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DDC Administration

Managing Scans

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Please Note:

Managing Scans

You manage scans through the Scans page, which is accessed by clicking the Scans link in the Data Discovery sidebar on the left.

From the Scans page you can:

Viewing Scans

The list view of the Scans page shows the number of:

  • Scans with the number of executed and unexecuted scans.
  • Executed scans with the number of scans containing sensitive and non-sensitive data.
  • Scanned data objects with the number of sensitive and other data objects.

Click the refresh button to refresh the displayed information.

The list view of the Scans page shows the following details:

ItemDescription
NameName of the scan.
ProfileNumber of classification profiles.
ScheduleSchedule of the scan.
Last ScanTime when the scan last ran.
DurationTime taken to complete the run.
StatusStatus of the scan. The status could be Completed, Processing, Failed, Stopped, Unscanned, Validating, or Pending.

Use the Search text box to filter scans. Search results display scans that contain specified text in their names.
By default, scans are listed in ascending alphabetic order of their names.
Scans can be sorted by their name, last scan time, duration, and status.

Adding Scans

To add a scan, navigate to the Scans screen (Data Discovery > Scans). Click the +Add Scan button to open the Add Scan wizard.

In the wizard, you have to go over these configuration steps for each scan that you add:

  1. General Info - Name the scan and give a short description.

  2. Select Data Stores - Select which data stores will be scanned.

  3. Add Targets - Narrow down the scan scope by selecting specific scan targets.

  4. Select Profiles - Choose which Classification Profile you want to scan for.

  5. Schedule Scan - Configure when you want your scan to run.

General Info

  1. In the General Info screen, the wizard asks you to specify a unique name for the scan and to give it a short description:

  2. Name - The name must be longer than two characters and up to 64 characters.

  3. Description - optional description of up to 250 characters.

  4. Click Next to move on to the Select Data Stores screen.

Select Data Stores

The Select Data Stores screen lists all data stores in tabular form. By default, no data stores are selected. The table has three columns:

  • Data Store Name: Lists available data stores (with their number).

  • Type: The type of the data store, such as Local Storage, Network Share, etc.

  • Agent: Displays the Agent that is connected to that data store. In this column, you can also see if the Agent is ready (that is, if the data store is ready).

To select a data store to scan:

  1. Search for the desired data stores by specifying the search criteria in the Search box. The search results will be displayed in the table under it.

  2. Select a data store for the scan by selecting the corresponding check box. Similarly, select multiple data stores, if needed.

    Use the Selected only toggle switch to display only the selected data stores or all data stores (if the switch is 'off' all data sources are displayed).

  3. Click Next to move on to the Add Targets screen.

Add Targets

In the Add Targets screen you can review a list of the data stores that you selected for the scan. By default, the scan will scan the entire data store, and this wizard step allows you to narrow down the scan scope by selecting specific targets for your selected data stores. The Add Targets screen is divided into three columns:

  • Data Store: The list of selected data stores.

  • Targets: Any selected specific target for the listed data store. "Full DS" indicates that no specific target has been selected, that is, the entire data store will be scanned. If you have added a scan target for the data store, it will be listed after you expand the data store row (by clicking the arrow button next to the data store name, on the left).

  • Add Target Path: In this field you can type in a specific target and add it to the scan parameters. Scanning of this data store will be limited to the added target only.

    Any scan target that you add must be valid, otherwise the scan will fail. For more information on what a valid scan target is, see Target Format Limitations.
    For performance sake, try running smaller scans and then generate a report in which you aggregate them. You may schedule a different scan per Data Store and/or per Classification Profile and/or subpaths (such as folders and tables) in the original scan path.

  • To add a scan target for a selected data store:

  • Type your scan target in the Add Target Path field.

  • Click the Apply button on the right to add the target.

Repeat this to add more scan targets for that data store, if needed.

  • To remove a scan target for a selected data store:

  • Click the arrow button next to the data store name for which you want to remove a scan target.

  • Click the Remove link on the right of the scan target to remove it.

  • Use the Enable Remediation toggle switch to enable remediation for the selected target.

    Remediation is currently only supported on local storage type data stores. In case of other types of data stores the Enable Remediation switch will not be displayed at all.

The Enable Remediation switch is only active when remediation is supported and properly configured on the data store where you want to enable remediation. Otherwise, you will not be able to switch it on. The various messages displayed on mouse over on the inactive switch provide you the information on the reason for it being inactive, such as:

  • "No CTE Agent installed in the host" - There is no CTE Agent installed on the data store. Install a CTE Agent and configure a GuardPoint for the target.
  • "Outside of a GuardPoint" - A CTE Agent is installed but there is no GuardPoint configured for the target. Go to the Transparent Encryption application and configure a GuardPoint for the data store or target.
  • "CTE Agent or GuardPoint disabled" - In this case, the CTE Agent and/or the GuardPoint exist but are disabled.

