Discover, Classify, and Protect your most Sensitive data
Find critical data in local and remote file shares such as Microsoft SharePoint, Office 365, AWS or Azure and create custom sensitive data rules to locate and classify intellectual property and other sensitive data specific to your business.
The Importance of Data Discovery and Classification
Ensuring SharePoint data compliance with privacy regulations, requires understanding of what sensitive and regulated data exists and where it resides. Further, the data discovery process must be performed regularly to guarantee accurate scope of data security and privacy compliance efforts. Our cp.Discover SharePoint and Office 365 compliance tool delivers results faster and easier than any other data discovery and compliance tools in the market. cp.Discover is purpose-built for data classification in unstructured data repositories that are typically ignored by tools that only search databases.
Manual approaches to SharePoint data classification are inaccurate and inefficient. Organizations need the ability to access accurate and scalable data classification tools which will enable them to integrate disparate silos of information and improve the management, security and compliance of data. Businesses have massive volumes of files stored in data centres and cloud storages like SharePoint, Office 365, Amazon AWS, Azure and others. Much of this stored information is sensitive but businesses don’t know where it is and they aren’t able to properly classify and secure it. This increases the probability of a data breach and/or compliance violation.
The amount of data companies handle is endless, so how can businesses protect all their data when there is so much of it and so much sprawl? A ComputerWorld article quantifies the issue: “..a medium–size business will transmit more than 50 TB of data in a 24–hour period. That means that over 5 G-bits must be analysed every second to detect cyberattacks, potential threats and malware attributed to malicious hackers!”
Understanding what sensitive data you have and where it resides is the foundation for properly managing security and compliance of sensitive and regulated files, and the file themselves. Organisations must be able to locate, categorise, and classify files so they can manage them over their entire useful lifecycle of information.
Data Classification and Why it is Necessary
Data classification itself can be defined as a set of tools that analyzes your data and sort it in various categories by a certain parameter, be it form, type, or some other characteristics. One of the main purposes of a data classification program is to separate said data per specific requirements of your business, your content, or your compliance needs.
A data classification system is essential for a lot of data protection tools and other 3rd Party solutions. DLP and data encryption solutions have to know what parts of your data are deemed as sensitive in order to apply protection mechanisms such as encryption or even blocking the data from leaving the perimeter.
Of course, there’s a variety of factors that you need to keep in mind when choosing a data classification program for a specific business. Here are some general recommendations that would make it easier for a company to choose the data classification software that is fit for purpose:
- Automatization. There’s a lot of cases when people attempt to implement a data classification process and find out that it’s an extremely tedious, time consuming and generally frustrating process if done manually. That’s why one of the first recommendations is to look for a solution that automates as much of it as possible, while also giving you the ability to overlook the entire process and the possible changes in it – hence, the centralized console.
- Data storage location. Your data classification solution of choice might not support your sensitive data’s primary location, be it a file server, SharePoint or cloud repositories. It’s important to figure out if your solution supports your future storage requirements.
- Data type. Somewhat similar to the previous point – there’s no guarantee that your future data classification process supports all of your most used file extensions, from .doc to .pdf, .cvs, and so on. Figuring that out beforehand is extremely important, for obvious reasons.
- Scalability limits. It’s not uncommon for an organization to process overwhelming amounts of data per day. With the size of all of the processed data growing exponentially each day. Your data classification software should be able to grow or shrink with your data to ensure a good return on investment.
- Future plans. Unfortunately, one-time data classification has its place but you have to continue the process on a regular basis, to keep all of your new and changed data up to date in regards to the classification efforts. In this case it is recommended to look for a more comprehensive data protection platform that offers data classification as one of its features and allows you to adapt this process to suit your organization’s business process and workflows.
How Does cp.Discover Work For SharePoint Data Compliance?
cp.Discover installs quickly and is pre-configured to find credit card numbers, patient information, and personally identifiable information (PII) used in several countries. Users can also create custom sensitive data types, a feature useful for locating intellectual property and other sensitive data types specific to your business. A single installation of cp.Discover is able to search and classify information in local and remote file shares, Microsoft SharePoint, and Office 365 without any additional software. cp.Discover uses keywords, regular expressions (patterns), and post-processing (for example, the Luhn Algorithm) to identify sensitive and regulated information.
Our data classification system can automatically tag and categorize unstructured data across data centres and clouds. Our SharePoint and Office 365 data classification solutions employs multiple techniques to accurately classify information without compromising system performance or user productivity.
- Metadata matching is used to categorize information based on attributes/properties like file type, location, and file owner
- Pattern matching is used to find recognizable data such as credit card numbers, medical record numbers, and personally identifiable information
- Machine learning (artificial intelligence) is used for information that can be pre-categorised
cp.Discover can analyse information on a schedule or be used in-line with existing business process/workflows via an API. It can also be used to automate governance requirements associated with archival and eDiscovery, and enable cloud migrations.