Unlocking the Power of PII: Why Businesses Must Know the Location of Sensitive Data in Unstructured Storage

Introduction

In today's digital landscape, businesses are dealing with an enormous amount of data. Within this vast sea of information, there lies a subset that is particularly valuable and sensitive—personally identifiable information (PII). Protecting PII is crucial for maintaining customer trust, complying with privacy regulations, and preventing data breaches. However, due to the prevalence of unstructured storage, identifying and locating PII can be a challenging task for organizations. In this article, we will explore the power of PII and why businesses must have a comprehensive understanding of its location within unstructured storage.

Understanding Unstructured Storage

Unstructured storage refers to data repositories that do not adhere to a predefined data model or format. Unlike structured databases, which store data in well-defined tables, unstructured storage encompasses various file types such as documents, presentations, images, videos, and emails. This type of storage offers flexibility and scalability but presents challenges when it comes to managing and securing sensitive data like PII.

The Importance of Protecting Personally Identifiable Information (PII)

PII comprises any information that can be used to identify an individual, including names, addresses, social security numbers, email addresses, and more. Businesses collect and store PII for various purposes, such as processing transactions, delivering personalized services, and marketing efforts. However, the mishandling or unauthorized exposure of PII can have severe consequences, leading to financial loss, legal penalties, reputational damage, and loss of customer trust.

Challenges in Identifying and Locating PII

Due to the nature of unstructured storage, identifying and locating PII can be a complex task. Traditional data management systems are not equipped to handle the diverse file types and formats found in unstructured storage, making it difficult to effectively track and secure sensitive information. Additionally, the sheer volume of data and the constant creation and modification of files make it challenging to manually identify PII within unstructured storage.

Unlocking the Power of PII

To unlock the power of PII and ensure its protection, businesses need to adopt proactive strategies for identifying and locating sensitive data within unstructured storage. By doing so, they can mitigate risks, enhance compliance, and improve overall data security. Here are two effective approaches for achieving this:

Implementing Data Classification Systems

Data classification is a systematic approach to categorizing data based on its sensitivity and criticality. By implementing a data classification system, businesses can assign labels or tags to files within unstructured storage, indicating the level of sensitivity and PII content. This enables organizations to quickly identify and locate files containing PII, allowing for targeted security measures and enhanced data governance.

Utilizing Automated Data Discovery Tools

Automated data discovery tools leverage advanced algorithms and machine learning techniques to scan and analyze unstructured storage for sensitive data. These tools can detect patterns, identify PII, and provide insights into the location of such information. By automating the process, businesses can save time and resources while ensuring a more comprehensive and accurate identification of PII.

Benefits of Knowing the Location of Sensitive Data

Having a clear understanding of the location of sensitive data within unstructured storage offers several key benefits:

Enhanced Data Protection: By knowing where sensitive data resides, organizations can implement targeted security controls and encryption measures to safeguard PII from unauthorized access or leakage.
Efficient Compliance: Compliance with privacy regulations such as the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA) requires businesses to have a firm grasp on the location of PII. By knowing where this data is stored, organizations can efficiently respond to data subject requests, ensure data minimization, and demonstrate regulatory compliance.
Streamlined Incident Response: In the event of a data breach or security incident, knowing the location of sensitive data enables organizations to respond swiftly, contain the breach, and notify affected individuals, minimizing the impact on both the business and its customers.
Improved Data Governance: Understanding the location of sensitive data supports effective data governance practices, facilitating data lifecycle management, data retention policies, and data deletion when necessary.

Best Practices for Protecting PII in Unstructured Storage

To ensure the protection of PII within unstructured storage, businesses should consider the following best practices:

Regular Data Audits: Conduct regular audits to identify and assess the presence of PII within unstructured storage. This helps maintain an accurate inventory of sensitive data and ensures compliance with privacy regulations.
Encryption and Access Controls: Implement strong encryption and access control mechanisms to protect PII from unauthorized access or accidental exposure.
User Education and Training: Educate employees about the importance of data protection, privacy, and the proper handling of sensitive information. Regular training programs can help prevent inadvertent mishandling or unauthorized sharing of PII.
Data Minimization: Adopt a data minimization strategy by only collecting and storing the necessary PII. This reduces the overall risk exposure and the potential impact of a data breach.
Data Retention and Disposal: Establish clear policies for data retention and disposal, ensuring that PII is retained only for as long as necessary and securely disposed of when no longer needed.

Conclusion

In today's data-driven world, protecting personally identifiable information is paramount for businesses. The location of sensitive data within unstructured storage plays a crucial role in effective data protection, regulatory compliance, and incident response. By implementing data classification systems, utilizing automated data discovery tools, and following best practices for protecting PII, organizations can unlock the power of this valuable information while ensuring its security and integrity.

FAQs

1. What is unstructured storage?

Unstructured storage refers to data repositories that do not adhere to a predefined data model or format. It includes various file types such as documents, images, videos, and emails.

2. Why is it important to protect PII?

Protecting personally identifiable information (PII) is vital for maintaining customer trust, complying with privacy regulations, and preventing data breaches.

3. How can businesses identify PII in unstructured storage?

Businesses can implement data classification systems and utilize automated data discovery tools to identify and locate PII within unstructured storage.

4. What are the benefits of knowing the location of sensitive data?

Knowing the location of sensitive data enables enhanced data protection, efficient compliance, streamlined incident response, and improved data governance.

5. What are some best practices for protecting PII in unstructured storage?

Best practices include regular data audits, encryption and access controls, user education and training, data minimization, and proper data retention and disposal policies.

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Mage uses AI to discover data adjacencies before developing sensitive data that needs protection. It can also automatically update the settings to change the default storage locations. However, it has no free trial, so you must pay. Azure Information Protection Your organization can also use Azure information protection as the best sensitive data discovery software. The application not only protects the information on your servers but also controls data from different sites. This means it can be your cloud data discovery solution. It can continuously monitor your emails, documents, and data store to locate them. However, before using this tool for data search, ensure you set up a data protection policy. Through this, your company can protect the specific information according to the control measures you specify. Plus, it stamps and enumerates documents in the metadata for easy tracking. No one can edit, download, or print the files from this tool. You can also integrate the app with Active Directory for access control. Datadog Sensitive Data Scanner Another GDPR data discovery tool you can use for sensitive data is the Datadog sensitive data scanner. The cloud-based solution allows you to set the data formats that work with the templates to search for sensitive data like credit card numbers. The data scans are automated, while the app intercepts the data at the entry for more security scans. Since you set the Datadog system, it can obscure the sensitive data on display. It maintains the original data file and scans the data as it moves. But it's not a standalone application, so you can log into the platform and try different data protection services. Rubrik When handling sensitive data, you must use unstructured data discovery tools to recover your vital information if it gets lost. Rubik is handy as it lets you store your data in the cloud as a backup. Since it offers instant recovery, you won't be frustrated when under distress from stakeholders. The best thing about this software is that it can also search and analyze your organization's data and is easy to use. Osano The GDPR requires individuals to consent for organizations to use their private data. The same laws stipulate that customers must always know their rights. The smart data discovery solution that facilitates this is Osano. Osano can help your company build and manage its privacy programs. It also offers consent, assessments, and data subject rights solutions, enabling your company to remain compliant. You can also use it to automate complex compliance tasks, saving time. Bottom Line In the current digital world, every organization needs the best measures for sensitive data discovery. This is possible after using the above data discovery methods that ensure no one can access your company's sensitive data. iDox .ai is one of the best personal data discovery tools you can use to search for your client's sensitive, unstructured information. It can help you make your work easier by automating the process to better control and protect your data.

