Using Identity Finder at Case Western Reserve University
Contents
1. l D Location Date Modified size B Identity Match lt Preview Pane x L B c documents and settings kxz19 desktop ccns valid txt 9 21 2009 671 bytes Multiple Matches 32 E 347647118329721 1 fj 370063284565264 1 fi 370691765949506 1 E 375711113965643 1 E 376302851670063 1 E 4024007126631414 1 o 4294993303317 1 4485373503581925 1 o 4532593240821 1 o 4532793880874648 1 o 4532922295809382 1 o 4539319276198856 1 4539679941099 1 1 1 1 1 1 1 1 1 1 1 1 1 Please select one of the matches in this location o 4556370604784 o 4556379567415771 o 4556698818885734 4556740926115974 4716321130977447 o 4838358862265 5194949894253015 5208356795533491 5237220966951939 5308739653126293 5328782809104034 5494485536875466 cens valid txt Date Modified 9 21 2009 Encrypted with EFS Text Document Size 671 bytes Read only Cuuner RI ITI TTA Adeninicty steve Hidden If you need to keep the file but can use it without the Restricted data contained within it click the Scrub action to remove the Restricted data from the file The data will be replaced by a series of X s The Scrub action does not work for every file type The version of ID Finder for Mac does not have this feature so Mac users must redact files manually The scan results appear For each file you must decide how to handle the Restricted data within it Only those Actions that are activated can be used I2. Remote Machines Ignore Scheduling Logging Resources Remove Remove All OK Cancel App Help A No item selected Date Modified N A N Size NJA Owner N A The Settings window appears This screen is used to define values for any identity that can utilize the OnlyFind search The Add Identity dropdown box allows you to select an identity to define In this example a specific driver s license number can be entered Click the Add button to save it Ea The value is added to the list of OnlyFind identity type values Click the OK button to apply these settings Page 25 User Manual Case Western Reserve University Page 26 P Case WESTERN RESERVE ort Mother s t i Maiden 7 Some identities can only be utilized with OnlyFind For example the Passport Number identity can only be used when an OnlyFind value is defined because there isn t a defined format for passport numbers Identity Finder Tools ae a amp Removable Custom Remote ol ts Drives Folders Machines F The Locations tab allows users to define where the Identity Finder scans on a machine This includes files emails browsers the Windows Registry My Computer My Documents removable drives custom folders remote machines compressed files and email attachments Click the Configuration tab Configuration CASE WESTERN RESERVE Using Identity Finder at ANE RSS T esr 1826 Case West
3. Step Action Click the Filter Results button Page 28 CASE WESTERN RESERVE Using Identity Finder at Case Western Reserve University 3 All Identity Types ki Social Security Number ouch Credit Card Mumber sr ACO EJ Password 3 Search filters appear above the scan results Click the Search For All Identity Types list All Identity Types zs Credit Card Number EJ Password Click the Search For All Location Types list All Location Types 4 All identities are available for filtering in the dropdown list Select an identity to see only the matching scan results Social Security Mumber aT All Location Types z iti F Files amp Compressed Files Messages amp Attachments 3 Browser Data 06 E Windows Registry 06 The dropdown list contains the locations where identity matches can be found Select a location to see scan results that are only in that location To remove filter settings click the Filter Results button Page 29 User Manual versi CASE WESTERN RESERVE Case Western Reserve University re MD Location Date Modified Size D Identity match O Esi c documents and settings kxz19 desktop travel_voucher office 2007 xlsx 9 21 2009 28 KB 522 12 5673 1 EE Eita E 247647118329721 E 270063284565264 E 270691765949506 E 75711113965643 E 276302851670063 o 4024007126631414 4294993303317 o 4465373503581925 o 4532593240821 45327938008
4. Page 12 Wy CASE WESTERN RESERVE Using Identity Finder at s 8 Case Western Reserve University i K ON a DE Identity Finder Main Identities Locations Configuration Tools Stop Filter Collapse Status Shred Scrub Secure Quarantine Recycle Ignore T Results All Rows Window g z search Display Actions Fa G Location Date Modified Size D Identity Match a Preview Pane 0 B cdocurments and settings icz1 9 desktop ccns valid txt 3 21 2009 671 bytes E m Matches 32 pE ma i 376302851670063 a A E E ONNO E E E A7 0063254555264 13 To begin reviewing your scan results click on the first row in the results screen The location of the data is indicated by the icon on the left of the row and the file path that follows The data found is indicated by an icon and by displaying the actual data In the example above the first row on the results screen 1s a text file that contains SSN s All data including the Restricted data IdentityFinder has flagged as an identity match will appear in the search results and in the Preview Pane If you do not want the full identity match displayed on your screen refer to the Mask Matches options described in Step 14 of the Advanced Scanning section In the case that multiple matches are found in a single file the matches are displayed in a drill down list Click on the first incidence of restricted data in the drill down list to see its information Preview Pane 63
