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University of Connecticut University Information Technology Services User Guide

User Guide

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Identity Finder User Guide for Storrs campus:

Identity Finder User Guides for regional campuses:

Identity Finder assists in finding personally identifiable information and providing you with the ability to easily and quickly protect it before it is stolen. You can search many areas of your computer for private information and take action to secure it.

Note: If any icons in Identity Finder are “grayed out”, it usually means the feature is not currently available.

If you believe this feature should be available to you, call the UITS Help Center (860-486-4357) or your local support personnel.

  1. How to Search for Sensitive Data
  2. Searching for Sensitive Data by Identities
  3. Searching by Location
  4. Searching Databases
  5. Starting and Stopping Searches
  6. Saving Results
  7. Protecting Personal Information (PII)
  8. Shredding Personal Information
  9. Scrubbing or Redacting Personal Information

  1. How to Search for Sensitive Data
  2. This Windows ribbon allows you to choose the Identity Types you want to search to customize the search method. These methods include:

    Searching with AnyFind

    Enable or disable AnyFind searching by clicking the various Identity Type buttons on the Identities Windows ribbon.

    When a button has an orange highlight, it is enabled and by default Identity Finder will use AnyFind searching for that Identity Type.

    AnyFind Image

    To view or modify AnyFind settings

    1. Click the Configuration Windows ribbon,
    2. Click the Settings button
    3. Then the AnyFind page.

    Alternatively you may

    1. Click the Identities Windows ribbon,
    2. Then click the dropdown menu of an Identity Type
    3. Select Customize AnyFind.

    Searching with OnlyFind

    OnlyFind allows you to search for only individual's personal information instead of any person's information. However, Identity Finder doesn't simply search for the personal information you enter, but rather it converts that information into multiple formats to increase the likelihood of discovering matches. For example, when you enter 03/12/1972 as a Date of Birth, Identity Finder will match all of the following formats (and others) in any location:

    • 03/12/1972
    • 03/12/72
    • 03-12-1972
    • 03-12-72
    • Mar. 12, 1972
    • March 12, 1972

    Additionally, Identity Finder will also look for any words you enter in various cases so it is not necessary for Maiden Name to enter Smith, smith, and SMITH. Any one of these will match all three versions.

    You can enable OnlyFind for all of the Identity Types but, if you want Identity Finder to locate any of the following Identity Types, you must enter unique information, such as:

    Identity Finder will not enable OnlyFind until you provide specific personal information.

    To add information

    1. Go to the Identities Windows ribbon,
    2. then click the dropdown menu of an Identity Type
    3. Select Customize OnlyFind.
    4. If you have not provided any personal information for Passport Numbers, Mother's Maiden Names, or Custom Types, that specific type's button will be disabled on the Windows ribbon.
    5. When these button(s) are highlighted, Identity Finder will search for that Identity Type.
    6. If you do not want Identity Finder to search for that Identity Type for a specific search, but wish to leave the information in your OnlyFind Identities List, then click the button to remove the orange highlight.

    OnlyFind image

    Once viewing the OnlyFind Identities List, enter your personal information in the field to its right.

    Below this field is an example of the acceptable syntax for this identity. It is important for you to use the correct syntax so that Identity Finder can convert your identity into numerous formats for searching. Once you have entered the appropriate identity information, click the Add button and it will appear in the OnlyFind Identities List.

    Identities List image

    To remove an identity or multiple identities

    1. Highlight any Identities you want to remove
    2. Click the Remove button. The Remove All button clears the entire list.
    3. Click OK, the Windows ribbon button for the Identity Type(s) you included will be highlighted orange.


    To view or modify OnlyFind settings

    1. Click the Configuration Windows ribbon
    2. Click the Settings button
    3. Select OnlyFind Identities.

    Alternatively you may

    1. Click the Identities Windows ribbon
    2. Click the dropdown menu of an Identity Type
    3. Select Customize OnlyFind.

