Smart Classification in FileCloud
FileCloud offers a variety of advanced features to support data visibility and governance. One of these advanced features is Smart Classification, which can be found under the Governance dashboard in FileCloud.
Enabling Smart Classification will trigger FileCloud's built-in classification engine that scans and assesses uploaded data. Based on metadata sets and classification rules put into place by the environment administrator, the engine will apply metadata tags, which can then trigger a variety of automated actions, such as DLP rules, retention policies, and workflows.
Use Case: Tag Files with PII and Limit Sharing
For example, an admin leveraging FileCloud’s Smart Classification can create a rule to automatically scan uploaded content for Personal Identifiable Information (PII), such as social security numbers, credit card numbers, birth dates, driver’s license information, and more. If the classification engine finds these patterns in a document, it applies the relevant metadata tag, “PII.” Subsequently, the admin can create a share policy to restrict sharing outside of company users if a file is tagged with PII, as a means of protecting data from being leaked.
Use Case: Tag Files with DoD Security Clearance Stamps
Another example: if you use the Compliance Center to support compliance with ITAR, one requirement is to correctly classify ITAR-sensitive content. You can support compliance with this requirement by creating a custom rule to classify files based on their security clearance stamp. With metadata set up for Confidential, Secret, and Top Secret, files can be identified and tagged for at-a-glance data governance and automated security.
What if all the content uploaded to a specific folder needs to be tagged as Sensitive?
FileCloud supports that use case too.
Use Smart Classification to Tag All Documents Uploaded to a Folder
A defense industrial base contractor working with the DoD and subject to ITAR requirements will generate and process a large variety of documents. They may not all have clearance stamps, but they still need the same or similar levels of protection.
For this particular use case, Smart Classification can be used to identify sensitive documents within a particular ITAR folder.
Setting up Metadata and Folder Architecture for Smart Classification Tagging of Files in a Designated Folder
1. To begin, we confirm that a metadata set exists with an attribute for “Sensitive.”
2. For users, once a metadata attribute is created, their interface will also change for affected files:
3. Next, we confirm that a Team Folder exists to hold all of our ITAR content:
In this example, the name of our user account is companydata. The ITAR Content Team Folder holds two items: a sub-folder called Test Visibility and a PDF called FileCloud Security.
With the metadata attribute and Team Folder confirmed, we can now create a new Smart Classification rule.
Creating the Smart Classification Rule to Tag Files in a Designated Folder with Metadata
To create this classification rule, we must first go to the Smart Classification menu in the admin UI and open the rule builder.
Rule name: Auto classify ITAR
Automatic execution: Toggle to enable
Filters:
Applying a filter for a specific folder in your environment tells the classification engine where to apply the rule. For this use case, we need to set the root path for the desired Team Folder. We also need to set the File Full Path option to “starts with”. This will ensure that the classification rule applies to all contents within the folder, including files and sub-folders.
In this example, our ITAR Content folder has the following root path: /companydata/ITAR Content.
We'll hit next at this point to continue to the next step in the Classification Rule Builder.
Classifier: Default
Classifier patterns: Match RegEx: *
Hit Next to continue to the third step in the builder.
For this use case, where we want to classify all folder contents instead of telling the engine to search for a particular pattern within files, we need to switch to the code editor for the Classifier condition.
After selecting this option, the builder will replace “Add condition | Add Group” with a text box. In the box, we'll type “true.” Doing so will trigger the classification, regardless of the actual content of the files.
Then we set the match action for the ITAR Content folder and the metadata tag, "Sensitive" and toggle to enable.
Finally, we set the non-match action: ITAR > Sensitive. We leave this button toggled off.
Now, every file uploaded to the ITAR Content folder will be tagged as “Sensitive.”
This applies to any metadata attribute that fits your organization’s requirements. We used the attribute “Sensitive” for this example use case, but this type of rule can extend to different paths and tags as required.
FileCloud Smart Classification: Flexible & Powerful
Smart Classification in FileCloud provides a powerful and flexible way to automatically classify and protect your organization's sensitive data. Whether you need to tag files containing PII, mark documents with security clearance levels, or ensure all content within specific folders maintains proper classification regardless of content, FileCloud's classification engine can handle it automatically.
By creating Smart Classification rules based on folder paths and metadata tags, you can create a robust system for data governance that requires minimal manual intervention while maintaining maximum security and compliance.
The example we walked through demonstrates just one of many possible implementations - the possibilities are virtually limitless based on your organization's specific needs and compliance requirements. With Smart Classification, FileCloud continues to support security and efficiency for enterprise content management.
Interested in learning more about FileCloud for content governance and compliance?
Register for a Free Trial | Watch On-demand Demo | Contact a Sales Engineer
Article written by Daniel Alarcon, Senior Manager, Customer Success and Enablement
Edited by Katie Gerhardt, Jr. Product Marketing Manager
By Katie Gerhardt
Jr. Product Marketing Manager