5. 26 2010 11 32 Music 69 Mozilla Thunderbird Shortcut 2 25 2010 1 07 F Pictures S Snagit 8 Shortcut 2 9 2010 11 12 amp videos i Snap 10 Professional Shortcut 4 20 2010 10 41 A Spark Shortcut 1 8 2010 8 52 Al v Ww Homegroup b File name PEURA AAG ia Hide Folders Page 3 User Manual Case Western Reserve University 5 The Save As dialogue box appears Select a location to save the installation files that you will be able to locate later such as the desktop WMA CASE WESTERN RESERVE me UNIVERSIT Y 826 ident_setup4 exe from softwarecenter case edu Estimated time left 1 sec 17 5MB of 30 7MB copied Download to Temporary Folder Transfer rate 8 64MB Sec Close this dialog box when download completes Open Open Folder Cancel The installation files will begin to download on your machine Download Complete ident_setup4 exe from softwarecenter case edu Downloaded 30 7MB in 4 sec Download to C Users kxz19 ADS Desktop ident_setup4 exe Transfer rate 7 69MB Sec _ Close this dialog box when download completes Run Open Folder Page 4 W CASE WESTERN RESERVE Using Identity Finder at s 8 Case Western Reserve University When the installation files have completely downloaded to your machine the Download Complete dialogue box will appear Click the Run button fe HET Framework v2 0 Or Above Not Found Eg You must install WET Framework v2 0 in order to continue Identi
6. Finder at Case Western Reserve University Introduction For more than 20 years Case Western Reserve s administrative and academic operations used Social Security Numbers SSN s in student academic records In 2007 a revised student information system was implemented which replaced SSN s with a 7 digit student identifier to serve as the Student ID number Concurrent with this student system development a new policy for SSN use and management http www case edu its security docs ssn_usage html was created to eliminate the use of SSN s out of major business process not associated with finance and tax and thus reduce risk of misuse disclosure or loss of records containing SSN s However as Information Technology IT systems audits and three major security incidents in 2008 and 2009 have proven these types of data persist in the IT environment at case and thus create a significant risk of identity theft for persons in the Case community including staff students faculty and alumni In 2009 2010 the University President and Provost have called for the removal of all non sanctioned SSN s in university data systems and Information Technology Systems ITS has been given the task of implementing a program to identify and remove all old SSN based files that are outside of the ITS infrastructure central databases and servers and found on desktops laptops and even handheld devices where they are at risk for disclosure This campus wide prog
7. s Adobe amp Microsoft Discounted Software For Case Students amp Employees EE Fi Adobe Acrobat Professional 9 0 amp Local intranet Protected Mode Off After logging in to the Software Center and agreeing to the End User License Agreement you are taken to the list of available software titles Locate Identify Finder 4 and click the Windows Download button Download information about Identity Finder 4 will appear Scroll to the bottom of the page Click the Download Identity Finder 4 link Page 2 CASE WESTERN RESERVE Using Identity Finder at IEEE RELEE sii Case Western Reserve University equirements ater Windows Server 2003 or 2008 or Windows 2000 with SP 0 of download php from softwarecenter case edu Completed File Download Security Warning Do you want to run or save this file E Name ident_setup4 exe Type Application 30 7MB From softwarecenter case edu While files from the Internet can be useful this file type can potentially harm your computer If you do nottrust the source do not run or save this software What s the risk 4 Click the Save button Organize 7 New folder P Favorites Name Item type Date modified E Desktop I Libraries J ERP Student Trail a Homegroup Jb ERP Training Kristen Zuro J ITS Training amp Computer ra Network S Libraries a Adobe Acrobat 9 Pro Shortcut 4 5 2010 1 34 Ph lt Local Document Identity Finder Shortcut 4
