External File Sharing Governance with Sensitivity Label Automation
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Solution Overview
Problem
Existing systems for external file sharing in enterprises face challenges in accurately, securely, and efficiently managing the sharing of sensitive information, particularly due to the manual and error-prone nature of implementing operational security and governance, especially when dealing with large volumes of data.
Innovation Solution
A system and method that utilizes a governance platform to automatically associate sensitivity labels with internal enterprise files, arrange access for remote guest users, and provide a graphical user interface for administrators, ensuring secure and efficient external file sharing through cloud-based platforms.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Reliability
If manual processes are used to implement operational security and governance for external file sharing, then flexibility in handling individual cases is maintained, but the process becomes time-consuming and error-prone
Solution Approach 1:
The system enables self-service through automated sensitivity label detection and application. The governance platform automatically scans files, identifies sensitive information using predefined policies, applies appropriate sensitivity labels, and configures sharing permissions without requiring manual administrative intervention for each file, thereby eliminating time consumption while maintaining accuracy through consistent policy enforcement
Solution Approach 2:
The system performs preliminary action by pre-defining sensitivity labels, classification policies, and sharing rules before files need to be shared. Administrative teams configure security policies in advance, and the system automatically applies these pre-configured rules when files are uploaded or designated for external sharing, eliminating the need for time-consuming manual security assessments while ensuring consistent governance
2Productivity
If automated systems are implemented to handle external file sharing, then speed and consistency are improved, but system complexity increases
Solution Approach 1:
The governance platform performs multiple functions through a single unified system: it detects sensitive information, classifies files with sensitivity labels, manages external sharing permissions, and enforces security policies. This multi-functional approach consolidates what would otherwise require multiple separate tools and processes, achieving high productivity without proportionally increasing complexity
Solution Approach 2:
The system introduces sensitivity labels as an intermediary mechanism that bridges file content and security policies. Instead of requiring complex direct analysis of file contents against security rules, the automatic labeling process creates intermediate classifications that simplify subsequent permission management and policy enforcement, making the automated system more manageable despite its capabilities
3Reliability
If comprehensive security checks are performed on all files, then security is enhanced, but the processing time and computational resources increase
Solution Approach 1:
The system applies partial action by performing security checks selectively rather than uniformly on all files. It uses automated sensitivity detection to identify only files containing sensitive information that require security intervention, while allowing non-sensitive files to proceed with standard sharing processes, thereby maintaining high security for sensitive content without unnecessarily delaying routine file sharing operations
Solution Approach 2:
The system performs preliminary security classification by automatically detecting sensitivity labels during file upload or before external sharing is initiated. By identifying sensitive content in advance and applying appropriate labels, the system enables pre-configured security policies to be automatically enforced, eliminating the need for time-consuming security reviews while maintaining comprehensive security coverage
4Measurement precision
If manual sensitivity labeling is performed, then accuracy in identifying sensitive information is maintained through human judgment, but the process becomes labor-intensive and scalable only to limited volumes
Solution Approach 1:
The system replaces manual human judgment with automated electronic sensitivity detection mechanisms. The governance platform uses configured policies and detection algorithms to automatically identify sensitive information types (such as personally identifiable information, financial data, intellectual property) based on file content analysis, patterns, and metadata, achieving both high accuracy through consistent policy application and high productivity by processing unlimited volumes without additional labor
Data Source
AI summary
Embodiments may provide External File Sharing (“EFS”) systems and methods via a back-end application computer server of an enterprise. A governance platform may identify an internal enterprise file to be shared external to the enterprise. The governance platform may then associate information in the identified internal enterprise file with at least one sensitivity label (e.g., company confidential, highly restricted, etc.). The governance platform can then automatically arrange, via a site of a cloud-based online collaborative platform, for a remote guest user device to access the information in the identified internal enterprise file in accordance with the at least one sensitivity label. A communication port, coupled to the back-end application computer server, may provide an EFS graphical user interface to an administrator device, internal to the enterprise, via a distributed communication network. The graphical user interface may, for example, exchange information indicating the at least one sensitivity label.