Understanding Document Classification

Introduction

In addition to the entity classification service where the classification engine detects sensitive data, the Document Classification feature classifies a document to detect files which may have retention or security policy applicable to it.

This is an optional feature available only to full scans and can be enabled through the toggle in the classification profile. Document Classification uses a supervised machine learning model to look at the content of the document.

Supported Document Types & Use Cases

Note:

Only documents written in English are currently supported for this feature.

Tag Category

Description

Patent

Patents can contain sensitive information and trade secrets that need protection. This tag type enables the organization to meet its compliance obligations in a timely and efficient manner by identifying potential instances of patent infringement, intellectual property theft, or misappropriation, and safeguards their intellectual property and sensitive information.

Resume

Classifying resumes enables employers to implement retention policies that align with regulatory requirements. It also facilitates the secure destruction or anonymization of resumes after the designated retention period has expired, reducing the risk of non-compliance with data protection regulations.

SEC Filing

Enterprises must comply with various securities laws, such as the Securities Act of 1933 and the Securities Exchange Act of 1934, enforced by the U.S. Securities and Exchange Commission (SEC). Proper classification enables businesses to identify filings that contain material information or disclosures relevant to regulatory compliance and also prevent unauthorized access before the documents are filed with the SEC.

To enable document classification

Review Process

  1. On the Data Discovery menu, select Discovery Review > Document Classification Tags. The Document classification tags screen appears.

  2. The recommendations are surfaced by tag category along with the data source path details. Sort the list screen by choosing a tag category.



  3. Similar to the terms review experience, you can filter this screen according to review status:

    • Pending review

    • Approved

    • Flagged for review

    • Rejected

  4. You can also surface desired details using the search bar or using the Filter icon to narrow results according to Object, Date Created (OneTrust), or Data source values.

  5. Hover over the row of a given tag to select the Context Menu to manage review preferences:

    • Approve

    • Review

    • Reject

    • Flag for Review

    • Delete



  6. Based on your review of the data source, its object and field, plus the likelihood indication, you have two options for bulk tag approval or rejection:

    • Bulk manage all tags in this list by clicking the Approve all or Reject all button. This will prompt a confirmation modal that will state how many assets for which the tags are approved or rejected.

      Confirm by clicking Approve tags or Reject tags. You can monitor the status of this change in the Status Tracker menu.

    • Select multiple tag instances with the check box to the left. When ready, click the Approve or Reject. This will prompt a confirmation modal that will state how many assets for which the tags are approved or rejected.

      Confirm by clicking Approve tags or Remove tags. You can monitor the status of this change in the Status Tracker menu.