8. scan your computer for restricted data using the Scan Wizard in Identify Finder Identity Finder Profile Password Identity Finder Profile Sign In Your Profile allows you to save your settings and automatically use your Profile Password when securing results or saving reports you will be asked for this password when Identity Finder starts and when opening secure results and reports identity Open Identity Finder Type your Identity Finder password into the Enter Password field If you do not have a password click Skip Click the OK button The Identity Finder application window appears Click the Start dropdown button to activate the menu Page 18 W CASE WESTERN RESERVE Using Identity Finder at s 3 Case Western Reserve University Click the Start Search Wizard menu item A Start Search Wizard Identity Finder Wizard Automatic Search Using AnyFind A4nyFind will find automatically find the selected identities of the selected types regardless of whose yn they are and without any information from you w x AnyFind Searching AnyFind will automatically find any personal information for the following identities vf Social Security Numbers Bank Account Numbers E Mail Addresses wl Credit Card Numbers Driver Licenses Phone Numbers 7i Passwords Dates of Birth Personal Addresses AnyFind Worldwide Searching Would you like to choose additional identities to find any personal information from speciic co
9. 02051670063 SF 0063264565264 379711113965643 370691765949506 Discover 601126094 16s2592 601124665252 7549 BOLL 1143772072 The Preview Pane displays a preview of the file containing the restricted data The restricted data is highlighted If the file does not need to be kept click the Shred button to destroy it This is the preferred option for Case users of Identity Finder Page 13 User Manual Case Western Reserve University CASE WESTERN RESERVE Identity Finder Shred File 4 shredded file can never be recovered Are you sure you wank to shred this File cens valid txt Always shred files Yes Mo GAB Dienas Frill ikera Page 14 A confirmation screen appears Click the Yes button to shred the file To change actions click the No button You can click the Always shred files checkbox option to automatically shred files without confirmation whenever the Shred action is selected Ves A confirmation screen appears Click the OK button To bypass this screen in the future click the Don t show this again checkbox option Select the next row in the scan results Determine how it should be handled In this example this file is text file that contains the names and SSN s of students If the file must be kept and it is not usable without the restricted data click the Secure dropdown button to activate the menu CASE WESTERN RESERVE Using Identity Finder at aes 826 Case Weste
10. 48019 1 E 149847306 1 E 149849955 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Please select one of the matches in this location E 154848189 155844257 157864300 158067189 158824067 Gy 158843853 159703489 Gy 160700277 160705624 J 163706100 166703937 167705242 172703123 testdata_deidentifiedassignments for advisors xls Date Modified 9 21 2009 Encrypted with EFS H 1 Microsoft Office Excel 97 2003 Worksheet Size 77 KB Read only Owner BUILTIN Administrators Hidden Some locations may contain more than one instance of restricted data In that case a drill down list is provided to display each instance In this example an Excel file contains mutliple instances of SSN s be kept select the first row that contains the drill down list and click the Scrub button All restricted data will be removed from the document and replaced with X s Continue addressing all rows in the scan results until each item is addressed If it is determined that this file will be useful without its restricted data and should Page 16 CASE WESTERN RESERVE Using Identity Finder at Case Western Reserve University Main J Identities Locatior O F amp i Start ste top Filter Collapse 41 7 Results All Rows Wi search Display 26 You may save your scan results at any point in your review by clicking the Save button in the upper left corner of the application window Your remaining ite
11. 74646 o 4532922295809382 4539319276198856 o 4539679941099 o 4556370604784 o 4556379567415771 o 4556695818885734 o 4556740926115974 o 4716321130977447 o 4838355862265 5194949894253015 5208356795533491 5237220966951939 5308739653126293 5328782809104034 CAMAAOLCOVLOVLOALS When more than one scan result match is found in a particular file location a drill down list appears containing the multiple matches Any multiple match row can be expanded or collapsed using the plus or minus sign to its left p p ee ee ee M M ee ee ee ee ee ee ee ee ee ee ee ee ee To collapse all drill down menus in a scan and therefore see only the first lime of multiple match drill down menus in the scan results click the Collapse All Rows button To expand all multiple match rows click the Expand All Rows button Identity Finder settings Scheduling Loc l p Reset Results Z Matches we FF ne View Columns Advanced Options 12 The Configuration tab contains settings for how the results view and Preview Pane are displayed Page 30 CASE WESTERN RESERVE Using Identity Finder at IES 826 Case Western Reserve University Location Type 5 Location Date Created Date Modified i Date Accessed d v Size Owner Attributes Group Identity Type Identity Match Match Quantity The Results Columns dropdown menu contains a list of the
