Reviewing Scanned Files
After you complete a scan of your data source using one of the supported connectors, the discovered files appear on the Files screen, with metadata grouped by their categorical use or custom definition in the Attribute manager. This area of Data Catalog provides a simple way to review collected metadata, support discovery use cases, and manage access to sensitive files in your data sources.
To access scanned files
- Files and folders discovered by the scan appear with their attribute details.
- Field
- Description
- File name
-
The name of the file as recorded from the data source.
- Quick view
-
Click the Magnification icon
to open a details pane.
- Data source
-
The name of the specific data source from which the file was scanned.
- Has duplicates
-
Indicates whether the file is a duplicate with a checkmark.
- Shared access
-
Identifies what level of access is associated with the file.
Click the Shared access icon
to review the shared access types and their definitions.
- The right-side pane appears on every tab and shows the file location, access levels, and current mappings.
- After you review the file, you can decide whether it is trustworthy and whether the data can be certified as genuine and accurate. Click the Context menu icon in the right-hand pane to mark the file as trusted. You can undo this action at any time.
Metadata tab
In this tab, you can review details about the file that were discovered during the scan. Discovered attributes are grouped into sections by purpose. The following section titles are available by default, others are organized by attribute groupings.
-
Location and path details
-
General information
-
Discovered
-
Data Discovery information
Use the Attribute manager in Data Catalog to add custom groups and attributes to organize scanned data by specific metadata categories. If no data can be classified against any attributes in that group, the group title will not appear in the Metadata tab. For more information, see Using the Attribute Manager.
Activity
In this tab, you can review the audit history of all updates to the file, including the dates and times when values, tags, mappings, and more were changed.
Tasks
In this tab, you can create and manage all action items required of users who need to perform additional tasks. This may include review, remediation, or additional requests.
Click the Add task button to create a new task and supply information for the task assignee.
Once created, click on the task name in the list to review the assignment details and the comment history between assignees and collaborators in the new pane. Assignees can click the Mark as completed button to complete their task.
Duplicates
This functionality is currently under Public Preview. Please contact OneTrust Support or your dedicated representative to submit a request.
In this tab, you can manage the files flagged as duplicates by the system. Reviewing duplicate files helps you identify redundant documents, reduce unnecessary storage, and mitigate risk and monitoring costs. To review a linked file, select the file name.
For more information, see Understanding Duplicate File Detection.
The classification profile used for scanning must be enabled with the Document duplicates setting. For more information, see Creating & Managing Classification Profiles.