Dec 15, 2023

GDPR and Employee Data - 5 Things to Keep in Mind

According to the General Data Protection Regulation (GDPR), businesses should protect their customers' data. However, not all companies, especially in the US, comply with the GDPR as they think it's only for the EU nations. The truth is these regulations apply to the US and other multinational companies with employees in the EU. But does GDPR apply to employee data? Your company must ensure all GDPR employees' personal data, like payroll information, medical/leave files, or personal files, remain safe. Since most organizations have challenges adopting the new regulations, it's good to use the PIPEDA compliance checklist to achieve this. Read on and understand the 5 tips for remaining GDPR compliant. 1. Introduce Data Protection Training for the Employees Even though employers must protect the employees' data, involving the workers in this can help. So invest in GDPR and employee training about the regulations to enable them to be compliant, too. Remember, paying the GDPR fines for a mistake that could have been avoided is painful. Train them about the risks of phishing or disclosing personal information about other employees over the phone. This especially goes to the officers who handle the crucial details of other employees. They should provide such information in a written form, not over a call. Let the training also handle dealing with data breaches, deletion requests, or rectification according to the California Consumer Privacy Act notice to applicants and employees. Ensure the training is customized according to the employees' roles and responsibilities within the organization so that they understand and put them to use. 2. Invest in the latest technology to store and secure the data. The latest technology can help your organization comply with the GDPR laws or the California Consumer Privacy Act notice to applicants and employees. So invest in a data discovery tool to manage and identify employees' personal data and prevent breaking rules. Additionally, the employer can opt for cloud hosting services instead of physical data centers to secure the employee's data and remain compliant with the controls. Automated data protection processes can also enable your company to protect employees' data. The technology allows you to have better visibility on how the sensitive data moves in and out of the organization, preventing errors or delays that manual processes attract. Data encryption can also help your organization as it keeps the data encrypted and anonymized. Work with Managed File Transfer (MFT) solutions to automate employee data GDPR transfer on different networks or cloud environments. 3. Audit the Data You must also audit the GDPR employee data to store only the important information. GDPR employee data retention laws require your business to keep the important data the organization still needs. However, you should delete GDPR employee data after leaving the organization. Auditing the data can also help your company know the employees who don’t comply with GDPR regulations. Have good measures that address non-compliance issues you realize during the audit to prevent such from happening again. For example, audit the employees' data to ensure they consented when obtaining it and the process it followed. 4. Work with a Strict Data Protection Officer As an organization, ensure you have a data protection officer responsible for data processing. The officer can help you remain GDPR compliant and avoid hefty fines. Nominate one of the staff responsible for storing the other employee's data all the time. The officer should also be responsible for monitoring data breaches and notifying the relevant authority in case of data breach. Let the data protection officer communicate the consequences of remaining GDPR non-compliant to other employees. For example, they should have a PIPEDA compliance checklist and discuss the possibility of your organization losing its reputation from avoidable mistakes. 5. Have a Data Consent Policy The GDPR policy dictates that for an employer to acquire and store employees' data, they must get consent from the said worker. To avoid going against the laws, ensure you use any of PIPEDA’s consent policies explaining the kind of personal information you need to collect and for what purpose. The employee must agree to give such data. Have explicit consent from employees to store their special category data like religious beliefs, race, or political affiliation. Remember, according to GDPR, the special category of personal data can be used to discriminate against an individual. Bottom Line Employers must protect the employee's personal data all the time under any circumstance. Having GDPR compliance employee data prevents the organization from paying hefty fines and destroying its reputation. To achieve this, have a data protection officer, draft an employee data privacy notice GDPR, and work with the latest technology. iDox.ai is one of the latest technology your company can use as a data discovery platform. It enables your organization to manage sensitive unstructured data to control and protect sensitive GDPR employee personal data. Contact us and change how you handle your employees' private data.

Nov 10, 2023

Amazon Macie for Sensitive Data Discovery - Pros, Cons, and Alternatives

Data discovery is a component of business intelligence. It is a process that involves the exploration of data via the use of visual tools that can help even non-technical business executives observe new patterns, trends, and outliers in data in order to help their organizations have a better understanding of the insights offered by such data. With these insights, employees in each department can make smart business decisions and continuously refine their approach for the better. Amazon Macie is one of the numerous data discovery tools on the market. It was introduced by Amazon on August 14, 2017. Amazon Macie Pros Amazon Macie is a data security program that facilitates sensitive data discovery by leveraging machine learning and pattern matching. It provides visibility into data security risks and enables automated protection against such risks. Here are some pros of the Amazon Macie sensitive data discovery tool: ● Macie provides users with an inventory of their Amazon Simple Storage Service (Amazon S3) buckets and automatically evaluates and monitors the buckets for security and access control. When it detects a potential issue with the security or privacy of your data (e.g., when a bucket becomes publicly accessible), Macie will generate a finding for you to review and remediate accordingly. ● custom criteria defined by you, or a combination of both. If Macie detects sensitive data in an S3 object, it generates a finding that notifies the sensitive data that it detected. ● Apart from generating findings, you’ll also get statistics and other data that provide insight into the security situation of your S3 data as well as where sensitive data might reside in your data estate. The statistics and other data Macie provides can guide your decisions, including whether to perform deeper investigations of specific S3 buckets and objects. Users can review and analyze findings, statistics, and other data through the Amazon Macie console or the Amazon Macie API. They can also utilize the Macie integration with Amazon EventBridge and AWS Security Hub to monitor, process, and remediate findings by using other systems, services, and applications. Amazon Macie Cons AWS created the Amazon Macie sensitive data discovery program to provide visibility and data classification for S3 buckets in order to help organizations cope with security, compliance, and privacy issues. Unfortunately, Macie is not without its drawbacks, some of which are captured below. ● Organizations often need to have a fixed Macie budget because of the cost-prohibitive nature of the tool as S3 data stores increase. ● Macie does not provide critical information on data access monitoring (DAM), for example, if dormant data exists and whether there are any indicators of compromise (IOC). ● The program works with limited sets of business logic for security and compliance detection. ● There is no support for other data bucket types such as MongoDB, RDS, PostgreSQL, etc., or other cloud services such as Google Cloud Platform (GCP) and Microsoft Azure. This is not ideal because several organizations do not use only S3 data stores. The Best Amazon Macie Alternative Tools like the Amazon Macie sensitive data discovery program are designed to assist organizations in managing sensitive data discovery. Macie can be a useful solution, but as data stores and the amount of sensitive information contained in them grow, organizations are realizing that Macie offers notable challenges bordering on cost and scalability. There are tons of Amazon Macie alternatives out there that you could use. Here are a few of them: ● iDox.ai ● Microsoft Security Copilot ● IBM Security Guardium Insights ● NewEvol ● Trellix Helix ● SentryXDR ● JotForm ● DataGrail, etc The above list is anything but exhaustive because there are many data discovery and management tools on the market. But if you are looking for an affordable program with features that make it stand out from the rest, then look no further than iDox.ai. With iDox.ai, you’ll unravel the hidden potential within your data to gain valuable insights for informed decisions that will accelerate your organization's growth. Our advanced data discovery tools empower you to navigate complex data landscapes, uncover patterns, establish trends, and extract meaningful information with ease. Say goodbye to inefficient software, manual data sorting, and analysis by embracing a new era of advanced and intelligent data exploration offered by iDox.ai .