12. ESTERN RESERVE Using Identity Finder at aes 826 Case Western Reserve University Advanced Scanning This process demonstrates the settings that can be used to run an advanced scan of a machine It is not necessary for Case employees to use advanced scanning methods as the software is pre defined with the search settings required for the identification and elimination of restricted data Procedure Use this process to scan your computer for restricted data using advanced search options in Identify Finder Identity Finder Profile Password 7 p Identity Finder Profile Sign In Your Profile allows you to save your settings and automatically use your Profile Password when securing results or saving reports You will be asked for this password when Identity Finder starts and when opening secure results and reports Enter Password Open Identity Finder Type your Identity Finder password into the Enter Password field Click the OK button 0E The Identity Finder window appears Click the Identities tab to customize your scan search options K TO A DE Identity Finder Main 2 m Locations Configuration Tools a E sswore iz eee of a ae Mail a are rs World Custom MultiFind Account Licenser Bith Number Address Address Number Maiden Wider Type Mode AnyFind and OnlyFind Identity Types Advanced The Identities tab contains the types of restricted and sensi
13. MINO X Dates of Birth A Passport Numbers X United Kingdom WHS Locations af E Mails Browsers SM Windows Registry wf Files and Compressed Files My Documents and Settings lt Back Finish Cancel Help The Confirmation screen displays the Identities and Locations that will be scanned by ID Finder If you find an error click the Back button to locate and correct it Otherwise click the Finish button Finish Page 21 User Manual Case Western Reserve University Ya CASE WESTERN RESERVE UNIVERSITI 236 Identity Finder Status identity Searching cdocuments and settings kx219 local settings application datajupdeve dikristen d4bb 3 4ac 114594a40 dummy xml prowess 5 Overal 05 06 Locations Containing Identity Makches Total Locations Searched 0583 Total Identities Found 0 Files 583 Messages 0 elBrowser Data O ES Compressed D Ph Attachments O TE Social Security 0 _ credit Card oO Ei Password 0 15 Identity Finder begins searching your machine for sensitive data Its progress including files scanned and data types found will appear in this window You may continue with other tasks on your machine while the scan takes place When the scan is complete Search Results will appear and the review can proceed E E This completes the process of using the Scan Wizard to scan your machine using Identity Finder End of Procedure Page 22 CASE W
14. OnlyFind search option select Yes If not click No Click the Next gt button Identity Finder Wizard Locations Choose the items and locations on your computer where you would like to search yes LAL Locations v Files and Compressed Files fe E Mails and Attachments v Browsers Windows Registry File Locations My Documents and Settings My Computer lt Back Next gt Cancel Help 1 The Locations group box determines where ID Finder will search on your machine for restricted and sensitive data The preference of Case is to search Files and Compressed Files Browsers and Emails and Attachments Page 20 K CASE WESTERN RESERVE Using Identity Finder at s 3 Case Western Reserve University The File Locations group box determines where on your machine that ID Finder will look for the locations selected above The preference of Case is to search the My Documents and Settings file locations Contact your department s IT administrator before you scan networked file shares and server side Home directories Identity Finder Wizard Confirmation Please review your lections below and click Finish to begin your search To make changes click ye Back ack Identities 4 Credit Card Numbers Driver Licenses X Mother s Maiden Names wf Social Security Numbers Phone Numbers X Australia TFN af Passwords E Mail Addresses Canada SIN M Bank Account Numbers Personal Addresses X United Kingdom
15. Searching Locating next file to search Progress Overall 0308 Locations Containing Identity Matches Total Locations Searched of211 Total Identities Found 0 D Files 210 Messages 0 E3 Compressed 1 Byattachments 0 social Security 0 Credit Card 0 EJ Size NJA Owner NJA Identity Finder begins searching your machine for Restricted data By Case determined default it searches for Social Security Number SSN and credit card number CCN data in the files compressed files messages and attachments that are found on your computer and within the machine s settings Its progress including files scanned and data types found will appear in this window F No item selected Date Modified N A US You may continue with other tasks on your machine while the scan takes place Page 9 User Manual Case Western Reserve University CASE WESTERN RESERVE Identity Finder Search Summary Xx Identity Finder has completed its search and Found Identity Matches that require your attention Search Results Summary Total locations searched during this session 96702 Locations containing at least one match a 3 Total number of matches across all locations Please choose how you would like to proceed Feonnorenceasncocecces When the scan is complete the Search Results Summary will appear It displays the locations searched on your machine and the matches found wi
