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UIT is rolling out and offering an Identity Finder console version that provides a view of scan results for your entire department, school, or division. The new system will allow Information Stewards to scan many computers and communicate results to their colleagues. It is not a required change and UIT will continue to support the individual version that is currently in use. Manually running Identity Finder on workstations and laptops can be tedious. The new, centralized version enables administrators (Information Stewards or their delegates) to scan multiple computers automatically. The scan can run in the background with negligible performance impact on the user’s computer. This change will make Identity Finder a managed service rather than an individualized effort, reducing risk and making compliance easier and more cost effective. the The centralized console will not be able to view, edit, or delete sensitive data. Instead, the console will only show the location of the sensitive file on the end user's machine. The Information Stewards or their delegates must work with the individual end-users to clean up any files.
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Once you have logged in, select your division so that you see results for that to view results from your group.
Open the "Reports" tab and from the "Reports List" choose "All Findings Grouped By User".
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You will see a list of all the users in your department or group with results. Note the user or users with the highest number of results.
Now open the "Results" tab and click on "Filter".
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After clicking "OK," a list of the results sorted by username will appear. If there are results you recognize as false positives, you can remove them from the list. Right click and then to choose "Remove" and then "Exclude Rows".
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Once you have filtered the results to include only those which you believe contain sensitive data, call the end-user or users to notify them. You can give them the file locations so that they can view the files and choose to keep or delete them. Users are not required to remove the information from their computers. It is suggested that Information Stewards call or speak in person with users rather than emailing them so that there is no record of the files which contain the sensitive information.
Exporting Results and Scheduling Routine Scans
Remembering to run scans every month or quarter might be difficult. There is an option in Identity Finder to export results to a CSV file on a regular schedule. Though this will not give you access to the full functionality of the console, it is a convenient option. Receiving the export could also serve as a reminder to log into the console to review the results. To export a scan, first go to the Results tab and click Export.
Then enter the output name, email address, and subject for the email. Choose CSV as the output format. This will allow you to open the files in MS Word, Excel, or other text editors. After the form is complete, click on "Schedule"
This will allow you to set a particular day and time that you would like to run the scans. Be sure to pick a day of the month or Identity Finder will scan every day. If you do not want to scan monthly, click on the ellipsis and choose the months in which you would like to scan. Information Security recommends running monthly or quarterly scans, as shown here.
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