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How to use the Real-Time Protection Reports to review sensitive data management

How to use the Ascema Real-Time Protection Reports to review sensitive data managementlink

The Ascema system provides overview reports which allow users with accounts to view the sensitive data discovered by Ascema Real-Time protection tasks and to take a number of actions as part of the process of resolving and managing the presence of sensitive data.

In order to use the Real-Time Protection Reports you must have a user account and be logged in to the Ascema Endpoint manager; see How to manage Ascema user accounts.

Reviewing Real-Time Protection reportslink

By the use of the Ascema Rea-Time Protection Reports you can gain an overview of sensitive data which has been found across your organisation. These reports give you a number of ways to view information about this data to help you understand and report on any of the issues highlighted.

  • From the Ascema Enpoint manager home screen select the Real-Time Protection menu item under Reports

  • You will now see Real-Time Protection Reports page
  • The Reports provide you with a number of different ways to view information about the sensitive data which has been found
  • There are four ways to group the information

    • By device on which the data was found
    • By pattern for which the protection task was looking when it found the data
    • By file name of the file in which the data was found
    • By user name of the user account under which the Ascema agent was running
  • When you first open the reports the information will be grouped by Device as shown above

  • The highlighted group button will show you how the data is currently grouped for display
  • With the data grouped by Device there is a summary row labelled with the name of each device for which sensitive data has been found
  • Alongside each of the summary rows is an arrow icon which you can select to expand the information for that row
  • Having selected the arrow icon expanded information for the row will be displayed
  • As the report is still grouped by Device this will show all of the sensitive information items which have been alerted for that device
  • The report now displays a number of items which have been detected and the current data management status for each
  • Where a single file contains more than one alerted item it will have a futher arrow icon which you can use to expand out the display to see the details per item of data
  • For files with multiple items the report shows a number in brackets against the type of data found indicating how many items matching that pattern have been detected and alerted.
  • Selecting the arrow icon next to a file will expand the report out so you are able to review the individual matched instances within the file
  • In this example there are five items which were detected as NHS Numbers
  • Each item of data can have a different status to show where it is in the resolution process
  • In this example two of the items within the file have been marked by the user to indicate that they are allowed to have that content
  • Each data item also has an information icon diplayed next to it
  • When you place your mouse pointer over the information icon you will be able to see full details of the data which has been alerted.

Using data groupings to view Search Reportslink

The Search Reports have a number of ways to group data which you can use to help you when managing the process of resolving the potentially confidential data which has been found. Select the display grouping you prefer from the grouping menu near the top of the report page.

  • When you would like to see data grouped by the likely type of sensitive data which has been found select the Group by Pattern button
  • Your data is now displayed grouped according to the pattern the protection task matched against
  • Each group can be expanded out and the detail information revealed using the same controls as described above.
  • When you would prefer to see the data grouped by the name of the file in which it has been detected select the Group by FileName button
  • Your data is now displayed grouped according to the names of the files it was found in
  • Each group can be expanded out and the detail information revealed using the same controls as described above.
  • If you would prefer to see the data grouped by the user under whose name the Ascema agent was running which detected the potentially sensitive data select the Group by User button

Filtering for values within a groupinglink

For each way in which you can group data there is a corresponding filter which you can use to limit the data displayed to just that which you want to view

  • Enter text or partial text for the value you wish to filter on
  • The report will respond by excluding all rows which do not include the filter value

Filtering Search Reports by Statuslink

Each potentially sensitive data item which has been identified by the Ascema system has a status associated with it, representing where that item is in the resolution process. While managing the overall process of resolution across an organisation it can be very useful to filter the items displayed to show only those which currently need to be acted on.

  • The Filter By Status control gives you one slider button for each status which data items might be in
  • In their default positions all the slider buttons are enabled and all data items will be displayed
  • Clicking on a slider button will switch it to the off position and data items in that status will no longer be displayed
  • If for example the slider buttons are all switched to off except for the User Resolved button then only data items which have been resolved by the user but not yet confirmed resolved will be displayed
  • In this example only one device currently has data items marked resolved by the user and awaiting confirmation.
  • The information on this Search Report can be grouped and the rows expanded to see further details in the same way as the unfiltered report
  • If there are no data items currently in the filtered status then a blank report will be displayed

Filtering Search Reports by Search Task Instancelink

The Search Reports can be filtered to show only the results from specified Real-Time Protection tasks.

  • On the Search Reports page click the Select Task Instances button
  • A menu of available Task Instances will be displayed

  • By default all the Real-Time Protection Tasks are selected
  • Tasks can be selected or unselected individually be clicking on each instance row
  • Alternatively you can unselect all instances using the Unselect all instances button which will leave the menu clear for you to select only the instances you want
  • When you select just a single instance then only the data items found by that search instance will be shown on the Search Report
  • In this example having selected a NHS Number task only those items found in by that protection task are shown on the report
  • The information on this Report can be grouped and the rows expanded to see further details in the same way as the unfiltered report
  • If there no data items were detected in the filtered tasks then a blank report will be displayed

Exporting Search Report resultslink

While the Real-Time Protection Reports give you a number of ways to view your information about sensitive data sometimes you will need to put that information into another format so you can produce written reports or combine information from other sources.

  • From the Ascema Enpoint manager home screen select the Real-Time Protection menu item under Reports
  • Group and filter your report as described above until you have just the information which you wish to export
  • Select the Export link on the report page
  • The export dialog will then be displayed
  • You may enter a filename for your export
  • You may enter a sheet name for the export which will be used if you export to a spreadsheet format such as Excel
  • Select the Export filetype type dropdown menu to see the available file types you can export into

  • Select the file type from the list
  • Select the export button

  • The file will be created in the normal place your browser stores downloaded files.

Info

Due to the nature of the information you are downloading the spreadsheet file types will often produce the most useful results; such as Microsoft Excel, OpenDocument Spreadsheet or CSV files