16. by File Type Location Date Modified or any other column chosen in the Results Columns menu 20 This completes the process of sorting and filtering scan results End of Procedure Page 32 K CASE WESTERN RESERVE Using Identity Finder at 3 Case Western Reserve University Appendix For additional information on the Identify Finder software or on Case s policies with regard to handling and storing Restricted data please use the following links Detailed user manuals for both the Windows and Mac versions of Identity Finder can be accessed online Windows http www identityfinder com help client index html Mac http www identityfinder com help mac index html Manufacturer s homepage http www identityfinder com Manufacturer s online demonstration http www identityfinder com demo index html For information about information security at Case Western Reserve University go to the Information Security Office homepage http securityaware case edu Case Policy on Use of SSN in IT Systems http www case edu its security docs ssn_usage html Examples of Restricted Information http blog case edu its security 2007 02 27 restricted_information_examples Case Policy on Information Tiers and Sensitivity http www case edu its security docs information_types html Tier III Basic Security Controls DRAFT Standard network host configurations for systems handling or storing Restricted information especially SSN s a
17. columns that can appear in the scan results Columns can be added or subtracted Click on a column without a checkmark to make it appear in the search results Date Created The Preview Pane contains a preview of a file with restricted data when it is selected To move the Preview Pane click your left mouse button on the header and drag the mouse until you reach the desired location for the pane Click on a column name that has a checkmark next to it to make it disappear from Page 31 User Manual Case Western Reserve University Way CASE WESTERN RESERVE Preview Pane Boulder CO 80309 0111 Office Phone 303 555 5555 Fed ID 5S5N Email Address john cleese python org Personnel Category Warrant Delivery Code Step Action you release the mouse the pane floats on the search results It can be moved to any location on the screen re The Properties Pane can also be closed completely by clicking the Properties Pane button To reset the search results to the default view click the Reset View button EID aan _ _ papusi size 7 O isije ments and settings kxz19 desktopitra ay vel_voucher office 200 Fixlsx 2 ko i O E C PE and settingsikxz19local settingsitempo cens 20valid 1 txt TE l 67l rae a Multiple M Matches Search results can be sorted in the display area by clicking on the column header by which you would like them sorted Items can be sorted
18. dentity Finder Profile Password New Identity Finder Profile Your Profile allows you to save your settings and automatically use your Profile Password when securing results or saving reports You will be asked for this password when Identity Finder starts and when opening secure results and reports Enter Password Confirm Password identity Page 8 Immediately after installation Identity Finder will open The Profile Sign In screen appears It is recommended that users create a password for Identity Finder This protects the results of scans from possible disclosure Type your Identity Finder password into the Enter Password field and again in the Confirm Password field If you choose not to have a password click Skip Click the OK button DK The Identity Finder application window appears It is not necessary to create or change any settings in the application The default settings have been pre programmed by Case Click the Start button CASE WESTERN RESERVE Using Identity Finder at RISE ROD ton thas Case Western Reserve University Q Sle F Identity Finder x z Main Configuration Tools o 41 Y m Se So tae L l Pause Stop Filter Collapse Status Shred Scrub Secure Quarantine Recycle Ignore z Results All Rows Window Search Display Actions ee eee ee ml l Location Identity Finder Status identity
19. ern Reserve University Q G lal Identity Finder a Main Identities Locations Configuration Tools Settings Scheduling Reset Results y View Columns ging Eoo Matches 7 Pane PE Log Step Action 14 The Configuration tab allows users to define advanced application options and edit the appearance of scan results Locations Configuration Tools Enable Mask Matches Show Last Four Characters Only Masked Identities Mask All Match Types in Preview For example the Mask Matches menu contains options for masking or disguising restricted data Enable Mask Matches Click the User Guide button to see the manufacturer s directions for using Identity Finder 17 This completes the process of using advanced scanning options End of Procedure Page 27 User Manual a MA CASE WESTERN RESERVE Case Western Reserve University Sorting and Filtering Scan Results This process demonstrates how to sort and filter scan search results Sorting and filtering can be used by end users to better identify and eliminate or secure the data that is most vulnerable on a machine Procedure This process demonstrates how to sort and filter the results of a scan in Identity Finder L First perform the scan and wait for the results to appear Close the Status Window when complete Qas Main Identities bacati kn Start Stop Filter Collapse Status bs Results All Rows Window Search Display
