Overview
Organizations often store or exchange Personal Information (PI), such as Aadhaar numbers, PAN details, passport information, bank account numbers, and medical records, through emails, chat conversations, and business documents.
When this data is archived in Vaultastic, it may reside across different Vaultastic Stores, including Active Store, Open Store, Deep Store, or external Amazon S3 buckets.
LegacyFlo provides a set of predefined requests that scan supported data sources and generate reports identifying files and communications containing Personal Information. These reports help organizations locate sensitive information for compliance, governance, privacy assessments, and regulatory reporting.
Supported Data Sources
LegacyFlo can scan the following data sources for Personal Information:
| Data Source | Description |
|---|---|
| Vaultastic Active Store | Email messages and chat transcripts archived in the Active Store |
| PST Files | Emails and chat transcripts stored in PST files located in Open Store, Deep Store, or external Amazon S3 buckets |
| ZIP Archives containing EML Files | Email messages contained within EML files inside ZIP archives located in Open Store, Deep Store, or external Amazon S3 buckets |
| ZIP Archives containing Documents | Documents stored within ZIP archives located in Open Store, Deep Store, or external Amazon S3 buckets |
| Individual Documents | Individual files located in Open Store, Deep Store, or external Amazon S3 buckets Document types supported: .jpeg, .jpg, .png, .pdf, .xlsx, and .csv |
Personal Information Detected
The scanner identifies the following types of Personal Information:
- Aadhaar Numbers
- PAN Numbers
- Passport Numbers
- Driving Licence Numbers
- Bank Account Numbers
- Credit Card Numbers
- Health Information (medical reports, prescriptions, etc.)
- Employee IDs
- Financial Information (ledgers, account records, and similar financial documents)
Available LegacyFlo Requests
Use the appropriate LegacyFlo request based on the data source you want to scan.
| LegacyFlo Request | Description |
|---|---|
| VAULTASTIC4-PI-DOCUMENT-SCANNER-REPORT | Scans emails and chat transcripts stored in the Vaultastic Active Store. |
| PST-PI-DOCUMENT-SCANNER-REPORT | Scans emails and chat transcripts contained within PST files. |
| EML-PI-DOCUMENT-SCANNER-REPORT | Scans EML files contained within ZIP archives. |
| ZIP-PI-DOCUMENT-SCANNER-REPORT | Scans documents within ZIP archives, including .jpeg, .jpg, .png, .pdf, .xlsx, and .csv files. |
| PI-DOCUMENT-SCANNER-REPORT | Performs a recursive scan of a specified folder, including all supported file types and subfolders. |
Output
Each request generates a report identifying files or communications containing Personal Information, enabling administrators to:
- Identify locations where sensitive information is stored.
- Support privacy and regulatory compliance initiatives.
- Assess the exposure of Personal Information across archived data.
- Prioritize remediation, governance, or retention activities.
Using the LegacyFlo PI Discovery Requests
Follow these steps to scan archived data for Personal Information (PI) and generate reports.
Prerequisites
- Ensure you have a Vaultastic user account with sufficient privileges to launch and manage LegacyFlo requests.
- Identify the data sources you want to scan and the destination where the generated reports will be uploaded.
Procedure
- Log in to your Vaultastic domain using an account with permission to access the LegacyFlo application.
- Create one or more PI Discovery requests based on the data source you want to scan.
- Specify the destination where the generated reports should be uploaded.
- Submit the requests.
- Monitor the progress using the LegacyFlo Dashboard. You will also receive email notifications when each request starts and completes.
- After processing is complete, download the generated reports from the configured destination.
Best Practices
Scan Vaultastic Active Store
To scan emails and chat transcripts stored in the Vaultastic Active Store, submit one or more VAULTASTIC4-PI-DOCUMENT-SCANNER-REPORT requests.
Scan Files in Open Store, Deep Store, or Private S3
For archived files stored in Open Store, Deep Store, or external Amazon S3 buckets, use the appropriate combination of the following requests:
- PST-PI-DOCUMENT-SCANNER-REPORT
- EML-PI-DOCUMENT-SCANNER-REPORT
- ZIP-PI-DOCUMENT-SCANNER-REPORT
- PI-DOCUMENT-SCANNER-REPORT
Although a single PI-DOCUMENT-SCANNER-REPORT can recursively scan an entire top-level folder and all its subfolders, it may take considerably longer to complete for large repositories.
For improved performance, divide large folders into smaller scan requests so they can be processed in parallel.
Monitor Progress
Each request generates email notifications when it starts and completes. You can also track the status of all requests from the LegacyFlo Dashboard.
Access Reports
Once a request completes successfully, the generated PI Discovery Report is uploaded to the configured destination and is available for download.