    Searching with MultiFind

    MultiFind is Identity Finder's advanced, proprietary technology that automatically searches computers for various Identity Types together in a single location. MultiFind is a way to require AnyFind Identity Types to be dependent on each other. Several of the most common types are predefined for you but you can easily add your own or modify the predefined modes:

    MultiFind

    To view or modify MultiFind settings

    1. Click the Configuration Windows ribbon
    2. Click the Settings button
    3. Click the MultiFind page.

    Alternatively you may

    1. Click the Identities Windows ribbon
    2. Click the dropdown menu of MultiFind Mode
    3. Select Customize MultiFind.

  3. Searching for Sensitive Data by Identities
  4. You can customize what you want to search for by selecting options on the Identities Windows ribbon. This Windows ribbon allows you to select Identity Types to search for and how to search:

    Sensitive Data image

    Identities are the various methods to identify, for example, a password that gives you access to a website or your E-Mail, a credit card that allows you to buy something, or a social security number that allows you to sign up for a bank account. Identity Finder finds and protects information that can be used to identify you so that it cannot be stolen by identity thieves who want to commit identity fraud.

    Identity Finder helps you find the following Identity Types:

  5. Searching by Location
  6. This Windows ribbon allows you to choose Locations where on computers you want to find personal information. You can customize what you want to search for by selecting options on the Locations Windows ribbon.
    Identity Finder helps you find the following Location:


    Locations image

    Searching Files

    Files include all files on your computer that can be read by Identity Finder. Identity Finder can search more than 200 of the most common file types using its built-in filters. For these filterable file types, Identity Finder can search the file while preserving the format and structure of the file.

    Search Files image

    To enable searching of Files

    1. Click the Files button on the Locations Windows ribbon
    2. When enabled, the button will be highlighted orange. Identity Finder will search for files in the File Location you specify.

    Searching Web Browsers

    Searching Emails image

    To enable searching of E-Mail Messages

    1. Click the E-Mails button on the Locations Windows ribbon.
    2. When enabled, the button will be highlighted orange. E-Mails include all E-Mail messages on your computer and their attachment files that can be read by Identity Finder.
    3. To view or modify E-Mails settings
    4. Click the Configuration Windows ribbon
    5. Click the Settings button the E-Mails page. Alternatively you may click the Locations Windows ribbon, then click the E-Mails dropdown menu and select Customize E-Mail Settings.

    Searching Web Browsers

    Searching within Browsers will search one of your most commonly used applications for personally identifiable information. Your web browser may automatically, and without your knowledge, save your passwords and form data (sometimes referred to as AutoComplete data) when you interact online. This information commonly contains credit card information or a password to a merchant. Identity Finder can uncover this information and secure or shred it.

    Searching Web Browsers

    You can enable searching of Web Browsers

    1. Click the Browsers button on the Locations Windows ribbon.
    2. When enabled, the button will be highlighted orange.

    To view or modify Browsers settings

    1. Click the Configuration Windows ribbon
    2. Click the Settings button
    3. Click the Browsers/Registry page.

    Alternatively you may

    1. Click the LocationsWindows ribbon
    2. Click the Browsers button dropdown menu
    3. Select Customize Browser Settings.

    Searching the Windows Registry

    The Windows Registry is where applications typically save their configuration information. Sometimes for registration or convenience purposes personally identifiable information will be saved in the registry. For example, an application may save your password in the registry so you are not required to enter it each time the application opens. Additionally, an application may use the registry to save the personal registration information that you provided during its installation process. Identity Finder can find application-stored information and shred it.

    Windows Registry Image

    To enable searching of the Windows Registry

    1. Click the Registry button on the Locations Windows ribbon.
    2. When enabled, the button will be highlighted orange.

    To view or modify Registry settings

    1. Click the ConfigurationWindows ribbon
    2. Click the Settings button
    3. Select the Browsers/Registry page.

    Alternatively you may

    1. Click the Locations Windows ribbon
    2. Click the dropdown menu of the Registry button
    3. Select Customize Registry Settings.

  7. Searching Databases
  8. Databases include any remote or local database server that you want Identity Finder to search using a database connection string. Identity Finder can search any database you can connect to via OLE DB. You will not be able to perform any security actions on Databases, but you can determine if the risk of personal information exposure exists.