For more information on the CTE Agent and configuring GuardPoints, refer to the "Managing GuardPoints" topic on the CipherTrust Platform Documentation Portal.

  • Additionally, this message appears after switching off the Enable Remediation toggle for a previously enabled target:

    "Previous encryption is kept. Remediation won't be updated."

    For detailed information on how DDC uses remediation, refer to Remediation.

  • To move on to the Select Profiles screen, click Next.

    Make sure that you do not have nested target paths in a scan for the same data store. This can affect the performance of the scan and you can get duplicated data in the reports.

Select Profiles

The Select Profiles screen lists all classification profiles in tabular form. By default, no profiles are selected. The table has three columns:

  • Classification Profile Name: Lists available profiles. Items marked with a letter "T" are predefined classification profile templates. For more information about these templates, see "Classification Profile Templates". The other items are custom classification profiles.

  • Infotypes: Displays the number of information types associated with the profile.

  • Sensitivity: Displays the sensitivity level assigned to this classification profile. See "Sensitivity Levels" for more information.

To select a classification profile for the scan:

  1. Search for the desired profiles by specifying the search criteria in the search box. The search results are displayed in the table under it.

  2. Select profiles for the scan by selecting the check boxes corresponding to desired profiles.

    Use the Selected only toggle switch to display only the selected classification profiles or all classification profiles (if the switch is 'off' all classification profiles are displayed).

  3. Click Next to move on to the Schedule screen.

Schedule Scan

  1. In the Schedule screen select the frequency with which you want the scan to run. The options are:

    • Manual: Select to run the scan manually. This is the default setting. In this case the scan will be run whenever you manually launch it from the Scans screen. For more information about running a scan manually, see Running Scans.

    If you select Run Now, the scan will be run just once after the scan is added successfully.

    • Scheduled: Select to specify a schedule for the run. The scan will be run automatically on the specified schedule. When Scheduled is selected, the following fields appear on the screen:

      • Increment: Select the increment pattern of the run. This is a mandatory field. The options are Daily, Weekly, and Monthly. By default, Daily is selected.

      • Every: Specify when the run should repeat. This is a mandatory field.

      For example, if Daily is selected as Increment, enter 2 to run the scan once every two days. If Weekly is selected as Increment, enter 2 to run the scan once every two weeks. Similarly, if Monthly is selected as Increment, enter 2 to run the scan once every two months.

      • Time: Specify the time when the run should start. This is a mandatory field. Specify the time in 12-hour format.

      • Time Zone: Select a time zone form the drop-down list.

      • Starting: Specify the day when the schedule should start. This is a mandatory field. By default, Today is selected. To specify a particular start date, select On this date, click the calendar icon, and select the date.

      • Ending: Specify the day when the schedule should end. This is a mandatory field. By default, No End is selected. To specify a particular end date, select On this date, click the calendar icon, and select the date.

    A scan cannot run unless there is an identified Agent for every data store included in the scan. If it fails to run, check the status of different data stores included in the scan.

  2. Click Save to complete adding the scan.

As a result, the newly created scan appears on the Scans page. By default, scans are displayed in alphabetic order by name. Depending on the number of entries per page, you might need to navigate to other pages to view the newly created scan. By default, the Status of a newly created scan is Unscanned.

If your CM system clock does not match the Agent's system clock, your scans will not run as scheduled, so it is highly recommended to set up a NTP server to synchronize the clocks. This can be achieved in CM through the Admin Settings -> System -> NTP. For details, refer to the Thales CipherTrust Manager Administrator Guide.

Target Format Limitations

What is a valid scan target depends on the data store type. In this section we give you a few tips to have in mind.

Database data sources

When adding scan targets for database data sources (IBM DB, Oracle, andMS-SQL):

  • Note that table names are case sensitive but schema names are not case sensitive.

  • Oracle data stores accept only tables as scan targets.

  • IBM DB and MS-SQL data stores accept schemas or tables as scan targets.

  • For Oracle and IBM DB2 it is recommended to set the path in uppercase if the database is configured as case-insensitive.

Cloud data stores

  • For Hadoop and AWS S3 type data stores, you can configure a scan to use a specific file as a scan target.

  • For Azure Blob type data stores you can only specify containers as scan targets.