20. ersity General Information Technology Services Way CASE WESTERN RESERVE Click the Select button Page 6 Wy CASE WESTERN RESERVE Using Identity Finder at ae EE ee r 1826 Case Western Reserve University Identity Finder Profile Password an New Identity Finder Profile se your Profile sked for this esults and dentity Finder Manual e A link to the Identity Finder User Manual has been placed on your desktop You may also find documentation on the Software Center Documentation Depot Would you like to open the Identity Finder User Manual now Identity Finder will open on your desktop A message will appear indicating that a 17 link to the Identity Finder manual has been placed on your desktop This manual will provide direction as you run your first Identity Finder scan and evaluate the results It 1s specific to users at Case Western Reserve University 18 This completes the process of downloading and installing Identity Finder For instructions on running your first scan and evaluating the results please see the Basic Scan and Review of Results document End of Procedure Page 7 User Manual Case Western Reserve University Wy CASE WESTERN RESERVE Basic Scan and Review of Results This process demonstrates how to open Identify Finder perform a scan and review scan results Procedure Use this process to scan your computer for Restricted data using Identity Finder I
21. f on CASE WESTERN RESERVE J EST 182 6 Using Identity Finder at Case Western Reserve University Created on 4 27 2010 9 20 00 AM COPYRIGHT amp TRADEMARKS Copyright 1998 2009 Case Western Reserve University Information Technology Services Customer Service and Support CAPS ERP W CASE WESTERN RESERVE Using Identity Finder at s 3 Case Western Reserve University Table of Contents Using Identity Finder at Case Western Reserve University ccccccscssssssssccsees 1 DUPER OC CUI OMN ists otesen E E E E E A E E E AE A E E 1 Bae OPO e octentahexcesvescetsevessceccacersteesseeetesxincdieonesecsceneteatassess 1 Installing and Setting up Identity Finder ccc eccccccccccccccccccceeeaeesseeseeeeeccceeeeeeeeeaaaaeaeeeseeeeeeeeeeseeeaeaas 2 Basic Scan and Review of RES ues sacssscssnccandntereenstsnsuendswtenwes secawewbereensbenteetdwsebeenes CENAE EEEE 8 Advanced OPHONS wescesvcecsvsuvevesavercvetessvevcsscuvecversevevesssesdvetessvtucssvsvecdersstesesseetdvel RA 18 NS iia LMS SAIN WV r E E E ET A A E E EE 18 Advanced SCANTINE 2555 a steaecmtnacaa aescinguatan neaua a E E E ENEA E e iEn 23 Sorting and Filtering Scan Results cccccccccccccccecceceeeeeesseeeeeeececeeeeeeesesaaaaessesseeeeeeeeeeeeeeeeeaaaaaeeeesses 28 PA PD CUOIN PPE EE EREA AEEA A I EE E AEE AE EE A EATI E E TA 33 Page iii W CASE WESTERN RESERVE Using Identity Finder at s 3 Case Western Reserve University Using Identity
22. f you do not need to keep a file that contains SSN s click the Shred action to completely destroy the entire file It cannot be recovered once shredded The Shred action overwrites the file on the disk drive Please Note In accordance with the University SSN Policy most faculty and staff are no longer authorized to maintain Restricted data unless it is protected by Tier IM Controls http www case edu its security docs tier3_controls html Page 11 User Manual Case Western Reserve University MA CASE WESTERN RESERVE Q 7 Identity Finder Wain 2 Identities Locations Configuration Tools OFO a Start Stop Filter Collapse Status Shred E Secure Quarantine Recycle Ignore 7 Results All Rows Window search Display Actions 10 If the file must be kept and cannot be used without the Restricted data contained within it click the Secure action to encrypt the file in the associated file format It can then be opened with a password that you specify or your Identity Finder password should not be used by end users Quarantine Recycle Use the Ignore action to ignore a file with data that provided a false positive The file will not be enumerated on subsequent scans 11 The Quarantine and Recycle actions do not meet the standards for security or disposal that are sought by the implementation of the Identify Finder Product at Case These actions neither encrypt nor destroy Restricted data consequently they
23. ms will be saved to an idf file and you can continue addressing them at another time When all restricted data found by the scan has been addressed the message There are no items to show will appear in the search results pane There are no items to show Run a scan once more to report any additional results If nothing is found your immediate task is complete Scan your machine in weekly to monthly intervals in the future to address any new restricted data on your machine This completes the process of scanning your machine for restricted data using Identify Finder End of Procedure Page 17 User Manual Case Western Reserve University a CASE WESTERN RESERVE Advanced Options The following processes are included in this documentation as a courtesy for end users who wish to use Identity Finder at an advanced level or to search for personally identifiable information that is not a part of the Case search defaults It is not necessary for Case end users to use these directions unless additional knowledge of Identity Finder is desired Using the Scan Wizard This process demonstrates how to use the Scan Wizard in Identity Finder The Wizard is an option for users who wish to use more than the search options that have been programmed to default for use at Case Western Reserve University It offers the same options as an advanced scan but in a traditional Windows Wizard format for ease of use Procedure Use this process to
