Handling Search Results on Identity Finder

Video Instructions for Working with Your Search Results

Viewing Search Results

Once Identity Finder has completed searching your computer for protected data, it will display a Search Summary screen, where you can see the number of “matches” Identity Finder found on your computer.

Search Summary screen

Click on “Advanced” to be taken directly to your search results.
Once you click on “Advanced”, Identity Finder will display any results it has found in the: (a) Results Pane, (b) Preview Pane which details each item and (c) Properties Pane which provides all of the relevant information about each item including the location, type and value of the result.

Properties Pane

 

What to Look For

While looking over your search results you should keep a look out for any data found that falls under the following categories:

  • Social Security Numbers
  • Credit Card Numbers
  • Bank Account Numbers
  • Driver's License Numbers
  • Dates of Birth

Not everything that Identity Finder flags will turn out to be protected data. For example, Blackboard course numbers have 9 digits, like Social Security Numbers, and Identity Finder will flag them as potentially protected information. This is why you need to go through the list of items Identity Finder finds and review each item for the proper action.

Filtering Your Results

After you have been presented with the search results you will have the ability to filter them by identity type, location type, or both. Start by clicking on the Filter Results button in the ribbon.

Filter Results button in the ribbon.

To filter by identity type, click on the drop-down menu that says All Identity Types.

Drop-down menu that says All Identity Types

To filter by location, click on the drop-down that displays All Location Types.

Drop-down that displays All Location Types.

False Positives

Sometimes Identity Finder detects files that contain data in a pattern similar to the form of some types of protected data, but which do not actually contain such data. These are referred to as “false positives”.
One example of a false positive is an employee ID number, also called an EMPLID. EMPLIDs contain 9 digits - just like Social Security Numbers - though they typically begin with several zeros. An example of an EMPLID is 000017538. EMPLIDs are not protected information, and are considered to be a false positive.

Working with Your Results


No Results Listed

Though this is generally a good sign, if no results are found by Identity Finder on your computer this does not guarantee that your computer does not contain protected data. It simply means that the patterns used by Identity Finder to search your computer did not find any results. You still have a responsibility to protect the protected information of yourself and others.

Navigating Identity Finder’s Results

You will need to review and take action on each item Identity Finder has found on your computer. Though this may be time consuming, leaving this data on your computer puts yourself and others at high risk for identity theft. Once you have dealt with the search results, subsequent searches will go quickly and will likely have few if any results.
To examine an item in Identity Finder, click on the line for the item in the Preview Pane (a).

View of search results

The Preview Pane shows the following information:

  • File type icon (Word, Excel, PDF, email, etc.)
  • Location of the file on your computer
  • Date the file was last modified
  • File size (in KB)
  • Identity Type Icon (VISA, Mastercard, SSN, bank account, etc.)
  • Identity Match (the actual protected information found)

Once you have selected an item, you can see the protected information in context in the Preview Pane (b). This will give you more information about the protected data Identity Finder found. You can also see more information about the file containing the protected data in the Properties Pane (c).

You can take the following actions with each result in Identity Finder:

  • Shred: deletes the file containing protected information from your computer
  • Scrub: removes the protected information from the file, but leaves the file on your computer
  • Ignore: adds the item to a list of findings to ignore on subsequent searches
  • Quarantine: allows you to move the file to a secure location (e.g., Bay folder)

Shred

Shredding a file removes it completely from your computer. When a file has protected information in it and you wish to remove it from your computer, you should utilize the Shred feature.

Shredding a file containing protected information is the appropriate action to take when you no longer need the file or the protected information it contains.

NOTE:  It is not possible to "undo" a Shred.  Shredded results cannot be recovered.  Once you shred something, it is permanently erased.

To shred a file, make sure the desired item is selected in the Results Pane and then click Shred in the Main ribbon.

Shred in the Main ribbon

Scrub

Scrubbing a file removes the protected information from the file, but otherwise leaves the file intact on your computer. When a file hasprotected information in it and you need to keep the file, you may want to utilize the Scrub feature.

Scrubbing a file containing protected information is the appropriate action when you no longer need the personal information but want to keep the file.

NOTE: Scrub is only available for specific file types, including Word, Excel, and text files. Scrub is not available for Email, PDF, or other file types.

To scrub a file, make sure the desired item is selected in the Results Pane and then click Scrub in the Main ribbon. If the Scrub button is grayed out, it means that the scrub action cannot be applied to that file type.

Shred in the Main ribbon

Quarantine

Quarantining a file allows you to keep a file containing protected information by moving it to a secure location, like a departmental Bay folder. When a file has protected information in it and you wish to securely move the file to another location, you should utilize the Quarantine feature.

Quarantining a file is the appropriate action when you need to keep files containing protected information.  However, quarantine is not available for all file types, particularly emails.

NOTE: Quarantine will move your file and shred the original so that it cannot be recovered by anyone who gains access to your computer.  It is important to quarantine files to a location that is highly secure, such as a Bay user folder, an encrypted drive or a storage device to which unauthorized individuals do not have access.

To quarantine a file, make sure the desired item is selected in the Results Pane, and then click Quarantine in the Main ribbon.

Quarantine in the Main ribbon

Quarantine file pop-up

You will be asked to select a location to move the file to. Click on the “...” button in order to choose a location.

Browse For Folder pop-up

Make sure to select a secure location, such as a Bay folder to ensure that your file is securely stored.

If the Quarantine button is grayed out, it means that the Quarantine action cannot be applied to the file (this is particularly true of email files).

Ignore

Ignoring a file leaves the file and any protected information it may contain on your computer, and marks it to be ignored on subsequent searches. When Identity Finder identifies a ‘false positive’, you should utilize the Ignore feature.

What is a "false positive"?

Sometimes, Identity Finder detects files that contain data in a pattern similar to the form of some types of protected data, but which do not actually contain such data.

One example of a false positive is an employee ID number, also called an EMPLID. EMPLIDs contain 9 digits - just like Social Security Numbers - though they typically begin with several zeros. An example of an EMPLID is 000017538. EMPLIDs are not protected information, and are considered to be a false positive.

Ignoring a file is the appropriate action when Identity Finder mistakenly identifies a file as containing protected information.

NOTE: Ignored matches are added to an approved exception list, the Ignore List, so that they will not pop up as results in subsequent scans.

To ignore a file, make sure the desired item is selected in the Results Pane and click Ignore in the Main ribbon.

Ignore in the Main ribbon

 

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Details

Article ID: 11685
Created
Mon 3/14/16 11:57 AM
Modified
Mon 7/6/20 11:39 AM