Oct 31, 2023

Risk Management Through Efficient Data Extraction In Banking

You know the saying, “High risk, high reward?” Risk management–performed effectively–flies in the face of that old adage. You're lowering risk while still aiming for high rewards. Think of risk management as honing and fine-tuning an unflappable pathway toward success. It's about mitigating all the landmines and pitfalls that could send everything awry and ensuring your bank remains on the straight and narrow with its eyes firmly on the prize. The above notions sound straightforward enough when discussed broadly. However, the granular details tell a far more complex story. You’re trying to execute something that's a tall order for any business, never mind a financial institution. So, how can banks equip themselves to effectively offset risks while ensuring the rewards remain high? Can Decision Makers Rely On Instincts And Expertise Alone? A bank's decision-makers typically have tremendous instincts and a feel for the industry and its ebbs and flows. Thus, it’s more common than one would think for executives, managers, and other leaders to approach risk management “blindly.” Such vast industry knowledge and experience make any “guess” of these talented professionals an educated one rooted in reality. Still, why not utilize every available tool to ensure the most tightly-honed risk management approach? Why not combine business acumen with the most advanced tools to optimize results? For instance, leveraging your bank's available data can prove vital in the long-term value of your risk management. Why Is Data So Crucial To Successful Risk Management? The presence of data–in and of itself–won't impact your risk management. Instead, the overall quality of your bank's data analysis will be the crucial difference-maker. Extracting and analyzing quality data helps you unearth insights, enabling your bank to be more predictive and proactive. This way, all potential outcomes are accounted for while any problem’s root causes are identified. Effective data extraction and analysis enable banks to examine likely scenarios by establishing the correct measurement patterns. It also provides a more profound understanding of an internal/external risk’s impact. Plus, expertly-analyzed data gives banks an edge in assessing organization-wide risks and prioritizing them appropriately. Again, we’ll state how all the data in the world means nothing without the ability to convert it into worthwhile insights. A barrier that often hampers the ability to convert data into valuable insights is insufficient extraction methods. The Immense Value Of Efficient Data Extraction. These fast-paced times call for banks to make decisions–including risk management-based ones-quickly. Quality, reliable data about loans, transactions, and customer profiles should be available as needed to bolster your risk management initiatives. iDox.ai’s AI-powered "> Sensitive Data Discovery tool Teams won’t get bogged down by frustrating, manual processes. Instead, they can focus on the high-value task of making sense of the data through intelligent, forward-thinking exploration methods. Also, our "> Redaction software Our comprehensive product suite will help turn your data into a full-on failsafe for risk management. Does your bank want to unlock and harness the full potential of its data? Take your first step toward optimizing your risk management by "> receiving a quote from iDox.ai today !

Aug 21, 2023

Data-Driven Decision Making: How Advanced Data Extraction Enhances Analytics

Informed and practical decisions in a business setting heavily depend on reliable and useful data. This is where data-driven decision-making comes in. It involves collecting and analyzing relevant data to guide important judgment calls. Enhancing this process with advanced data extraction can significantly improve your analytics and decision-making effectiveness. Harnessing the Power of Advanced Data Extraction Advanced data extraction may seem imposing, but it truly isn't as complex as it sounds. This term refers to the utilization of sophisticated techniques and tools that enable the retrieval of raw information from diverse sources. By transforming this information into a structured format, it becomes easily comprehensible and analyzable. Features and capabilities of advanced extraction tools Picture yourself with a user-friendly tool that effortlessly sifts through vast amounts of unorganized information right at your fingertips! Its advanced search capabilities make navigating this complex maze a breeze, revealing valuable insights hidden within your data. Additionally, it implements precise redaction processes to safeguard any sensitive information you uncover along the way. The Vital Role of Extracted Data in Analytics The data that has been extracted goes through a rigorous process, effectively getting rid of unnecessary elements while organizing important information cohesively. As a result, you are presented with a vivid and easily understandable overview. Once you have access to well-organized information, it's like having high-power binoculars that allow you to clearly understand trends. This opens up abundant opportunities for taking preemptive actions based on concrete insights rather than mere assumptions. In fact, data-driven decision making is changing the competitive landscape in many industries, allowing them to gain a competitive advantage over those who are still relying on guesswork. Advanced Data Extraction – A Game-Changer for Market Insights To meet your customer's needs and desires effectively, gaining insights into their behavior and preferences becomes crucial. These invaluable insights can be obtained through advanced data analysis, acting as keys to unlock vaults filled with consumers' expectations. With advanced extracted data, you gain an intimate understanding of the industry that empowers you to outperform your competition at every step. Leverage Advanced Data Extraction for Strategic Planning Advanced extraction tools serve as knowledgeable advisors, assisting in making strategic decisions. They provide real-time insights derived from relevant data, enabling quick responses to market shifts. iDox.ai – Your Partner in Advanced Data Extraction and Analytics Handling sensitive information requires utmost care. This challenge becomes even more pronounced when utilizing cloud storage services. However, by combining them with iDox.ai, users can rest assured knowing that their data is safeguarded by top-notch encryption standards, ensuring maximum security. Furthermore, our commitment to safety standards is reinforced by our certifications (ISO 27001 Certified SOC 2 Type II Certified). We diligently comply with significant dataset handling norms such as GDPR, CCPA, and HIPAA. This demonstrates our dedication to ensuring the utmost security in handling data. Conclusion: Embracing the Future with Advanced Data Extraction Advanced data extraction methods have a significant role to play. They go beyond being fuel for analytics strategies. Instead, they serve as sturdy pillars that bolster future growth opportunities by unlocking untapped wealth within existing datasets. Let's explore the power of advanced insights together and make the best of the data-driven future. Contact iDox.ai today to experience the turn your decision-making process into a data-driven one!