Big Data stores

Due to known Teradata limitations Data Discovery cannot scan the following Teradata internal databases:

  • SYSJDBC
  • All
  • TD_SYSXML
  • DBC
  • TDStats
  • TD_SYSGPL
  • PUBLIC
  • SQLJ
  • SYSBAR
  • Default
  • SYSLIB
  • TD_SYSFNLIB
  • LockLogShredder
  • tdwm
  • TDPUSER
  • External_AP
  • EXTUSER
  • dbcmngr
  • SystemFe
  • SysAdmin
  • TDMaps
  • TDQCD
  • Crashdumps
  • Sys_Calendar
  • viewpoint
  • TD_SERVER_DB
  • console
  • SYSUDTLIB
  • SYSUIF
  • SYSSPATIAL

Office 365 Sharepoint Online data stores

In case of Office 365 Sharepoint Online type data stores, you need to understand how resources in a Office 365 Sharepoint Online storage are organized and managed.

For sites, /:site gets appended whenever a root site collection, non-root site collection and sub-site locations are added. The location can be probed without explicitly adding /:site in the path field.

Every site collection has List and File folders and to access their content /:site/:list and /:site/:file should be used respectively.

Use the following formats to create your desired scan target paths:

  • All lists

    //:site/:list

e.g.:

http://xxxxxx/testdata/:site/:list
  • A list

    //:site/:list/

e.g.:

http://xxxxxx/sites/test/:site/:list/Site Pages
  • All files

    //:site/:file

e.g.:

http://xxxxxx/testdata/:site/:file
  • A folder

    //:site/:file/

e.g.:

http://xxxxxx/testdata/:site/:file/SharedDocuments
  • A file

    //:site/:file/

e.g.:

http://xxxxxx/sites/test/subsite1/:site/:file/EHIC.rtf
  • A file in a folder

    //:site/:file//

e.g.:

http://xxxxxx/testdata/:site/:file/Shared Documents/cards/Amex.odt

or

http://xxxxxx/testdata/:site/:file/Shared Documents/2001P11.pdf

Running Scans

To run a scan, navigate to the Scans screen (Data Discovery > Scans). Scans can be run either manually or automatically at a scheduled time.

  • To run a scan manually:

    1. Search for the scan to run.

      Use the Search text box to filter scans. Search results display scans that contain specified text in their names.<> By default, scans are listed in ascending alphabetic order of their names. Scans can be sorted by their name, last scan time, duration, and status.

    2. Move the mouse pointer to the row that contains the scan. The Run Now button appears. This button disappears as soon as the mouse pointer is moved out of the row.

    3. Click Run Now.

As soon as the scan is initiated, its status becomes Pending.

To configure a scan to run automatically, refer to the information in Schedule Scan.

Scan Statuses

The status of the scan changes in the sequence: Unscanned > Validating > Pending > Running now / Paused / Stopped > Processing > Completed / Failed.

StatusDescription
ValidatingChecking if all the data stores are ready.
PendingScan is pending and the linked data stores are being contacted. Depending on factors such as the network connectivity, this stage may:
Complete in a flash. You may not see it on the Scans page.
Remain for some time in this state.
Running now / Paused / StoppedScan is running, or is paused or stopped.
ProcessingScan is processing the collected data.
Completed / FailedScan run is successful or has failed.

Potential Problems When Running Scans

  • Ready/Not Ready data store: A scan cannot run unless there is an identified Agent for every data store included in the scan. Such a data store has the status Ready. A scan that has at least one data store that is Not Ready will fail to run, and display an error. If more than one data stores associated with a scan are Not Ready the system will fail on the first scanned data store that is Not Ready and will not check the remaining data stores.

  • Disabled/Enabled data store: You can manually deactivate a data store. Such a data store has a status Disabled and it will not be scanned. A scan that has several data stores associated will still run (without an error) even if one or more data stores are Disabled as long as at least one data store is enabled, but it will only scan the enabled data stores. A scan with all data stores Disabled will not run at all.

  • Hadoop file access rights: You get a "data store path not accessible" error when scanning a Hadoop data store that has a Hadoop file configured as its scan target, if you do not have access rights to that file.

  • IBM, Oracle and MS-SQL - empty table or schema: You get a "table or schema not accessible" error when scanning an empty table or schema.

  • IBM, Oracle y MS-SQL - case sensitive table name: In these data stores database schema names are not case sensitive, but table names are case sensitive.

  • Scans that identify more than 500.000 Sensitive Data Objects may fail with a generic error: In such cases, we recommend splitting the scan into smaller scans.

Editing Scans

To edit a scan:

  1. Log on to the DDC console.

  2. Open the Data Discovery application.

  3. In the left pane, click Scans. The Scans page is displayed. This page lists available scans.

  4. Search for the scan to edit.

  5. Use the Search text box to filter scans. Search results display scans that contain specified text in their names.

    By default, scans are listed in ascending alphabetic order of their names.

    Scans can be sorted by their name, last scan time, duration, and status.

