In the digital age, effectively managing and securing sensitive data is paramount for any organization. FileOrbis offers robust data discovery capabilities, designed to navigate the vast sea of stored information and pinpoint sensitive data across multiple repositories. This blog explores how FileOrbis’s data discovery features empower organizations to maintain high standards of data protection and compliance.

Comprehensive Data Discovery Across All File Areas

FileOrbis’s data discovery capabilities are deeply integrated into its system, allowing for thorough analysis of file contents across various storage locations. Whether data is stored in home folders, team folders, common folders like file servers, object storages, or SFTP data repositories, or even cloud data repositories, FileOrbis can seamlessly perform data discovery. This comprehensive reach ensures that no sensitive data goes unnoticed, regardless of where it is stored.

Ready-Defined and Customizable Sensitive Data Definitions

To aid in the detection of sensitive data, FileOrbis comes equipped with over 20 pre-defined sensitive data definitions, including identifiers like passport IDs, email addresses, phone numbers, and gender details. These definitions are continually updated to encompass a broader range of sensitive data types, and their verification algorithms are pre-defined to ensure accuracy in data identification.

Moreover, FileOrbis offers the flexibility to define additional sensitive data parameters. Organizations can customize these definitions in regex format or clear text, tailoring the discovery process to include any specific data types relevant to their operational or compliance needs. This feature allows for the dynamic adaptation of data discovery processes as new data protection regulations emerge or as organizational needs evolve.

Advanced OCR Support for Image-Based Files

Recognizing that sensitive data can also reside in image-based files, FileOrbis supports both open source and paid OCR (Optical Character Recognition) services. This capability enables FileOrbis to perform sensitive data analysis on scanned documents, photos, and other image files, ensuring that these data types are not overlooked in security and compliance audits.

Uploading Custom Sensitive Data Definitions

FileOrbis enhances its data discovery capabilities by allowing users to upload custom data definitions. For example, organizations can upload a file containing the names and surnames of their customers to enable FileOrbis to specifically search for and identify customer data across all documents. This targeted discovery approach is particularly valuable for organizations handling large volumes of personal data, providing a means to ensure comprehensive monitoring and protection of customer information.

Detailed Reporting for Enhanced Data Management

Following data discovery, FileOrbis provides detailed reports that include a wealth of information such as the person who accessed the data, the path of the data storage, the type of data repository, the type of sensitive data identified, and the quantity of each type of sensitive data found. These detailed filters and reports are invaluable for organizations to assess their data security posture, comply with data protection regulations, and make informed decisions about data management and security strategies.

Streamlining Regulatory Compliance with Robust Data Discovery

One of the key advantages of FileOrbis’s data discovery capabilities is their role in facilitating compliance with various data protection regulations such as GDPR, HIPAA, or CCPA. As regulations become stricter and more complex, the ability to swiftly and accurately identify sensitive data across an organization’s entire digital landscape is crucial.

Automated Compliance Processes

FileOrbis automates the process of identifying sensitive data, which is essential for compliance. By automating data discovery, organizations can ensure that they are continuously monitoring and managing their data in line with legal requirements. This automation not only reduces the manpower needed for manual checks but also minimizes the risk of human error, which can lead to compliance failures and potential fines.

Customizable Data Identification for Targeted Compliance

The flexibility to define and modify sensitive data parameters within FileOrbis allows organizations to adapt quickly to changes in compliance requirements. By using custom definitions and regular updates to the pre-defined sensitive data categories, companies can ensure they are always aligned with the latest regulatory demands. This adaptability is particularly beneficial in industries where regulations frequently change or where different standards apply in different jurisdictions.

Proactive Compliance Reporting

After conducting data discovery, FileOrbis generates detailed reports that provide insights into the location, access, and types of sensitive data stored across the organization. These reports are instrumental for compliance audits, offering verifiable proof that an organization is managing its data responsibly and according to the requisite legal standards. Detailed logging and tracking of data-related activities further enhance the organization’s ability to demonstrate compliance during audits.

Enhanced Data Protection and Risk Mitigation

By identifying sensitive data and ensuring that it is handled correctly, FileOrbis helps organizations protect themselves from data breaches and the associated compliance risks. Proactive data management and security measures reduce the likelihood of costly incidents that could result from non-compliance, thereby protecting the organization’s reputation and financial well-being.

Conclusion: A Cornerstone for Compliance and Data Security

With FileOrbis, organizations gain a powerful ally in the quest for compliance and data security. The data discovery features not only simplify the identification and management of sensitive data but also support comprehensive compliance strategies that adapt to evolving regulatory landscapes. Through FileOrbis, companies can ensure that they are not only protecting their data but also aligning with global data protection standards.