Aug 21, 2023

When Looking for a PII Discovery Tool for Unstructured Data

Unstructured data is becoming increasingly abundant in today's digital age. With the proliferation of emails, documents, social media posts, and other forms of unstructured data, organizations face the challenge of managing and protecting sensitive information effectively. Personally Identifiable Information (PII) is one such type of data that requires special attention to ensure compliance with data protection regulations and safeguard individuals' privacy. To address this challenge, organizations often turn to PII discovery tools, which are specifically designed to identify and protect sensitive information within unstructured data. In this article, we will explore the key considerations when looking for a PII discovery tool for unstructured data and how it can help organizations mitigate risks associated with data breaches and non-compliance. Introduction: Understanding the Importance of PII Discovery Tools In today's interconnected world, organizations generate and store vast amounts of unstructured data containing PII. This data includes personal identifiers such as names, addresses, social security numbers, financial information, and more. Failure to effectively manage and protect this sensitive information can result in severe consequences, including regulatory fines, reputational damage, and legal liabilities. PII discovery tools play a crucial role in identifying and managing PII within unstructured data, enabling organizations to proactively address data privacy risks. Key Features and Functionality of PII Discovery Tools When evaluating PII discovery tools, it is essential to consider their key features and functionality. These may include: Advanced Search Algorithms : PII discovery tools employ sophisticated algorithms to scan unstructured data and identify patterns that indicate the presence of sensitive information. Automated Classification : The tool should have the capability to automatically classify identified PII based on predefined data protection policies or customizable rules. Data Visualization : Effective visualization of PII and associated metadata can help organizations gain insights into the scope and location of sensitive information. Data Masking and Anonymization : Some PII discovery tools offer built-in data masking and anonymization features to protect sensitive data during testing, development, or data sharing processes. Accuracy and Performance of PII Discovery Tools Accuracy and performance are crucial factors when selecting a PII discovery tool. The tool should have a high level of accuracy in detecting and classifying PII, minimizing false positives and false negatives. It should also be capable of handling large volumes of data within a reasonable timeframe to ensure efficient scanning and processing. Integration Capabilities with Existing Systems Organizations typically have existing data management and security systems in place. Therefore, it is important to choose a PII discovery tool that can seamlessly integrate with these systems. Integration capabilities can vary, so it is essential to assess compatibility with your organization's specific infrastructure and software ecosystem. Scalability and Flexibility for Growing Data Volumes As data volumes continue to grow exponentially, it is crucial to select a PII discovery tool that can scale along with your organization's data needs. The tool should be capable of handling increasing data volumes without sacrificing performance or accuracy. Customization and Configurability for Specific Needs Every organization has unique data protection requirements and policies. A PII discovery tool should offer customization and configurability options to align with your organization's specific needs. This flexibility enables you to define and enforce data protection rules according to your industry regulations and internal policies. User-Friendliness and Ease of Deployment A user-friendly interface and easy deployment process contribute to the overall efficiency of a PII discovery tool. Look for a tool that offers a intuitive and easy-to-navigate interface, allowing users to quickly understand and leverage its features. Similarly, a straightforward deployment process minimizes disruption and ensures smooth integration into your existing infrastructure. Compliance with Data Protection Regulations Adherence to data protection regulations is of utmost importance when dealing with PII. Ensure that the PII discovery tool you choose complies with relevant data privacy laws and regulations such as the General Data Protection Regulation (GDPR) or the California Consumer Privacy Act (CCPA). Verification of compliance can help mitigate legal risks and demonstrate a commitment to data privacy. Cost Considerations for PII Discovery Tools Budgetary considerations play a vital role in the selection of any tool or solution. Evaluate the cost structure of PII discovery tools, including licensing fees, maintenance costs, and any additional charges. Consider the long-term return on investment (ROI) and the value the tool brings to your organization's data protection efforts. Best Practices for Implementing PII Discovery Tools Implementing a PII discovery tool requires careful planning and execution. Consider the following best practices: Clearly define your organization's data protection policies and objectives. Conduct a thorough assessment of your data landscape to understand the scope and location of sensitive information. Establish clear roles and responsibilities for implementing and managing the PII discovery tool. Train and educate employees on the importance of data privacy and the proper use of the PII discovery tool. Regularly monitor and update the tool's configuration to ensure optimal performance. Future Trends and Developments in PII Discovery As technology evolves and data privacy concerns intensify, PII discovery tools will continue to advance. Some future trends and developments in this field include: Enhanced Artificial Intelligence (AI) capabilities to improve accuracy and automate data protection processes. Integration with cloud-based data storage and processing platforms to handle the growing volumes of data. Increased focus on privacy-preserving techniques, such as secure multiparty computation and homomorphic encryption. Conclusion Effectively managing and protecting PII within unstructured data is a critical task for organizations across various industries. Investing in a reliable PII discovery tool can significantly mitigate the risks associated with data breaches, non-compliance, and reputational damage. When selecting a PII discovery tool, consider factors such as key features, accuracy, integration capabilities, scalability, and compliance with data protection regulations. Implement best practices for successful deployment and explore real-life case studies to understand the practical benefits of these tools. Stay informed about future trends and developments in PII discovery to ensure your organization remains proactive in safeguarding sensitive information. FAQs (Frequently Asked Questions) What is PII? Personally Identifiable Information (PII) refers to any information that can be used to identify an individual, such as their name, address, social security number, or financial details. Why is PII discovery important? PII discovery is important to identify and protect sensitive information within unstructured data, ensuring compliance with data protection regulations and mitigating the risks of data breaches and non-compliance. How do PII discovery tools work? PII discovery tools employ advanced algorithms to scan unstructured data and identify patterns that indicate the presence of sensitive information. They often offer features such as automated classification and data visualization to aid in managing PII. Are PII discovery tools customizable? Yes, many PII discovery tools offer customization and configurability options to align with an organization's specific data protection policies and needs. What are the cost considerations for PII discovery tools? Cost considerations for PII discovery tools include licensing fees, maintenance costs, and any additional charges. Organizations should evaluate the long-term ROI and the value the tool brings to their data protection efforts.

Jul 10, 2023

Analyzing Costs and Benefits: The Decision to Implement an AI Tool for PII Discovery