  6. Click the overflow icon (ellipsis) corresponding to the desired scan. A shortcut menu appears.

  7. Click View/Edit from the shortcut menu.

    The selected scan is displayed, with its configuration settings distributed over these sections (which are exactly the same as the steps of the Add Scan wizard):

    • GENERAL

    • DATA STORES

    • TARGETS

    • CLASSIFICATION PROFILES

    • SCHEDULE

  8. Click Expand All to expand all sections or a plus button (+) in the section in which you want to edit the scan configuration to expand just that section. For information on the available settings, refer to "Adding Scans".

  9. Make the desired changes and click Save Changes to save the changes.

    When you edit a scheduled scan that was disabled, it gets automatically enabled.

    When you edit a scan, you must run it again to see the corresponding report.

Removing Scans

  1. In the Scans screen, use the Search text box to filter scans and search for the scan that you want to remove.

  2. Click the overflow icon (ellipsis) corresponding to the desired scan. An overflow menu is displayed, with a View/Edit and Remove options available.

    The Remove option is not always available in the menu, only if a scan is Failed, Completed, Stopped, or Disabled.

  3. Click Remove in the menu. As a result, a warning message "Remove Scan? Are you sure you want to remove this scan?" is displayed.

  4. Click the Remove button in the warning message window to confirm the removal of the selected scan.

Using Optical Character Recognition in Scans

DDC features Optical Character Recognition (OCR) on a number of image file formats. The formats that can be recognized are JPG / JPEG, BMP, PNG, GIF, TIFF, and PDF that contains any of these image formats.

Keep in mind, that any OCR scan will usually have a lower accuracy than if you were to scan raw text data.

OCR Caching

The DDC scanning engine caches the result of OCR on an image within a scan, which can then be reused if the same image is later found in multiple locations within the same scan, for example, when scanning data sources like email in which identical images frequently occur in different email messages.

OCR Limitations

The OCR mechanism employed by DDC has the following limitations:

  • It cannot detect handwritten information - only typed or printed characters.

  • It does not find information stored in screenshots or images of lower quality. The images you scan with OCR enabled must have a minimum resolution of 150 dpi (300dpi or higher is recommended).

At the same time, the accuracy of scans involving OCR will depend on:

  • The quality of the image. Any noise in the image such as scanner marks, lines or soft color tones, dust from scanned images, etc.

  • The format of the image. Some image formats will result in better detection rates (lossless vs lossy compression).

  • Font face, font size and context stored in the image. Fonts within scanned images must be at least 10pt in size. Fonts below that size will not be reliably detected. Abnormally styled fonts may not be clear or consistent.

    OCR is not supported for HP UX 11.31+ (Intel Itanium) and Solaris 9+ (Intel x86) operating systems.

Remediation

Remediation is the feature of DDC that allows it to mark and neutralize vulnerabilities (security issues) found during scans. To use this feature DDC needs to work with CipherTrust Transparent Encryption (CTE) and requires a CTE Agent installed alongside a DDC agent on a data store to be monitored. You have to configure a GuardPoint on the data store with which you want to use remediation. For a detailed procedure, refer to the "Managing GuardPoints" topic on the CipherTrust Platform Documentation Portal.

With the help of CTE the security issues found during a scan are encrypted and the risk is thus remediated. The results of this remediation action can then be viewed in the report. For details about remediation information, refer to Remediation Information

Currently, remediation is only supported on local storage type data stores. Remediation will only work if there is a CTE Agent installed and a GuardPoint configured on a data store to scan. Currently, the only possible remediation action is encrypting the data object where a security issue was found.

The diagram below illustrates how the components of the remediation solution interact with one another.

Remediation Components

How Does Remediation Work in DDC?

When you are adding a target for a DataStore in the scan DDC has to perform some checks:

  • Check if there is a CTE agent available:

    • If it is not, the toggle switch for remediation will become inactive with a message "No CTE Agent" when hovering the mouse over the switch.

    • If it is available but the CTE Agent or GuardPoint is disabled, the remediation switch shows this message on mouse over: "CTE Agent or GuardPoint disabled".

  • If first check passes, then an additional check is performed to retrieve the GuardPoint for the scan target that you entered. If no GuardPoint is retrieved then the toggle switch for remediation is blocked and a message "Outside GuardPoint" is displayed if you hover the mouse over the switch.

  • Finally, after both checks have passed, the enable remediation toggle switch is enabled and you can choose whether to activate remediation for the target path entered or not.

  • After you have saved a scan with at least one target to be remediated, you can later disable remediation. In this case, you will get a warning message that "Previous encryption is kept. Remediation won't be updated." This means, that whatever data objects with security issues that were found previously by a scan and were remediated (encrypted) will remain encrypted even after disabling remediation for future scans.