24. nd CCN s http www case edu its security docs tier3_controls html Page 33
25. perating Identity Finder Finder Before beginning for the first time it is suggested that you backup your system i e Carbonite in case you mistakenly remove any data that is needed Also note that if you have data that is in a Page 1 User Manual Case Western Reserve University CASE WESTERN RESERVE UNIVERSITI 12h Legal Hold status you should scan your machine but DO NOT REMOVE any data from it until you have conferred with University Counsel Installing and Setting up Identity Finder Procedure Use these directions to download and install Identity Finder CASE EDU HOME DIRECTORIES SEARCH i CASE WESTERN RESERVE UNIVERSITI fk SOFTWARE CENTER Software Center Home Software Center FAQ oftware Center News Case Help Des Important Links ict of Available Software Titles Documentation Depot View software specific to your platform Windows Mac OS Linux MS cele 7 aaa 7s Finder 4 REQUIRED FOR ALL FACULTY amp STAFF Compatibility Chart s You can download this software title a total of 2 more times Lab Manager Requests Ry VPN Information se anala e Norton AntiVirus 11 for Macintosh REQUIRED FOR ALL FACULTY amp STAFF MS Campus Agreement fy a Case Help Desk Aw es Join the Mailing List Symantec Protection 11 0 5 for 32 bit Systems REQUIRED FOR ALL FACULTY amp STAFF e A Symantec Endpoint Protection 11 0 5 for 64 bit Systems REQUIRED FOR ALL FACULTY amp STAFF m
26. ram for SSN Abatement begins in October 2009 The Identity Finder application meets some of the objectives for removing old SSN based data in IT systems and reduces the risk of data loss through theft malware infections and inadvertent online disclosure of sensitive Restricted data A definition of Restricted data can be found at http blog case edu its security 2007 02 27 restricted_information_examples Identity Finder works like an anti virus product The client software installs locally and communicates logs to a management reporting console operated by the Information Security Office ISO It scans local and external storage media hard drives for patterns that match SSN s Credit Card numbers CCN s password files and other potentially sensitive information that could lead to the risk of identity theft The users will then be given the option of destroying old SSN data files redacting Restricted data from the files or moving the data to a secured folder Of primary interest to Case is the search for SSN s with CCN s being of secondary interest Basic Operation This section of the manual will demonstrate how to download the Enterprise version of Identity Finder from the Case Software Center http softwarecenter case edu and install it on your Windows machine Then it will review the basic steps to scan a machine and review the results of a scan These are the steps that Case Western Reserve employees should follow when o
27. rn Reserve University E Quarantine Recycle Ignore Secure with Profile Password Secure with Alternate Password 20 Determine how to secure this file Select either the Secure with Profile Password or Secure with Alternate Password list item Secure with Profile Password Secure with Alternate Password If you determine that multiple scan result rows can be addressed with the same action select each row by clicking in the checkbox to its left O Location Date Modified Size D Identity Match Ei EJ c documents and settingsikxz191desktopissn_hyphen_name txt giz 12009 49 bytes g Multiple Matches 24 34 3241 653 44 7563 E 524 34 3241 so 653 44 565 os Pui Select the appropriate action All selected rows will be handled with that action In this example two text files containing SSN s can be shredded at once Page 15 User Manual Case Western Reserve University CASE WESTERN RESERVE Q CF lel Identity Finder ao x Main Identities Locations Configuration Tools gt ai mm eed mpn l E 5 i E E Start Stop Filter Collapse Status Shred Scrub Secure Quarantine Recycle Ignore Results All Rows Window x S Search Display Actions Eloise Date Modified Size D Identity match lt Preview Pane x E 102742719 1 E 104780928 1 E 108743376 1 E 117422133 1 E 126805183 1 E 129729048 1 E 135900836 1 E 135905654 1 E 137964267 1 E 146907223 1 E 148845873 1 E 1488