In today's digital landscape, data privacy and protection have become paramount concerns for organizations. Protecting Personally Identifiable Information (PII) has become a legal and ethical obligation. To address these challenges effectively, many businesses are turning to Artificial Intelligence (AI) tools for PII discovery. This article delves into the costs and benefits associated with implementing an AI tool for PII discovery, helping organizations make informed decisions regarding their data security strategies. Introduction As organizations amass large volumes of data containing sensitive information, the need for efficient PII discovery methods is crucial. AI tools offer promising solutions by automating the process of identifying and protecting PII. However, before deciding to implement such tools, it is important to consider the costs and benefits associated with this decision. Understanding PII PII refers to any information that can be used to identify an individual. This includes names, social security numbers, addresses, financial records, and more. Protecting PII is not only a legal requirement but also essential for maintaining customer trust and avoiding potential data breaches. The Challenges of PII Discovery Traditional methods of PII discovery are often time-consuming, error-prone, and inadequate in dealing with the scale and complexity of modern data environments. Manual identification of PII is labor-intensive and can result in human error, potentially leaving sensitive data exposed. The Role of AI in PII Discovery AI tools leverage advanced algorithms and machine learning techniques to automate the process of PII discovery. These tools can quickly scan vast amounts of data, detect patterns, and identify potential instances of PII with high accuracy. By reducing reliance on manual processes, organizations can enhance data security and minimize the risk of data breaches. Benefits of Implementing an AI Tool Implementing an AI tool for PII discovery offers several significant benefits. Firstly, it significantly improves the efficiency and speed of the PII discovery process, saving time and resources. Secondly, AI tools can provide real-time monitoring and alerts, enabling proactive measures to mitigate potential risks. Additionally, AI-driven PII discovery enhances data accuracy and reduces the likelihood of human errors. Considerations for Implementing an AI Tool Before implementing an AI tool for PII discovery, several factors should be taken into account. Organizations need to evaluate their existing data infrastructure, assess the compatibility of AI tools with their systems, and consider the potential impact on current workflows. Furthermore, ensuring proper training and education for employees is vital to maximize the benefits of AI PII discovery. Evaluating the Costs of Implementation While AI tools for PII discovery offer significant advantages, organizations must also consider the costs associated with their implementation. These may include acquiring the necessary hardware and software, investing in employee training, and potential integration costs with existing systems. A thorough cost-benefit analysis is crucial to determine the feasibility and long-term value of implementing such a tool. ROI and Long-Term Benefits Although there are initial costs involved, the return on investment (ROI) for implementing an AI tool for PII discovery can be substantial. By reducing the risk of data breaches and ensuring compliance, organizations can avoid costly penalties and reputational damage. Moreover, the long-term benefits of enhanced data security and improved operational efficiency can lead to higher customer trust and increased business opportunities. Ensuring Compliance and Risk Mitigation Data privacy regulations, such as the General Data Protection Regulation (GDPR), place strict requirements on organizations to protect PII. Implementing an AI tool for PII discovery can help organizations achieve compliance and mitigate the risks associated with data breaches. By automating the identification of PII, organizations can quickly respond to potential breaches and minimize the impact on individuals. Training and Integration Successful implementation of an AI tool for PII discovery requires proper training and integration with existing systems. Organizations should invest in comprehensive training programs to ensure employees are familiar with the AI tool's functionalities and understand the best practices for data protection. Seamless integration with existing workflows and data management processes is crucial to maximize the tool's effectiveness. The Human Factor in AI PII Discovery While AI tools offer significant advantages in PII discovery, human oversight and intervention remain essential. Human analysts play a crucial role in verifying and validating the AI-generated results. They can provide context, interpret ambiguous cases, and make informed decisions regarding data protection. The collaboration between AI and human experts ensures a more robust and accurate PII discovery process. Case Studies: Successful Implementations Several organizations have successfully implemented AI tools for PII discovery. These case studies showcase the benefits and positive outcomes achieved through such implementations. By analyzing real-world examples, organizations can gain insights into the practical application and potential advantages of AI-driven PII discovery. Potential Limitations and Risks While AI tools for PII discovery offer significant benefits, it is essential to acknowledge their limitations and potential risks. Challenges such as false positives, language and context understanding, and evolving data landscapes need to be carefully considered. Organizations must remain vigilant and continually update their AI tools to adapt to changing threats and regulatory requirements. Future Trends and Developments The field of AI-driven PII discovery is rapidly evolving. Advancements in natural language processing, machine learning, and deep learning techniques will further enhance the accuracy and effectiveness of these tools. Future trends may include increased automation, improved interpretability, and enhanced integration with other data security measures. Conclusion Implementing an AI tool for PII discovery can be a game-changer for organizations seeking to enhance data security and compliance. By automating the identification of PII, these tools offer significant benefits in terms of efficiency, accuracy, and risk mitigation. However, careful consideration of the costs, benefits, and potential limitations is crucial for making an informed decision. FAQs (Frequently Asked Questions) Q1: Can AI tools completely replace human analysts in PII discovery? AI tools are powerful assistants but cannot entirely replace human analysts. Human oversight is crucial for validating results, providing context, and making informed decisions in complex cases. Q2: How can organizations ensure the accuracy of AI-driven PII discovery? Regular updates and training of AI models, coupled with continuous monitoring and feedback loops, can help organizations maintain high levels of accuracy in PII discovery. Q3: Are AI tools for PII discovery compatible with existing data management systems? AI tools can be integrated with existing data management systems, but compatibility should be evaluated during the selection process to ensure seamless integration. Q4: What are the potential risks of implementing an AI tool for PII discovery? Potential risks include false positives, language and context understanding limitations, and the need for ongoing updates to address evolving data landscapes and regulatory requirements. Q5: How can organizations measure the ROI of implementing an AI tool for PII discovery? Organizations can measure the ROI by evaluating the reduction in data breach incidents, associated costs, penalties avoided, and improved operational efficiency resulting from enhanced data security.