    Searching Database

    To enable searching of Databases

    1. Click the Databases button on the Locations Windows ribbon.
    2. If enabled, the Databases button will be highlighted orange.
    3. Identity Finder will search the database you specify.

  9. Starting and Stopping Searches
  10. Starting a Search

    1. Once you have customized your search or decided to use the default search settings
    2. Click the Start button on the Main Windows ribbon
    3. Identity Finder will begin searching the locations you selected.
    4. Start Search image

    5. You may interact with the results as they are displayed or you may wait until Identity Finder has completed its search.
    6. To temporarily pause a search in progress
    7. Clicking the Pause button on the Main Windows ribbon. The Pause button is in the same place as the Start button, and automatically changes from Start to Pause when a search begins.
    8. Once you click Pause, it will change into a Resume button.
    9. Resume Image

    10. To resume your search, click the Resume button.
    11. Resume Search Image

      Pausing a search is beneficial when you need to interact with a certain result, or find incoming results distracting or affecting the performance of your computer.

    Viewing the Status Window

    The Status Window provides a real-time summary of your current search and is composed of the Current Status Summary, Locations Searched Summary, and Identity Matches Summary groups as well as the Worldwide Identity Matches Summary group, if enabled.

    Status Window Image

    To view the status window

    1. Click the Status Window button on the Main Windows ribbon.

    Stopping a Search in Progress

    To stop the current search

    1. Click the Stop button on the Main Windows ribbon.
    2. It will not be possible to resume the search once you click Stop.
    3. Stop Search Image

    4. Once you click Stop, Identity Finder will complete the current process.
    5. A dialog box notifies you of its status. If the location currently being analyzed is large or complex, it may take a long time for Identity Finder to stop your search. After the search has been stopped, you will be prompted to either initiate a New Search or Exit Identity Finder.
    6. Search Summery Image

      Note: If you choose to be reminded later, you are presented with several time options. Identity Finder will minimize itself to your system tray and remain there until the specified period of time has passed. If you want to bring Identity Finder back sooner, you can double click the System Tray icon.

      Remind Me Later Box

    Viewing Search Results

    The Search Results Pane is a reporting table that is, similar to a spreadsheet. It is on the left side of the Identity Finder window. It contains all the information about the results of your search and allows you to analyze and protect any sensitive data. It has a header across the top that allows you to Choose Results Columns to Display:

    Choose Results Image

    • Selected (the Checkbox): Allows you to select multiple results and perform an action of your choice using the Windows ribbon or right-click menu. To select or deselect all locations, you may left click on this column header.
    • Location Type (the Icon): System generated icon to represent the location type. Move the mouse cursor over the icon to see a detailed description of the location type.
    • Location: Displays the full path to where on your computer the result resides.
    • Date Created: Displays the date your item was created.
    • Date Modified: Displays the date your item was modified.
    • Date Accessed: Displays the date your item was last accessed.
    • Size: Displays the size of your item.
    • Owner: Displays the Windows user who owns the item.
    • Attributes: Displays the attributes for files.
    • Group (the +/-): An expandable/collapsible tree icon for results that contain multiple unique identity matches. Click the +/- to show/hide unique identity matches for a location.
    • Identity Type: Identity Finder generated icon that represents the identity match type. Move the mouse cursor over the icon to see a detailed description of the Identity Type.
    • Identity Match: The actual identity match found by Identity Finder. Your actual identity, such as credit card number, will be displayed here. (Note: Matches can be hidden or masked).
    • Match Quantity (the #): For a parent row this shows the total number of identity matches in the location. For child rows, this shows the quantity of that exact identity match found.

  11. Saving Results
  12. Depending on your edition, Identity Finder allows you to save the results of your searches in three ways: Identity Finder (IDF file), Web Page Report (HTML file) and Text Export (CSV file).

