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Product Tip Tuesday: Monitoring Data Oversharing With BetterCloud


April 26, 2022

2 minute read

PTT DataOversharing

It’s not conjecture to say that SaaS has changed the way that we work forever. Today, it’s insanely easy to spin up a business-critical document from a web browser and share it with our colleagues. The problem, though, is that it’s insanely easy to spin up a business-critical document from a web browser and share it with our colleagues.

It also doesn’t take long for files containing sensitive data to proliferate across your entire SaaS portfolio. Last year, respondents to our 2021 State of SaaSOps Survey reported a 1944% year-over-year growth in files containing personally-identifiable information (PII).

This leaves IT with several critical questions to answer:

  1. How can you get an accurate understanding of which and how many public or external files contain PII data such as Social Security numbers, tax IDs, or passport numbers (just to name a few)?
  2. When you discover that some of those public or external files are being shared willy-nilly, how can you take proactive measures to mitigate data oversharing?

These are just a few reasons why so many BetterCloud customers leverage our File Audits and Target Content Scans functionality. BetterCloud currently supports Content Scanning for the following providers:

  • Google Drive
  • Box
  • Slack
  • Dropbox
  • Office 365

In the images below, you’ll see that we’ve used filters to search for specific file types and criteria that we’d like to audit for. BetterCloud offers over 95 pre-defined data sets, but you can also leverage our keyword search or create your own custom expression if you’d like to get even more granular. 

Targeted Content Scans are ideal if you’d like to audit a group of 100 files or less for the content that you specify. File Audits in BetterCloud enable you to scan all files that meet a set of criteria.

In the image above, you’ll see that we’re scanning all of our Public and External documents. BetterCloud’s File Audit functionality enables you to narrow your scan to specific integrations, file owners, and additional stakeholders that the documents have been shared with. You can also create alerts to automatically monitor sharing of sensitive content outside your org and even automate the remediation of any discovered anomalies.

An overwhelming majority of IT practitioners have told us that a lack of visibility into user activity and data is their top challenge. File Audits and Targeted Content Scans in BetterCloud make it easy to address that challenge proactively—and ultimately, gain a long-term understanding of how sensitive data flows through your SaaS environment.

Want to see how File Audits and Targeted Content Scans work for yourself? Schedule a demo.