Jun 23, 2023

The Power of AI Tools in Discovering Unstructured Data PII for Businesses

In today's digital age, businesses are generating an enormous amount of data on a daily basis. This data can come in various forms, including structured and unstructured data. While structured data is relatively easy to organize and analyze, unstructured data poses a significant challenge for businesses. Unstructured data refers to information that does not have a predefined data model or organization, such as text documents, emails, social media posts, and more. Extracting valuable insights from unstructured data can be a daunting task, but with the power of AI tools, businesses can now unlock the potential hidden within this vast amount of information. Introduction In this digital era, the volume of data being generated is growing exponentially. This data comes in different forms, and a significant portion of it is unstructured. Unstructured data often contains personally identifiable information (PII) that can be valuable for businesses, but extracting and analyzing this information manually is time-consuming and error-prone. This is where AI tools come into play, providing businesses with efficient and effective methods to discover PII within unstructured data. Understanding Unstructured Data and PII Unstructured data refers to information that does not conform to a specific data model or organization. It can include text, images, audio files, video content, and more. Unstructured data is typically stored in formats such as Word documents, PDFs, emails, social media posts, and customer reviews. Within this unstructured data, there is often PII, which refers to any information that can be used to identify an individual, such as names, addresses, social security numbers, and financial data. Challenges in Discovering Unstructured Data PII Discovering PII within unstructured data is a complex task for businesses. Some of the major challenges include: Volume and Variety of Data Unstructured data is vast and comes in various formats and languages. Businesses need to process and analyze this diverse data efficiently to uncover valuable insights. Data Privacy and Compliance Businesses must adhere to strict data privacy regulations to protect individuals' sensitive information. Discovering PII requires a robust system that ensures compliance with relevant regulations, such as the General Data Protection Regulation (GDPR). Time-Consuming Manual Analysis Manually reviewing and extracting PII from unstructured data is a labor-intensive and time-consuming process. It is prone to errors and delays, hindering businesses from leveraging the information in a timely manner. The Role of AI Tools in Discovering Unstructured Data PII AI tools have revolutionized the way businesses analyze unstructured data and discover PII. These tools utilize advanced algorithms and machine learning techniques to automate the process of data extraction and analysis. Here's how AI tools can play a crucial role: Natural Language Processing (NLP) AI-powered NLP algorithms enable machines to understand and interpret human language. These algorithms can analyze text data and identify PII, such as names, addresses, and social security numbers, with a high degree of accuracy. Pattern Recognition and Machine Learning AI tools can recognize patterns and correlations within unstructured data, allowing businesses to identify PII even in complex formats. Machine learning algorithms can continuously improve their performance by learning from large datasets, enhancing the accuracy of PII discovery. Automated Data Classification AI tools can automatically classify different types of data, making it easier to identify and categorize PII within unstructured data. This automation saves time and resources, enabling businesses to focus on utilizing the extracted information. Benefits of AI Tools for Businesses The adoption of AI tools for discovering unstructured data PII brings numerous benefits to businesses, including: Increased Efficiency and Accuracy AI tools significantly reduce the time and effort required for data analysis. They can process vast amounts of unstructured data quickly and accurately, allowing businesses to extract valuable insights and PII in a fraction of the time it would take through manual analysis. Enhanced Data Security and Compliance AI tools help businesses ensure data privacy and comply with regulations by automating data classification and identification of PII. This reduces the risk of data breaches and penalties associated with non-compliance. Improved Decision-Making By uncovering hidden patterns and insights within unstructured data, AI tools empower businesses to make informed decisions. Access to PII can enable personalized marketing campaigns, targeted customer experiences, and enhanced risk assessment. Successful Implementations of AI Tools Several industries have successfully implemented AI tools for discovering unstructured data PII. For example: Healthcare AI tools can analyze medical records, doctor's notes, and research papers to discover critical patient information, improving diagnoses and treatment plans while maintaining patient privacy. Financial Services Banks and financial institutions leverage AI tools to analyze unstructured data from customer interactions, emails, and financial documents to detect potential fraud and ensure compliance with anti-money laundering regulations. E-commerce Online retailers utilize AI tools to extract customer sentiments from reviews, social media posts, and product descriptions. This information helps them understand customer preferences, optimize marketing strategies, and personalize user experiences. Ethical Considerations in Unstructured Data Analysis While AI tools offer significant advantages in discovering unstructured data PII, ethical considerations must be taken into account. It is crucial to: Ensure transparency in data collection and usage. Obtain proper consent for data processing. Safeguard sensitive information to prevent unauthorized access. Regularly assess and monitor the AI tools for bias and fairness. Future Outlook The power of AI tools in discovering unstructured data PII is poised to grow even further in the future. Advancements in machine learning, natural language processing, and data analytics will continue to enhance the accuracy and efficiency of these tools. As businesses realize the value of unstructured data, the demand for AI solutions will rise, leading to further innovation in this field. Conclusion The ability to uncover valuable insights and PII from unstructured data is a game-changer for businesses. AI tools provide the means to efficiently process and analyze vast amounts of unstructured data, enabling businesses to make data-driven decisions, enhance security and compliance, and gain a competitive edge in the market. FAQs Q1: Are AI tools capable of handling multiple languages within unstructured data? Yes, AI tools equipped with natural language processing capabilities can analyze and interpret unstructured data in multiple languages, enabling businesses to gain insights from a global perspective. Q2: How can AI tools ensure the privacy and security of extracted PII? AI tools can employ encryption techniques, access controls, and secure data storage practices to protect the privacy and security of extracted PII, ensuring compliance with relevant data protection regulations. Q3: Can AI tools be customized to meet specific business needs? Yes, AI tools can be tailored to meet the specific requirements of businesses. They can be trained and fine-tuned to recognize industry-specific terminology, data formats, and PII patterns. Q4: Are there any limitations or challenges in using AI tools for discovering unstructured data PII? While AI tools have made significant advancements, challenges such as cultural context, sarcasm, and language ambiguity can still pose difficulties in accurately identifying PII within unstructured data. Ongoing research and development aim to address these challenges. Q5: How can businesses get access to AI tools for discovering unstructured data PII? To get access to AI tools for discovering unstructured data PII, businesses can explore reputable vendors and service providers who specialize in data analytics and AI solutions. These providers offer tailored solutions based on specific business needs.

Jun 23, 2023

Data Discovery and Machine Learning: Synergies and Opportunities

Data discovery and machine learning have emerged as powerful tools for extracting insights and driving innovation in the rapidly evolving landscape of data-driven technologies. Data discovery involves exploring and understanding data, while machine learning leverages algorithms to discover patterns and make predictions. Together, they form a synergistic relationship that opens up numerous opportunities for businesses and researchers. The Role of Data Discovery in Machine Learning Data preprocessing and cleansing One crucial aspect of data discovery in machine learning is data preprocessing and cleansing. It involves handling missing data, identifying and treating outliers, and ensuring data normalization and standardization. When you address these issues, the quality of the input data is improved, leading to more accurate and reliable models. Feature selection and extraction Another key area where data discovery plays a vital role is feature selection and extraction. Identifying relevant features from a vast dataset is essential to focus on the most informative aspects. Dimensionality reduction techniques, such as principal component analysis (PCA) or feature engineering, help reduce the data's complexity and improve model performance. Leveraging Data Discovery for Model Development Training set creation Data discovery is instrumental in creating an appropriate training set for machine learning models. The data is split into training and testing sets, addressing the class imbalance and ensuring representative data sampling. A well-constructed training set enhances the model's ability to generalize and make accurate predictions on unseen data. Model selection and evaluation The process of data discovery aids in model selection and evaluation. Researchers can identify the most suitable approach for their problem by exploring different algorithms and architectures. Cross-validation techniques, such as k-fold cross-validation, help assess model performance and prevent overfitting. Tuning hyperparameters further fine-tunes the model for optimal results. Data Discovery-Driven Insights for Business Identifying patterns and correlations Data discovery allows businesses to uncover hidden patterns and correlations within their datasets. By analyzing vast amounts of data, machine learning models can identify relationships that may not be apparent to humans. These insights can help businesses identify new opportunities, optimize processes, and make data-driven decisions. Predictive analytics and forecasting Machine learning models trained on discovered data can be powerful predictive analytics and forecasting tools. By leveraging historical data, these models can predict future trends and outcomes. This capability enables businesses to anticipate customer behavior, make informed decisions, and develop strategies that stay ahead of the competition. Emerging Opportunities in Data Discovery and Machine Learning Advancements in automated data discovery Recent advancements in data discovery techniques have led to the development of automated tools that can streamline the process. These AI-powered tools assist in data exploration, automated feature engineering, and selection, simplifying the machine-learning pipeline. Such innovations save time and resources, enabling researchers to focus on higher-level tasks. Ethical Considerations and responsible data usage As data discovery and machine learning progress, ethical considerations and responsible data usage are gaining increasing importance. Ensuring privacy and data security is crucial to maintaining user trust. Additionally, mitigating bias and fairness concerns in algorithmic decision-making and maintaining transparency are vital for building ethical and accountable systems. Conclusion Data discovery and machine learning are intertwined, offering synergistic opportunities for organizations across industries. By leveraging data discovery techniques, businesses can improve the quality of their data, develop accurate models, and uncover valuable insights. As technology advances, automated data discovery and responsible data usage will play an essential role in shaping the future of machine learning. By embracing these synergies and exploring emerging opportunities, organizations can unlock the full potential of their data and drive innovation in the digital age.

