How Data Discovery Tools Can Help Zero-in on Data Non-Compliance

 

Modernizing Data Storage and Security: Best Practices and Tools

In many organizations, traditional data storage methods have often been ad-hoc, with inadequate attention to data security procedures. Take the example of banks and the payment card industry. During customer enrollment, data is typically collected on physical forms and then manually entered into the system, often in an unencrypted format. These forms may also be scanned and stored without specific guidelines on secure storage or internal emailing, making the data vulnerable.

A significant number of data breaches occur due to the inadvertent storage of sensitive data. Sensitive data includes any information whose unintended disclosure, modification, or loss could result in significant financial, legal, or reputational impacts on an organization or individual. This encompasses Social Security Numbers (SSNs), credit/debit card numbers, Personally Identifiable Information (PII), passwords, biometric data, medical records (PHI), state identification card numbers, trade secrets, and digital signatures.

Securing sensitive information in today’s digital world is far more complex than simply locking a file cabinet, especially with the widespread use of cloud computing. Despite taking all precautions with online accounts and identifying information, data can still end up in various data management systems, where it becomes vulnerable to theft or leakage.

At SISA, we have scanned thousands of computers, servers, storage devices, emails, and databases, identifying sensitive data in audio files, images, screenshots, scanned copies, log files, temporary files, recycle bins, spreadsheets, text files, XML files, web pages, compressed files, and more.

Common Risks and Examples

Consider a company that designs an application to avoid capturing sensitive data. However, running the application in debug mode might inadvertently capture such data. Simple instances like an employee emailing sensitive information to a colleague can also pose risks. According to Shred-it’s 2018 State of the Industry Report, 84% of C-suite executives and 51% of Small Business Owners in the US cited employee negligence as a significant information security risk. This threat is further amplified when employees work remotely.

In our work scanning voice data for organizations such as BPOs, banks, and insurance companies, we often find sensitive data embedded in recorded voice conversations. Similarly, we frequently discover sensitive data in image formats like .jpg, .gif, .png, and .bmp. Companies can avoid such breaches by actively observing their practices and incorporating data discovery programs.

The Challenge of Compliance

Becoming compliant involves strict guidelines that mandate no redundant or unauthorized data be stored in the system. Uncovering non-compliant data is challenging as it is often hidden in obscure systems or buried under layers of folders. Manual searches are impractical due to the vast volumes of data organizations possess. Manual methods are only effective on a sample basis, impacting their effectiveness and accuracy.

The Risks of Free Tools

Some organizations attempt to save costs by using free open-source tools for payment data discovery. While these tools are better than manual methods, they carry risks, such as introducing malware, which can severely compromise company data.

The Importance of Trusted Data Discovery Tools

For companies involved in issuing or processing payment data, non-compliance can have dire consequences, including heavy penalties and severe reputational damage. For public companies, a data breach can drastically lower share prices and hurt revenue and profits. Therefore, the best approach is to use a trusted data discovery tool to ensure compliance.

Features of an Effective Card and PII Data Discovery Tool

1. Comprehensive Scanning: The tool should scan all types of data storage locations, including file systems, databases, and email servers.
2. Identification Capabilities: It should identify various types of cardholder data, such as credit card numbers, expiration dates, and CVV codes.
3. Reporting: The tool should generate reports showing where cardholder data is located and who has access to it, aiding compliance with PCI DSS and identifying potential security risks.

Taking Action

An effective data discovery tool should not only identify non-compliant data but also mask, truncate, or delete unencrypted payment card data. It should also generate reports to meet PCI DSS compliance.

Steps for Managing Sensitive Data

1. Know Your Files: Track the type of sensitive data stored and identify servers or storage devices that usually contain these files.
2. Evaluate Your Retention Needs: Consider if there is a business, contractual, legal, or compliance need to retain the file.
3. Erase Unneeded Sensitive Data: Delete files containing sensitive data if they are no longer needed. Less is more when it comes to sensitive data.
4. Protect Retained Data: Encrypt data that needs to be stored, limit access on a need-to-know basis, avoid storing sensitive data on removable media, and perform regular scans for sensitive data.

SISA Radar: A Solution for Data Governance

• Comprehensive Scanning: SISA Radar scans any type of sensitive data in a single interface.
• Advanced Features: Incorporates AI/ML, Named Entity Recognizer, and OCR capabilities for streamlined data classification.
• Scheduled Scans: Allows scheduling scans at regular intervals to ensure continuous compliance.
• Integrated Solutions: Detects, masks, truncates, and deletes unencrypted data from the network.
• Scalability: Supports installing agents for multiple simultaneous scans, ideal for large organizations.
• Flexibility: Suitable for small and medium-sized companies with options for agentless or remote scans.
• Accuracy: Minimizes false positives with AI & ML features and a customized algorithm.

Continuous Data Discovery

Data discovery is not a one-time activity. Implementing a data discovery program and maintaining basic habits can significantly prevent accidental data exposure and breaches. If you’d like to see how SISA Radar can help ensure superior data governance and compliance, sign up for a free trial of our data discovery tool.

For a deeper understanding of zero trust security, its principles, and best practices, read our latest whitepaper on “Six Best Practices for Effective Implementation of Zero Trust Security.”