Discovered Data

How to use the Discovered Data Page

The Discovered Data page provides a comprehensive list of all systems identified by the sources you've set up on the Sources page. These systems, or "discovered data," represent potential locations where personal information (PI) might be stored and need to be integrated into your data map for continuous monitoring. These applications will influence how your Data Stores, the building blocks of your Data Map, are populated. 

By default, systems discovered across multiple sources will be grouped together if they share the same product i.e. if Active Campaign is discovered within your SSO and CDP it will appear grouped together under a single expandable parent row:

Identify and Ignore Irrelevant Data

Depending on the Source, the Discovered Data page may contain extraneous or duplicitous information. As such, the first thing you should do on this page is start by filtering out any discovered data that doesn't need to be monitored for PI. 

Ignoring irrelevant discovered data ensures your data map remains clean and only includes systems that require monitoring. This minimizes clutter and helps you focus on what truly matters.

• Automatic Ignoring: Some discovered data, especially inactive systems found through automated sources (like SSOs), will automatically be ignored by Osano. This helps keep your focus on only the relevant data.
• Manual Review: For any discovered data that isn't automatically ignored, manually decide if it needs to be monitored. If a piece of data is irrelevant or not related to PI, you can choose to ignore it.

Assign Discovered Data to Already Existing Data Stores

Next, look for discovered data that corresponds to data stores you’ve already created:

• Find the Match: If the discovered data represents a system that is already a part of your data inventory, assign it to the existing data store.

How to Assign: To assign discovered data, click on the 'Review' button next to the relevant data. In the 'Review Discovered Data' modal, select the existing data store this data should be linked to.

By assigning discovered data to existing data stores, you ensure that any updates from the original source are automatically reflected in your data map, keeping everything up to date.

Create New Data Stores for Unassigned Discovered Data

For discovered data that doesn't match any existing data store, create a new data store:

• Identify New Data: If you come across discovered data that isn't already represented in your data inventory, it means you'll need to create a new data store for it.

Creating a New Data Store: In the 'Review Discovered Data' modal, select the option to create a new data store. This will allow you to start tracking this new piece of data effectively.

Creating new data stores ensures that all systems processing PI are included in your data map. This step is key to maintaining comprehensive and accurate monitoring.

How to Review Discovered Data

Individual Review

Individual review is great for handling unique or complex pieces of discovered data that need specific attention. To review discovered data individually:

1. Click the 'Review' Button: Each row of discovered data has a 'Review' button. Click it to open the 'Review Discovered Data' modal.

2. Make Your Choice: In the modal, you can choose to:

   • Create a New Data Store: Assign the discovered data to a brand-new data store.
   • Assign to an Existing Data Store: Link the discovered data to an existing data store.
   • Ignore: Decide that this data doesn't need to be monitored and ignore it.

Bulk Review

Bulk review is efficient for handling large amounts of similar discovered data, streamlining the process. To review multiple pieces of discovered data at once:

1. Select Multiple Rows: Click the checkboxes next to each piece of discovered data you want to review in bulk.

2. Click the 'Review' Button: Once you've selected your data, click the 'Review' button at the top right of the table.

3. Bulk Actions: In bulk review, you can:

   • Ignore multiple pieces of discovered data at once.
   • Create New Data Stores for each selected piece of discovered data.
   • Note: You cannot assign multiple pieces of discovered data to existing data stores in bulk—this must be done individually.

How to View Assigned Data Stores

Once discovered data is assigned to a data store, you can easily view and access it:

Check the 'Data Store' Column: In the Discovered Data table, look at the 'Data Store' column to see which data store a piece of discovered data is assigned to. If you want to navigate directly to the data store, simply click on its name. This will take you to the detailed view of that data store.

How to View Ignored Data

By default, ignored discovered data doesn’t appear on the Discovered Data page:

Use the Filter: To view ignored data, use the filter option at the top right of the Discovered Data table. Select the option to view ignored data stores.

Review Ignored Data: Once visible, you can review ignored data to decide if any should be reconsidered and included in your data map.

Sometimes, you might need to revisit previously ignored data to ensure nothing was overlooked.