Jun 7, 2023

Data Discovery in Action: Real-Life Examples and Case Studies

Data discovery has grown in popularity as we advance through the digital revolution among enterprises worldwide. Organizations must be equipped with the tools required to identify and shield sensitive information from prying eyes, as cyber security dangers are growing daily. Companies of all sizes are forced to divert their attention to data discovery technology to quickly find and redact sensitive material before it becomes problematic due to the need for secure systems. This article will examine several use cases of data discovery in action and provide practical examples highlighting its significance in the contemporary world. What Is The Significance Of Data Discovery? Data discovery typically involves using specialized software tools such as iDox AI's specially designed data discovery platform, which can scan various types of file formats, including emails, images, documents, or multimedia content such as videos or audio recordings, to uncover any potential risk associated with containing confidential customer information like bank accounts numbers, credit card numbers, etc. It is essential for protecting an organization's data and customer information. With the increasing risks of cyber-attacks, businesses must ensure they have a rock-solid system to quickly discover potential vulnerabilities or mishandling of sensitive material before it is too late. Utilizing data discovery technologies allows organizations to keep their customers safe, helps reduce costs associated with regulatory violations, and makes them more compliant with regulations such as GDPR, HIPAA, or FINRA – depending on where they are located and what products/services they offer. Real-Life Examples of Data Discovery in Action . Let us have a look at some of the real-life examples of data discovery in action: 1. Credit Card Fraud Prevention Banks use sophisticated algorithms to uncover any fraudulent activities that may take place when customers try making payments online using either debit cards or credit cards linked to their accounts. This process typically involves scanning large datasets to find patterns indicative of fraud activity, which can be stopped before damage occurs. 2. Compliance Monitoring Law enforcement agencies like FINRA (Financial Industry Regulatory Authority) in the USA expect companies operating within certain areas to adhere to specific compliance standards. These standards involve monitoring employees who handle confidential customer data to stay up to date with any regulations set forth by the regulatory body. By utilizing data discovery technologies, companies can quickly detect potential violations or misuse of customer information and act accordingly before facing hefty fines or loss of business. 3. Insider Threat Detection Currently, malicious actors are increasingly employing online methods to attempt cyber-attacks against their target businesses. To protect their corporate assets, organizations must use advanced data discovery techniques that enable them to scan for potential threats from inside their networks and take necessary precautionary measures if found before being breached successfully by the said threat actor. Employ iDox Ai Data Discovery Platform for Your Business Data discovery is crucial for any organization looking to maintain its security posture in today's digital world — where cyber attacks have become an ever-growing reality. By using powerful technologies such as iDox.ai’s sensitive data platform, businesses can quickly uncover hidden patterns within large amounts of structured and unstructured data stored on computers while ensuring compliance with applicable laws like GDPR, HIPAA, etc., all without breaking the bank. Ultimately, every company must make sure that they utilize innovative solutions like this one not to compromise customer safety or their reputation in competitive markets filled with risks lurking everywhere, just a few clicks away!

Jun 7, 2023

Data Discovery: A Game-Changing Solution for Proactive Risk Assessment and PII Security

By Alisa Fetic It is crucial to put preventative measures in place to shield businesses from potential data breaches in a world where cyber security risks are rising daily. Data discovery, a tool that gives businesses a comprehensive picture of their sensitive data and aids them in identifying any vulnerabilities before evil hackers exploit them, is one of the most efficient solutions on the market. Data discovery can help businesses be better prepared to react to system threats swiftly and effectively. This article will explore the benefits of utilizing this potent tool for risk assessment and PII protection. What Is Data Discovery? Before delving further into why data discovery should be a part of your comprehensive risk management strategy, it is essential to understand what it entails. In short, data discovery involves utilizing specialized software applications and algorithms to scan through large volumes of unstructured documents within the organization's network infrastructure to locate sensitive personal or corporate information stored within files on various systems across multiple departments or divisions in an enterprise environment. Why Is Data Discovery a Game Changer? Data discovery offers several very useful capabilities for preventing cybersecurity threats. One of its key advantages is its ability to aggregate data from multiple sources, including internally hosted files and cloud services like Dropbox and Google Drive. This means companies can scan for sensitive information across numerous locations on their network without manually reviewing each source individually, cutting down on time-consuming manual processes and improving overall efficiencies within the organization. Additionally, data discovery allows organizations to analyze specific file types. It provides insights into potential vulnerabilities in unstructured files such as Microsoft Office documents or PDFs that may remain hidden from traditional security scans. Uncovering this potentially exposed information helps businesses squeeze every bit of value out of their data while mitigating the potential risks associated with exposure. Data Discovery with iDox: Revolutionary Technology for PII Security With advanced technology algorithms specifically designed by our team at iDox ., our data discovery platform empowers users to quickly search through large amounts of unstructured corporate documents. They can also locate any sensitive information, such as Personally Identifiable Information (PII), Payment Card Industry (PCI) card numbers, or healthcare records, before it is misused or exploited by malicious hackers or other unauthorized parties with bad intentions. By utilizing our software, users can quickly and conveniently discover, redact, and remove all potentially sensitive data in a fraction of the time compared to manual inspections. Furthermore, they can rest assured that their IT systems will remain protected against potential threats, as each piece of data is securely encrypted. In addition, because it is wholly cloud-based with no installations required, users have complete control over where and when sensitive documents are stored or accessed without worrying about demanding maintenance requirements. The Ultimate Data Security Solution Data discovery technology enables organizations to more proactively identify risky behavior within their networks, so any malicious activity can be prevented before a breach causes damage due to negligence or malicious intent from an outside source. Providing insights into PII storage areas across multiple sources within the enterprise landscape, which otherwise would go undetected by traditional scans, makes it a game changer for companies looking for a comprehensive solution for proactive risk assessment measures and data privacy protection. With iDox’s discovery platform, businesses can unlock the incredible value hidden within their unstructured documents and confidently protect personal/corporate information from potential cyber threats in a cost-effective, efficient, and secure manner.

Jun 6, 2023

Unveiling Hidden Risks: The Power of Sensitive Data Discovery in Business Risk Mitigation

