Metalogix ControlPoint 8.5 - User Guide

Managing Compliance Search Terms

Sensitive Content Manager includes a number of out-of-the-box BuiltIn Search Terms for use in creating Profiles.  These include terms related to:

·Personal Identification Information (PII)

·Payment Card Information (PCI)

·Protected Health Information (PHI)

·General Data Protection Regulation (GDPR) compliance.

NOTE: Note that Quest continually adds Standard (BuiltIn) Search Terms, which cannot be edited or deleted.

Members of the Compliance Administrators can also create and maintain custom Search Terms to meet the organization's unique compliance needs.

To launch the Compliance Search Terms Manager page:

From the Manage panel, choose Compliance > Search Terms Maintenance.

NOTE:  You can also access this page from the Compliance Profile Manager page by clicking [Create Custom Search Term].

To create custom Search Terms:

1Click [Create].

2Enter a Search Term Title and Search Term Description.

4.Enter a valid regex expression.  

NOTE:  Do not enter any leading or ending slashes (/)

5.To test the validity of the expression:

a)enter representative text in the Sample Text Goes Here: field.

b)Click the [Test Expression] at the bottom of the dialog.

A pop-up will display informing you that either:

§a match can be found for the text using the given regex

OR

§a match cannot be found for the text using the given regex.

To edit a custom Search Term:

1In the Compliance Search Terms Manager page, select the term that you want to edit, then click [Edit].

2Update fields as needed, then click [Update].

NOTE: Any Search Term for which the regex is not visible is a BuiltIn Term provided by Quest that cannot be edited.

Submitting Content to Sensitive Content Manager

Members of the ControlPoint Compliance Administrators group can use the ControlPoint Analyze Content action to submit content to the Metalogix Sensitive Content Manager where it will be scanned for potentially sensitive content. ControlPoint submits the following types of content for scanning:

·files within Document Libraries with the following extensions:

·items within most types of lists (with or without attachments that have any of the file extensions listed above).

NOTE:  If a ControlPoint Policy has been created to "Scan item for sensitive data..." content will automatically be submitted when the policy is triggered.

To submit content to Metalogix Sensitive Content Manager for analysis:

IMPORTANT: If you have upgraded to Metalogix Sensitive Content Manager 2.0 or later from an earlier version, pending content submissions that use the older Profiles may need to be re-created.

1Select the object(s) containing the items that you want to submit for analysis.

2Choose Compliance > Analyze Content.

REMINDER:  Sensitive Content Manager must be installed and in your environment and you must be a member of the ControlPoint Compliance Administrators group to use this functionality.

3Enter a name and description for the scan.

4If different from the default (PII - Personal Identification Information), select a Profile for this scan from the drop-down.

See also Managing SCM Profiles.

5If you want to Resubmit files that have not changed since they were previously scanned, check this box.

NOTE:  If you leave this box unchecked, previously-scanned files that have not changed will be excluded.  You cannot resubmit scan if it is uploading, an action is taken or if profile no longer exists.

6Include one or more list types from the list box.  (If you also want to Include attachments, check this box.)

7Now you can:

§run the operation immediately (by clicking [Analyze])

OR

§schedule the operation to run at a later time or on a recurring schedule

OR

§save the operation as XML Instructions that can be run at a later time.

A ControlPoint Task Audit is generated for the submission.  You can monitor the progress of the submission via the Sensitive Content Manager Submission Maintenance page.

Compliance Action Severity Levels

When content is analyzed by the Metalogix Sensitive Content Manager, it is evaluated against the following three severity levels, as defined in the Sensitive Content Manager Profile used for the content analysis.

·Severe

·Moderate

·Mild

Compliance Administrators specify the appropriate action to take for each severity level via the ControlPoint Compliance Actions page.

How Embedded files are Handled After a Compliance Scan

Embedded files include:

·files within containers such as zip and rar files.

·files within documents in document libraries or within attachments to list items such as Tasks, Calendars, and Announcements.

After a SharePoint document or list item is scanned for compliance, Sensitive Content Manager will scan embedded files within the item or document.

How Classifications are applied

If a list item or document contains embedded files, the highest severity level found will be applied to the parent.

For example, if a list item includes a zip file containing both Passed and Severe files, the zip file will be classified as Severe and the parent item will also be classified as Severe, even if the item itself did not contain severe content.

Embedded files within embedded files

Sensitive Content Manager will scan and classify embedded files within embedded files (for example, files within a zip file that is attached to an email) However, while the [FINISH]

Actions that can be taken

The following limitations apply to the actions that can be taken:

Remove from SharePoint:  

·If you remove a list item from SharePoint, all embedded files and their contents will also be removed.

·You can remove embedded files without also removing the parent item.

Quarantine/Remove from Quarantine

·If you quarantine a list item, all embedded files must also be quarantined.

·You cannot remove embedded files from quarantine without removing the list item.