Tackling Dark Data on Shared Drives, Microsoft and Box with Automated Governance

Greg Wilson

ASG and BigID recently hosted a series of executive roundtables where we demystified how to track down unstructured data living on Shared Drives, SharePoint, Box, and other collaborative content sources. 

As life moves further online and the explosive growth of records continues, many organizations are rethinking how they find, classify and manage critical, personal and sensitive information. The rise of remote work due to COVID-19 has presented challenges for companies needing to locate unstructured customer information, which is often scattered across the enterprise on SharePoint, Microsoft 365 and Shared Drives. While many companies have had initial success improving the management of structured data, many struggle when it comes to addressing privacy regulations for their vast stores of enterprise documents and records. 

ASG and BigID recently hosted a series of executive roundtables where we demystified how to track down unstructured data living on Shared Drives, SharePoint, Box, and other collaborative content sources. Our experts shared insights about reducing privacy risk and automating compliance for enterprise’s content and files. Here are some of the key takeaways from the roundtable: 

Bring Outlying Documents and ‘Dark Data’ into Your Governance Practice 

According to IDG, by 2022, 93% of all data will be dark and unstructured, so organizations need to make it a priority to understand all of the data they house within documents and records. The entirety of your data should be scanned, audited, and classified to understand its usefulness and whether it needs to be governed. By applying advanced machine learning and deep data insight, BigID transforms data discovery and data intelligence to address data privacy, security, and governance challenges across all data types at a petabyte-scale. You can automate manual processes, sift out the potentially valuable data, reduce risk, create rules in your governance practice to learn how the data could be useful, and establish appropriate ways to protect, manage and monitor it for compliance.  

Extend Information Governance and Data Privacy to Shared Drives, SharePoint and Microsoft 365 

Remote workers often can’t store data in a secure location, such as a content repository, so they house it on Shared Drives, SharePoint, Teams or Microsoft 365. These user-generated and user-managed documents are often widely shared inside and outside of the organization and can be challenging to classify properly. Companies need to elevate their governance strategies to understand what data they have across shared documents and records (Microsoft Word, PDFs, PPTs, spreadsheets, etc.) and ensure they store and collect it in accordance with privacy regulations. This process requires a tool with the right capabilities.  

Automate Migration, Legal Holds, Redaction and Disposition Policies Based on Classification Insights 

Securing and protecting personal and sensitive identifiable information (PII and SPI) is a priority in today’s increasingly regulated world. As more personal information is collected, the more it needs to be managed and masked. This can be a simple process when you have automation on your side. Migration, legal holds, redaction and disposition processes can be automated with ASG Content Services (Mobius) based on a set of defined business rules and user roles. This includes predefined personal and sensitive content sets such as names, addresses, telephone, gender, marital status, social security numbers, etc. 

Leverage Personal Information Knowledge for GDPR Data Access and Deletion Rights Fulfillment  

The EU General Data Protection Regulation (GDPR) introduces new, complex constraints for enterprises. Organizations must: 

  • encompass privacy considerations in their data governance programs 

  • automate privacy compliance processes and reporting  

  • ensure accurate fulfillment at scale of the new class of data subject rights—including rights for data deletion 

With ASG and BigID’s Privacy Aware Governance solution, enterprises can tackle each of these constraints by connecting companies’ data governance policies and business context with granular, up-to-date data knowledge for enhanced data trust and insight at scale. By combining capabilities of information management with BigID’s ability to discover, classify and correlate data based on its relationship to individuals, enterprises can avoid falling into a dark data vortex. Thus, extracting valuable information from this untapped data and automating compliance practices across Shared Drives, Microsoft and Box. 

If you want to know more about how ASG and BigID can help you identify where sensitive information resides in documents across your enterprise and how to take action to govern it properly, check out this data sheet and blog. Interested in attending one of ASG’s events? You can find all the upcoming webinars, roundtables and other events here