By Alisa Fetic In today's digital age, businesses are amassing vast amounts of sensitive data, ranging from customer information to proprietary trade secrets. While this data fuels innovation and enhances customer experiences, it also exposes businesses to significant risks if mishandled or compromised. Therefore, proactive measures like sensitive data discovery have become crucial to mitigate these risks effectively. In this article, we will delve into the concept of sensitive data discovery and explore its indispensable role in helping businesses safeguard their valuable assets and maintain their reputation. The Essence of Sensitive Data Discovery: Sensitive data discovery refers to the systematic process of identifying, categorizing, and securing sensitive data within an organization's digital ecosystem. It involves deploying advanced technologies, such as data scanning tools, machine learning algorithms, and data loss prevention (DLP) solutions, to locate sensitive data throughout various storage systems, applications, and databases. By understanding the nature and location of sensitive data, businesses can take informed actions to protect it and mitigate potential risks. Identifying Hidden Vulnerabilities: The first step in mitigating risk is knowing where it resides. Sensitive data discovery enables businesses to uncover hidden vulnerabilities that could otherwise go undetected. It helps identify data repositories that are prone to breaches, such as unprotected databases, unencrypted files, or legacy systems lacking security updates. By gaining visibility into these weak points, businesses can proactively reinforce security measures, implement access controls, and encrypt data to minimize the risk of unauthorized access or data leakage. Compliance with Regulatory Standards: With the proliferation of privacy regulations like the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA), businesses face legal obligations to protect sensitive data. Failure to comply can result in severe penalties and reputational damage. Sensitive data discovery assists in meeting compliance requirements by mapping the flow of data across the organization, identifying areas where data privacy may be compromised, and ensuring appropriate measures are in place to protect sensitive information. It facilitates audits, risk assessments, and the implementation of privacy-by-design principles. Mitigating Insider Threats: Not all risks originate from external sources. Insider threats, whether intentional or unintentional, can pose significant dangers to sensitive data. By implementing sensitive data discovery techniques, businesses can monitor and detect suspicious activities within their internal systems. This includes identifying employees with excessive access privileges, detecting abnormal data transfers or downloads, and flagging unauthorized attempts to access sensitive data. By being proactive, organizations can mitigate potential risks before they escalate into major breaches. Strengthening Data Governance: Sensitive data discovery serves as a foundation for robust data governance practices. It enables businesses to establish data ownership, define data handling procedures, and enforce data classification policies. By understanding the types of sensitive data they possess and the associated risks, businesses can implement appropriate controls, such as data encryption, role-based access controls, and data retention policies. This strengthens overall data governance, reduces the likelihood of data mishandling, and enhances overall security posture. Enhancing Incident Response Capabilities: In the unfortunate event of a data breach, an effective incident response plan can make a significant difference in mitigating the consequences. Sensitive data discovery provides valuable insights into the data landscape, allowing businesses to develop incident response strategies tailored to specific types of data. It facilitates faster identification of affected data, aids in notifying affected individuals promptly, and helps organizations take immediate action to contain the breach and restore normalcy. This proactive approach minimizes damage, builds trust with stakeholders, and safeguards the company's reputation. In an era where data breaches and privacy concerns dominate headlines, businesses must prioritize the discovery and protection of sensitive data. By investing in sensitive data discovery technologies and adopting proactive measures,

May 15, 2023

How to Manage Unstructured Documents for Your Business

By Alisa Fetic Unstructured documents are free-form documents without structure, but you can still scan, capture, and import them digitally. When it comes to business documents, we think of anything structured as an item we can store in online databases or cloud software. In the case of modern businesses, this is how we receive most of our information, ranging from client order forms to employee healthcare information. Everything is digital. However, there are still unstructured documents that many businesses utilize, but they can add to their collection of structured documents without issue. These might include letters, paper forms, or contracts. There's no denying that unstructured documents play a role in present-day businesses, even with the ever-evolving role of technology. Finding a solution to deal with unstructured data and documents is essential, and we can help. Automation and Unstructured Data Automation and unstructured data go hand in hand when optimizing business operations. Automation enables organizations to quickly process large volumes of unstructured data and transform it into actionable insights. With the right software, companies can use unstructured data to gain new insights more quickly and at a higher level of detail than was previously possible. Automation also frees up human resources to focus on driving the organizational strategy. Leveraging automation means identifying patterns in unstructured data and then applying rules-based algorithms to transform it into a structured form. This process helps businesses better analyze the data and uncover hidden correlations that may not have been apparent. By automating processes, businesses can more quickly identify and take advantage of opportunities in the market that they may have missed with manual processing. In addition, we can use automation to streamline operations, improve efficiency, and reduce costs associated with processing large data sets. Automating Redaction and Detection The automated redaction and detection of documents can save companies time, money, and resources. By automatically redacting sensitive information, companies can reduce the manual work needed to protect data, allowing them to focus on their core business activities. Automated detection also increases the accuracy of sensitive data detection and ensures that all documents comply with applicable regulations. This accuracy and compliance can help reduce the risk of data breaches and other security-related issues. Automated redaction and detection can also help companies stay organized by allowing them to identify and track sensitive information in documents quickly. It's a fantastic way to help companies reduce their carbon footprint by reducing the need for paper-based (or unstructured) document processing. A Solution for Managing Unstructured Data Managing unstructured data can quickly become overwhelming for many businesses, regardless of size or industry. However, that management is crucial to allow companies to store large amounts of data in a secure and organized manner, making it easy to access, analyze and use for various purposes. AI-powered services can be life and time-saving for auto-redaction, contract review, and digital document comparison. Finding a flexible solution that works for you and your unstructured data needs can help you advance your company while taking a ton of manual work off your plate!

Jan 11, 2023

Government Agencies vs. Public Record Requests

By Alisa Fetic Public record requests, also known as FOIA requests, have been on the rise for the past few years, and processing these requests is becoming more complex. Between 2018 and 2020, for example, the number of these requests increased by a staggering 31% . As more applications are made, the data pool expands, making it difficult for government agencies to process requests within the response time required by law. As such, finding ways to simplify and improve the request management process is critical. How can government agencies streamline this process to improve service delivery? This guide will explore the public record request issues currently facing government agencies and provide possible solutions to the problems. Current Issues Facing Public Records Management As a result of this increase in requests, agencies are having a hard time dealing with public records management. Current issues facing public records management include: Issue #1: Managing Backlogged Requests Federal FOIA requests have been on the rise since 2016, with over 800,000 FOIA record requests made each year in the US. But when COVID-19 struck, backlogged cases skyrocketed, increasing by 17.7%, which has been the trend ever since. The increase in backlogged requests exerts pressure on government agencies as these requests must be addressed within the timeframe specified by law. Backlogged requests can lead to lawsuits from citizens, news organizations, and watch groups. Issue #2: Budget and Resources If an agency has fewer FOIA requests, they’re less likely to encounter staff challenges in managing public record requests. However, it can be difficult for an agency to respond in time if they’re dealing with a spike in requests with a staff shortage and a limited budget. Issue #3: Increased Job Complexity The sheer number of data types considered public records has skyrocketed over the past few years, with the rise of automation bringing more attention to email and social media. Today, social media is considered a public record in all 50 states. But the thing with social data is that its’ too complex to handle—people can edit, change, and delete their comments within 24 hours. And today, 1 in 4 public record requests reference social media, meaning agencies are increasingly receiving social media public record requests. How Government Agencies Are Handling the Spike in Public Record requests Government agencies are implementing appropriate measures to address growing public record requests. One of the solutions embraced by virtually all governing agencies is adopting technology for efficiency and compliance. Technology as a Solution to Surging Public Record Requests In an age of technology and the internet, no one wants to spend time in a government office filling public record requests. Every requester expects fast, reliable, and effective service. Many agencies have embraced technology as a means to meet the growing demands for public records. Implementing a software solution for public records means having a modern, intuitive, and easy-to-use web-based platform where users can submit public record requests in minutes. When requests are submitted, your team gets notified immediately, and the requesters can track the progress of their requests. Using software solutions help agencies reduce backlogs and respond to requesters on time. Technological solutions can also help address the issues of staff shortages and unfunded mandates. The use of technology often results in better resource allocation and reduced costs as it can scale the processes without needing additional staff. Wrapping Up Every year, public records continue to increase in volume, leading to a spike in backlogs. Whether these requests come from residents or media entities, your government agency is duty-bound to fulfill them within a given timeframe. To speed up the process and reduce backlogs, many agencies are leveraging software solutions specifically designed to manage public record requests. Using technology to manage public record requests also minimizes the need to hire more staff, leading to cost savings.

Jan 18, 2023