2. Configure risk keywords in DataMapper - Admin (EN)
In DataMapper, two types of risk categories (risk levels) are scanned for:
- High risk are documents that contain specific regulated identification numbers - e.g. CPR numbers, passport numbers, driver's license numbers, or payment card details - which DataMapper recognizes through pattern matching.
- Risk are documents that contain risk keywords - keywords for sensitive topics (e.g. health, trade union) or business-critical terms (e.g. contract, budget) - which you can configure yourself, see how below.
Once the scan has run, it may be necessary to review the risk keywords and configure them so they fit your organization more specifically.
It is recommended that all pre-set keywords remain in place until the scan of all documents is complete - and only then sort out which keywords are "noisy".
Examples of this are: virus, sick, stress, hiv, hep. It is always recommended to review all pages with risk documents across all users before starting configuration.
Configuring risk keywords
It only takes 3 steps to configure risk keywords:
- Step 1: Log in and select risk settings in the menu
- Step 2: Manage risk keyword categories
- Step 3: Add or delete risk keywords per country
Step 1: Log in and select risk settings in the menu
Open DataMapper and log in with your credentials. Then go to Risk settings to access country formats and keywords.
Step 2: Manage risk keyword categories
Click Manage categories, after which you can see all categories. Toggle specific risk categories on or off to control which are used when searching for risk keywords in files. Remember to save changes. When a category is turned off, no results within that category will be shown.
Step 3: Add or delete risk keywords per country
- Configure countries for risk detection. To classify a document's risk level, DataMapper uses risk numbers and keywords based on the selected countries. Selecting countries ensures accurate risk detection.
- Click "edit" next to Risk keywords for the selected country to see a list of existing risk keywords that DataMapper comes "built in" with. NB: Risk numbers cannot be edited in the country formats.
- Make the adjustments you need: add or delete keywords. To edit an existing keyword, click the ✕ to delete/disable the word from the list (see example below, where we searched for "virus").
To add a new word, click one of the main categories, and select "click to add keywords". Enter the new keyword in the text field. Click "Save changes" once you're done with all adjustments.
❗️Only the administrator can make these changes. As soon as one or more changes have been made to keywords and "Save changes" has been clicked - the system starts an update, which typically takes a few hours (up to 10 hours). While the system is working after "Save changes" no further changes can be made during this period.
If you haven't scanned globally 👇
If you have run regular scans on Outlook, local drives or similar (not globally), you need to go to Risk settings and select "edit Names". Otherwise this feature isn't necessary for you.
When you click Import Names, you need to make sure to filter out all system accounts and names with more than 3 words. See example below:
Do you have more questions? Then you can write to us via the chat in DataMapper or send us an email support@safeonline.dk 😊