28. thin those locations It is now your responsibility to review the matches found during the scan but you do not have to do it all at once To save your scan results so that you may systematically review them click the Save As button Save the scan results in a location on your computer where they can be found again The file will be saved in the idf type and by default will be secured by the Identity Finder Profile Password if one was indicated Click the Save button Save B y Identity Finder Search Summary Identity Finder has completed its search and Found Identity Matches that require your attention Search Results Summary Total locations searched during this session 23208 Locations containing at least one match 10 Total number of matches across all locations Please choose how you would like to proceed Es a Wizard Advanced Save Os Reminder To review your scan results click the Advanced button This option will allow you to review your individual results one by one and make an appropriate decision as to the handling of each instance of sensitive data Page 10 CASE WESTERN RESERVE Using Identity Finder at 826 Case Western Reserve University Q i DE Identity Finder x v Main Identities Locations Configuration Tools G iii pe i B z Y PrE LG Start Sto Filter Collapse Status Shred Scrub Secure Quarantine Recycle Ignore Results All Rows Window Search Display Actions
29. tive data for which Identity Finder can search Page 23 User Manual Case Western Reserve University MA CASE WESTERN RESERVE To activate an identity with its system default settings click its respective button Each Identity also has a dropdown button The content of the menu that subsequently appears depends on the nature of the Identity Phone E Number Add eH Customize AnyFind EH Customize OnlyFind For example the dropdown menu for the Driver License identity has the ability to do perform an AnyFind which will search for any data in the format of a driver s license number or an OnlyFind which will search for a specific drivers license number Page 24 Click the Customize OnlyFind menu EH Customize OnlyFind CASE WESTERN RESERVE Using Identity Finder at ALE 826 Case Western Reserve University Main Identities Locations Configuration Tools 7 Date of Phone E Mail Personal Passport Mother s World Custom MultiFind Settings j POA FIL Rae 63278 p passwe y 87 0894 654545 Profile View and manage your OnlyFind identities Popular Performance Include the following identities in the OnlyFind search Actions Add Identity E Driver License x ada AnyFind Example HeHHtHeee e g 92837412 MultiFind Identity Type Personal Information File Types E Mails Browsers Registry Custom Folders
30. ty Finder installation Press OK bo install WET Framework v2 0 Press Cancel to exit the Identity Finder installer ceal If you do not have Microsoft NET Framework version 2 0 or above on your machine you will be required to install it before proceeding If your computer has NET installed you will not see this message Click the OK button Your machine will automatically begin downloading the NET setup files The NET setup window appears Click the radiobutton to ACCEPT the terms of the License Agreement I have read and ACCEPT the terms of the License Agreement Click the Install button Install gt When the installation process has finished you will receive a message that setup is complete Page 5 User Manual Case Western Reserve University 15 Before Identity Finder can run you must select your school or department from the list that appears Click on the appropriate item Please select a school department Please select the school or department where this computer is registered This selection i required to Indicate your compliance with the University SSN policy Case School of Engineering College of Arts and Sciences Weatherhead School of Management Frances Payne Bolton School of Nursing Case School of Dental Medicine School of Law School of Medicine Enrollment Management Graduate Studies Kelvin Smith Library Student Affairs Human Resources Campus Services Controller s Office Univ
31. unties Yes No The Identity Finder Wizard appears This window determines what identities will be looked for during the scan An Identity is a type of sensitive information such as a Social Security Number SSN An AnyFind Search is one where Identity Finder locates any data that resembles an Identity that is selected for scanning Of primary interest to Case Western Reserve University is the removal of SSN s and Credit Card Numbers CCN Select any other identities for which a scan is appropriate on your machine Click the Next gt button Page 19 User Manual Case Western Reserve University Way CASE WESTERN RESERVE Identity Finder Wizard OnlyFind Search Using Your Personal Information OnlyFind allows you to find additional identity types by entering specific personal information ye LS OnlyFind Searching OnlyFind will find only the personal information you provide for these additional identities Driver License E Mail Address Passport Number Date of Birth Personal Address Mother s Maiden Name Phone Number Would you like to provide personal information to find any of the above identities Yes No The OnlyFind search option allows you to enter specific personal data for which ID Finder can search on your machine For example you can enter personally identifiable information such as your driver s license number or mother s maiden name If you are providing personal information for the
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