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Product Tip Tuesday: How to Find & Protect Personally Identifiable Information (PII) in G Suite, Box & Slack

July 2, 2019

2 minute read


This week, we’re back with Product Tip Tuesday to talk about Content Scanning for personally identifiable information (PII).

End users have the ability to create content with sensitive data (such as PII, PHI, etc.). But it’s difficult for IT admins to get visibility into where that data lives—or worse, if it’s being shared publicly or externally.

According to our recent State of Insider Threats in the Digital Workplace 2019 report, 75% of IT professionals believe that the biggest security threats lie in cloud storage, file sharing, and email. Without the proper context into their users and data, IT and security teams are unable to take the appropriate remediations when data is exposed. This kind of exposure can be devastating for businesses. It can result in compliance violations, hefty fines, loss of customer trust, reputational damage, and more.

That’s where Content Scanning comes in. With BetterCloud’s Content Scanning, admins can get insight into what documents their end users are sharing and if they contain any sensitive PII. Admins are able to search through content in G Suite, Box, and Slack for mentions of Social Security numbers, passport numbers, credit card information, email addresses, names, and more. BetterCloud provides hundreds of preset regular expressions out of the box for admins to select from, including the ability to narrow down their search by categories and region.

With the ability to scope these alerts to specific areas, IT teams can determine whether the files are shared publicly or externally and then create remediation paths accordingly.

Here’s an example of a Content Scanning workflow we created to find (and protect) public Drive files containing Social Security numbers:


Here’s another example of a Content Scanning workflow for sensitive Box files. This one finds and remediates financial information that’s publicly shared:

For more information, check out this Help Center article on Content Scanning.

Note: Content Scanning is only available on our Pro and Enterprise Editions.