4. Hotspot Review and Decision | Sensitive Data Cleanup and Monitoring

4.1 Activity Summary

Activity Description	At this stage, data has been collected and you will be able to introduce users to the system and familiarize them with the user interface and concepts (user training). Once familiar with the system you can encourage your users to complete a review cycle of content they have responsibility for, identifying content that should be acted on to achieve the information management goals of the project. Content that requires action can be exported and passed to the next stage of the project for remediation.
Goals	Demonstrate product utility to stakeholders
Participants	Analyst, Business Unit data owners
Pre-requisites	Feature extraction performed on specified location Content location mapped to a business unit
Outputs	A manifest of responsive files or containers that require an action has been exported from ActiveNav Cloud OR A review of responsive files that requires an action has been conducted and the list of files has been exported from ActiveNav Cloud.

Activities

4.2 Identify Areas of Focus

ActiveNav cloud provides two primary views for visualizing sensitive data results and facilitating review and remediation decisions.

Compliance Home Page : https://support.activenav.com/compliance-view

The Compliance home page provides a data map of your Data Centers by grouping hosts by their geolocation. It presents a heatmap of the extent of sensitive data elements for each geographic location. This enables the user to understand where the highest concentrations of sensitive data exist across the organization.

Analyst Home Page: https://support.activenav.com/analyst-home-page

The Analyst home page provides users with the quickest access to the areas of concern, allowing them to streamline the data being viewed to one or more specific Business Units. Users can filter results by repository type, geographic location and date and perform actions on the Hotspot Lists to explore/review/export the data.

We recommend that users start by using the compliance view to get a broad understanding of the nature and location of sensitive data that has been discovered in each of the geographic locations. Once a location has been selected the details panel will reveal a matrix of sensitive data element scores. This can be pivoted between score values and actual counts of objects containing each sensitive data element. The element matrix can be exported as a CSV file and can support other related compliance activities such as ROPA statements and the creation of a data privacy impact assessment.

The data element matrix serves as a useful tool to understand where the focus of attention should be when determining the specific location of sensitive data.

In the example below, all the data locations are selected. The matrix on the right-hand side illustrates the presence of each data element but its score.

4.3 Identify Hotspots By Business Unit

Once the user has a general understanding of the presence and extent of sensitive data across all repositories a deeper investigation to determine the specific location is supported using the Analyst Home Page.

The recommended approach is to focus the attention on a specific business unit, identify the locations of sensitive data within that business unit and conduct a review of the findings using the approach described below:

The Analyst Home Page provides the ability to examine the data from an ownership (Business Unit) perspective which allows the investigation and focus to be at a meaningful level. The goal is to quickly identify the set of containers or files (Hotspots) that contain sensitive data with minimal user input. Users can display any number of Business Units at a time in the same view, including a view of all data and any orphaned content (Content that has not yet been allocated to a Business Unit). Each selected business unit is displayed as a vertical slice. Users can select which Business Units to display / hide from view.

For each business unit the user is presented with a series of metrics and a subset of the scoring model, together with the ability to filter by repository type or geographic location.

To determine the set of responsive files that contain sensitive information, select a Business Unit (or All Data / No Business Unit), select the “Privacy” node in the scoring model and select either a repository type or geographic location. Once selections are made the set of responsive containers appears on the right hand panel . This list can be toggled to reveal responsive files . A date filter can also be applied to the list to further narrow the scope of responsive files. E.g. files older than 7 years.

If viewing a list of responsive files, further information on the specific sensitive data elements found in each file can be viewed by selecting a file in the list and opening the details panel on the right. This will provide information on the specific features found in the file.

Now that a responsive set of content has been identified, users have two options:

1. Select and export the list of responsive containers or files for review and action.
2. Further explore the results and conduct an in tool deeper review.

4.4 Review Results

Through the use of the Analyst Home Page described above, the user is presented with a set of responsive containers or objects. Users can select individual files or containers and view additional information in the details panel to help determine if a container or file should be included in the review export. This is illustrated below, and includes a breakdown of the presence of scored features and properties at the container or object level.

 The exported list of responsive content provides the container or object path and name and additional metadata (Business unit, object type, object dates, repository type, geo location etc.) to provide context for the review for each item.

4.5 Explore Data

If more information or context is required in order to determine if a container or object is responsive, the Analyst Home Page enables a user to explore the items in the context of the information architecture.

For each container or object in the “Hotspot” list the user can click on the icon, which will navigate the user to a view of the location of the selected container or object within the information architecture.

From here users will be able to see how neighboring content is scored according to the presence of sensitive data. This allows users to gain an understanding of where the hotspots exist within their content.

The view allows users to navigate through the information architecture and apply filters to quickly visualize where all sensitive data exists.

For more information on how to drill down into the data please refer to the following KBA: https://support.activenav.com/drilling-down-into-your-data

4.6 Perform Review and Markup

Now that the user has a visual representation of where the sensitive data exists a review activity can be performed within the application. This allows users to assert one of the following review decisions:

• Agreeing with a Score – If the user agrees with a score and commits, the scoring algorithm remains the same, and the object(s) that are scored keep their score and will be added to the export file (if one is created).
• Disagreeing with a Score – If the user disagrees with a score and hence indicates that the content is not sensitive. Once committed, the scoring algorithm will update and no longer include that object and the scores will update to reflect the change in the algorithm. Objects that you disagree with will not be added to the exported file (if one is created).
• Ignoring a Score – An object can be ignored. When the user commits the review, the score will not change for an ignored object, and it will not be added to the exported file (if one is created). An example use case for this condition would be for a set of files where it is expected to find sensitive data in a particular location.

Users can select and add containers from the waterfall view described in 4.4 or from the Hotspot list described in 4.2. Once a set of containers has been added to a review session users can make their review determination at the object level from the review menu option.

Once the review is complete an export list of objects marked as positive can be created and handed-off for a remediation action.

The following KBA provides information on how to conduct a review in the application: https://support.activenav.com/reviewing-batches-overview

4.7 Export Results

Once a set of responsive containers or objects has been identified through the Hotspot list described in 4.3, exports can be generated. Export files provide the container or object path and name and additional metadata (Business unit, object type, object dates, repository type, geo location etc.) to provide context for the review for each item.

Next Step

Workflow Integration helps to include the activities that occur within ActiveNav Cloud with your organizations Information Governance activities.