    Saving Results

    • Identity Finder: Generates a *.idf file, which is encrypted with a password of your choice and cannot be read by anyone else. Files saved in this format can only be opened from within Identity Finder and allow you to work with your results at any time in the future. This format is useful when you have run a search but wish to take action on your results at a later time. All results are saved and secured using this format.
    • Web Page Report: Generates a report as a *.html file, which contains an analysis of your results including summary information and totals for the number and types of identity matches that were found as well as the locations containing those matches. This report can be used to show trends if you compare it to previous reports. The Web Page Report is not secured and potentially contains location and identity information so you must be careful to protect it. After you are finished with a file in this format, you should use the Identity Finder tools to shred it.
    • Text Export: Generates a Comma Separated Values (*.csv) file, which is saved unencrypted, in clear text and can be read by anyone with access to your computer. Files saved in this format can be opened in any text editor or spreadsheet program such as Microsoft Excel but cannot be loaded back into Identity Finder. This format is useful when you wish to perform advanced searching, sorting, and reporting of your data in another application. After you are finished with a file in this format, you should use the Identity Finder tools to shred it.
      To save your results, click the Save icon in either the Quick Access menu or the Application menu. The default save type is Identity Finder Format, a more secure format that you can use to work with your results at any point in the future. When you are ready to work with your saved results, you will need to open the file in Identity Finder. Click Save and select the folder location and filename for your results. You will see the Options button on the bottom right of this dialog. This allows you to choose what to include in your saved file and allows you to omit information depending on what type of file you are saving.

  13. Protecting Personal Information (PPI)

  14. Shredding Personal Information
  15. When a location has sensitive identity match information in it and you wish to remove it from your computer, you should utilize the Shred feature.

    Shred Image


    The Shred button is located on the Main Windows ribbon and is enabled for all types of result; however, depending on the location of the result, Shred behaves differently. For files, Shred utilizes a secure United States Department of Defense wiping standard known as DOD 5220.22-M. For other locations, Shredremoves the information from your computer using other, appropriate methods.

    Note: It is not possible to "undo" a Shred. Shredded results cannot be recovered. Once you shred something, it is gone.
    There are three ways to Shred a location:

    • Single click the result with the left mouse button to highlight it and click the Shred button on the Main Windows ribbon.
    • Single click the result with the right mouse button to highlight it and bring up a context menu, then highlight and left-click on Shred.
    • Highlight the result by single clicking with the left mouse button or by using the arrow keys and then press the Delete key on your keyboard.

    If you are shredding a Web Browser item, you will be given the option to also add the password to your Password Vault.

    Password vault image

    If you choose Shred and Securely Add to Password Vault, the location and password will be saved securely within the Password Vault for you to reference later. Only you have access to your Password Vault because it is only accessible if you authenticate to Identity Finder and load your Profile.

    If you choose Shred but Do Not Add to Password Vault, the password will be shredded and not added to your vault.


  16. Specifying the Number of Passes When Shredding Files
  17. The When Shredding Files, Use this Many Passes setting specifies the number of passes (or writing procedures) Identity Finder will take to overwrite the space used by a shredded file. Shredding a file is more secure than recycling or deleting it because it uses this overwrite procedure. The higher the number, the longer it will take to perform a shred.

    Shredding a File image


    To view or modify this setting

    1. Click the Configuration Windows ribbon,
    2. Click the Settings button.

  18. Scrubbing or Redacting Personal Information
  19. When a location has sensitive identity match information in it and you wish to keep the item but remove the personal information only, you should utilize the Scrub feature.

    This feature is also known as Redact.

    Scrub Image

    There are two ways to Scrub a location:

    • Single click the result with the left mouse button to highlight it and click the Scrub button on the Main Windows ribbon.
    • Single click the result with the right mouse button to highlight it and bring up a context menu, then highlight and left-click on Scrub.
  20. Specifying the Character for Scrubbing
  21. The Use this Character to Replace Scrubbed Information setting specifies the default character that will be used to replace personal information you choose to Scrub. You can choose any digit 0 through 9 or X. You can also enable Scrub All Characters of an Identity Match Except for the Last Four. This setting will only replace the leading characters in your personal information and leave the remaining four characters in their original state. For example, 123-45-6789 will become XXX-XX-6789.

    Character to Replace Image


    To view or modify this setting

    1. Click the Configuration Windows ribbon,
    2. Click the Settings button.