensitive Data Manager says its a Social Security Number, but really it was a phone number with a missing digit).

Due to the possibility of false positives, it is encouraged that you review each flagged file to examine the information to ensure that it is sensitive. Then you should either shred the document or scrub it to remove the information.

Ignoring files

This image shows the options associated with the Ignore action (this item location, this match, or to manage your ignore list).

If ignoring a file, right-click and select 'Ignore' and then 'This Match.' Select the appropriate reason from this dropdown and then click 'OK.'

This image shows that you are asked to select a reason for ignoring a match.

9.) Once you have shredded, scrubbed, or ignored the appropriate documents, you may run the scan again to ensure that all information was addressed appropriately

Details

Article ID: 77087
Created
Tue 4/30/19 11:13 AM
Modified
Wed 7/1/20 3:29 PM
Internal or External
External