Use cases

1. Visibility into History of Sharing Events

Use Case:
Need to track all past data-sharing activities for audit and legal purposes.
Description:

File Governance allows organisations to monitor historical sharing events—who shared what data, with whom, and whether external parties were involved. You can generate reports on these sharing activities, ensuring adherence to company policies and regulatory standards.

Benefits:

• Create a timeline of data-sharing actions for audits.
• Detect any potentially non-compliant behavior retrospectively.
• Analyse sharing trends over time for risk assessment.

2. Identify security breaches of specific employees

Use Case:
A security team needs to investigate if a specific employee has shared external information.
Description:
Using File Governance security professionals can use  search functionality to look up the sharing history of a specific employee. This includes all the files and folders they have shared, both internally and externally, and any associated permissions. This is critical in scenarios where a suspected security breach is identified, and it is important to track the scope of potential leaks.

Benefits:

• Quickly investigate specific user activity.
• Identify any irregular or suspicious file-sharing behavior.
• Strengthen insider threat detection and resolution.
• Remediate the issue and revoke access immediately

3. Search for Specific Sharing Details of Groups or OUs

Use Case:
HR and department heads need to know if a specific group has shared confidential data.
Description:
File Governance enables team leads or HR to review which groups or organisational units (OUs) have shared specific data or files with other internal or external parties. This use case is important for departmental security audits, especially when sensitive data such as payroll, employee records, or intellectual property is involved.

Benefits:

• Monitor access and sharing patterns for teams or departments.
• Identify if sensitive information was inadvertently shared.
• Ensure adherence to security protocols within organisational units.

4. Search for Specific Sharing Details of External Domains

Use Case:
The legal department needs to monitor if external partners, vendors, competition or have access to sensitive company documents.
Description:
The search functionality allows users to identify any file-sharing with external domains quickly. This includes determining vendors, contractors, or clients. The legal department can use this feature to ensure that external sharing complies with other legal agreements.

Benefits:

• Ensure that external sharing aligns with legal agreements.
• Identify any unapproved external sharing of company data.
• Manage third-party access to sensitive documents more effectively.

5. Learn About Trends or Unusual Sharing Behavior

Use Case:
Data security officers need to identify unusual sharing behavior that could indicate potential data breaches or policy violations.
Description:
File Governance can analyze trends in file-sharing activity, identifying any deviations from normal behavior. For example, if an employee suddenly shares a large volume of sensitive files with external recipients, or if a group that doesn’t typically engage in file-sharing starts to do so, this can be flagged as unusual. The system can provide trend analysis and alert security officers of potential risks.

Benefits:

• Proactively detect anomalies in sharing patterns.
• Identify potential data leaks or insider threats.