Below is the Spirion (formerly Identity Finder) Quick Guide for Windows users. Spirion can run on Windows XP SP3, Windows Vista and Windows 7 SP1.
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This document provides instructions on how to get started with Spirion, find sensitive data files on your computer, take action on files found, and save reports.
This IS&T article provides support for those individuals and departments that have obtained copies of Spirion through IS&T distribution. Spirion comes pre-configured by IS&T for the purpose of connecting to the Console Dashboard. Copies of the software obtained from any other source may not work as described in this article.
This product is configured to scan once a week and will run in the background. When scheduled scans are completed, you will be prompted. When this happens, skip to the Results Window and Preview Pane section of these instructions to proceed.
- Double-click the alias for Spirion on your desktop. Alternatively, go to the Windows Start Menu, choose Programs, then the Spirion group, then Spirion.
- The first time you use Spirion you will see a dialog box for creating your new Spirion Profile.
- Enter the password you will use to secure the files you store with Spirion and to run Spirion in the future. Click Next.
Do not forget this password; if lost, it is irretrievable!
- At the next window, choose Open Advance Interface. Result: the application opens.
- In the application window, click Start under the Main menu to start a search.
Spirion will begin searching for all identity matches. For first-time scans this may take a while. Subsequent searches will be quicker, since previously scanned files that have not changed will be skipped. You can minimize the application while this is running. It is not recommended to pause the scan.
- While scanning, a Status window will show your search status.
- When complete you will see a dialog box with your summary results. Click Advanced to review and begin remediation of sensitive data.
Your search results will be listed in the window on the left side with the Preview Pane showing on the right. The Preview Pane is enabled by default but can be turned on and off by clicking the Preview Pane button on the Configuration menu.
If you click on an Identity Match on the left, the reference will be cited and the sensitive parts highlighted in yellow in the Preview Pane.
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. Use Shred when you no longer need the personal information or any other data in the item.
Once you shred a file, it is gone, and irretrievable. It is not possible to "un-do" Shred.
When a location has sensitive identity match information in it and you wish to keep the original file but no longer need the personal information contained within it, use the Scrub feature. This feature is also known as Redact and is limited to certain file types.
When a location has sensitive identity match information in it and you wish to keep the item with the personal information within it, you should utilize the Secure feature. Also known as Encrypt, this feature prevents unauthorized individuals from accessing the files. To un-encrypt the files, you must enter your Spirion Profile password. This feature can be used for times when many sensitive data files are found, but you are not able to immediately remove them from the computer.
When Spirion locates an identity match that is not sensitive, you may wish to use the Ignore feature. Ignored matches are added to an approved exception list so that Spirion skips them in the future. Sensitive data should never be flagged with Ignore. Action must be taken.
Select the file for the intended action by clicking on the location or checking the box to the left of the file location. Then select the action button. You will be asked to confirm the action.
1. To save a report of the files found, select the Save option in the top left corner of the window.
2. The Save As dialog box appears. Give your file a name (for example "2011-06-28 Search Results") and select Save.
3. To open your report, you will be prompted for your Spirion Profile password.
By default the report is saved in the Spirion format (.idf). You can also save it as a Web Page file (.htm or .html) or a Text Export file (comma delimited or .csv).