Frequently Asked Questions

Contents

Q: What is the ML model?

A: We use a combination of AI techniques that analyze document content and suggest descriptive tags to users during manual classification or during an automated scan. These AI techniques are based on Natural Language Processing (NLP) and neural networks. The software has been trained for more than 3 years and the package of information that is distributed to our servers containing this knowledge is called the model.

Q: How can I manually modify a document or email with GV Classification?

A: The agent software gives a list of the available compliance, classification, and possible categorization tags active within your organization. When you choose the relevant ones for the document or email in creation, the software will modify and track that document or email in the future. If staff remove the automatic visual tags, the document continues to keep the metadata tags and the centralized audit log keeps a record of the classification.

Q: How does the ML model help with manual classification?

A: A staff member classifies a document or email with the classification agent by selecting tags for compliance and classification. We also provide a suggested set of tags based on the actual content of the document or email. Staff can choose to use suggested tags or set completely different ones. If they select different tags the GV Classification software evaluates its own knowledge of the document and decides to either learn from the new tags or to generate an audit log if we believe the staff member has made a mistake. This allows for training and identifies staff errors, but crucially enables the GV Classification software to learn from expert users.

Q: How does GV Classification teach staff about better data hygiene?

A: GV Classification interacts with staff while they work on documents and emails. When classifying these, we present suggestions and also block certain risky actions such as sending internal documents outside the company. Whenever a staff member is blocked or warned we can present a text summary on request that explains why this action was blocked or why the classification is needed. We also explain where to find more information and even indicate the relevant internal policy and procedure. Effectively, we reinforce their data security training as they work.

Q: The demo during training is based on the office apps installed on an endpoint. Is there also support for the online versions of the office suite? For example, Office365 word in a browser?

A: An Office365 plugin is available as well.

Q: How do you define “turn around time”? Does the agent need to communicate with the server every time it needs to classify a file?

A: That is correct, data travels to the Getvisibility Classification Server for the classification with a pre- configured frequency.

Q: What happens if an endpoint is disconnected or unable to reach the classification server?

A: In that case the user has to manually classify a file. After the agent connects back to the server the agent sends all the events that happened while offline.

Q: Can customers add their own PII definitions from the dashboard/ wizard (more like regex definitions to suggest a particular classification)?

A: Yes that will be possible for the customers to configure their regexes.

Q: Is there integration into DLP Products so we can do automated labelling from an Endpoint Discovery Task?

A: There will be integration in the future.

Q: Why is GV Classification superior to existing vendor?

A: There are a number of areas where this new classification solution is even better. The main advantage is that GV Classification effectively leverages artificial intelligence (AI) and machine learning (ML) to provide superior classification that is industry and business specific.

Q: Is the ML system trained with customer data, public data or is it just initial base data?

A: The ML model is based on real business data from organizations. Deployments start with a master model and then it adapts to the customer’s environment. Customers who participate to the Feature Store increase the intelligence of the ML and so it also continuously improves accuracy.

Q: Is there large sample sets available for demo/POC where a customer does not want to use production data?

A: Yes – and it will also improve as the organizations use the product.

Q: Any plans for adding support for AutoCAD?

A: Yes – an AutoCAD plug-in is in the roadmap.

Q: Does the user have to manually add the tags each time? How much automation can be configured?

A: We provide AI suggestions to help end-users to apply the classification tag. Default auto- labelling is a also an option that user can leverage.

Q: How will this suggested popup behave? Only on opening a file? Or will it popup several times when a user is creating a file and adding information to it either through copy/paste or just typing?

A: We have config for how often to show a pop-up or not to show it at all. In production we do not activate the suggestion pop-up. When a user is ready to classify a file, the suggestion is already there for them. That is a configurable option.

Q: Do you save any of my data?

A: No, we never store any of your file content. The classification server maintains a registry of file names and their properties but not the content. We have even built an anonymization mechanism into the GV Classification software that reduces file content to a mathematical number that is used throughout the platform.

Q: Will this affect my network or file server performance?

A: No, the software runs in a throttled manner that controls the rate at which we scan files. We appear like a normal staff workstation. On the staff laptops or desktops we run very lightweight plugins to interact with the staff member, suggest document classifications and alert the staff member to risky actions.

Q: Does your software only handle files and emails in English?

A: No, there is support for multiple languages with English as the standard deployment/default language. We have additional language options available for German, French, Spanish, Italian and also Arabic. Chinese and Thai variants are planned for the near future.

Q: Do we have to give you sample data?

A: Usually no data is needed from the customer. If our AI model reports new document types it has not seen before, we request a small sub-set of sample data (a few hundred files) of these new files, which are immediately converted to an anonymous descriptive number we then use to train and update our model. This will ultimately help in improving the accuracy of our classification results. This process uses none of the actual document data.

Q: Can GV Classification use special keywords to classify documents and email?

A: Yes, although the ML capability of the platform is used for the majority of decision making in terms of classification and suggestions, GV Classification can be configured to detect certain important keywords that have a significant impact on the classification of the document.

Q: How does GV Classification know about file permissions and access rights?

A: GV Classification scans your central registry of permissions, users, groups and access rights. It links this information to the files we find during a scan or that are accessed by staff using their laptops or desktops.

Q: Can we adjust the tags used in the default UI?

A: Yes, all of the tags you see on the UI and results screen can be modified, altered or deleted based on your company's requirements. GV Classification has an exceptional standard model that does not need large modification. However if significant changes are needed, we will require large sets of documents to be shared to enable a very customized ML model to be built.

Q: How do we see who is mis-classifying documents?

A: We provide a high-level report on misclassification. This outlines which document was misclassified, when, on which device and who made the misclassification. It is also possible to explore this information on the management console provided you have the correct access rights and a valid login.

Q: What file types do you cover?

A: We support the following standard files types out-of-the box: pdf, doc, dot, xls, xlt, ppt, pps, docx, docm, dotx, xlsx, xlsm, xlst, pptx, potm, potx, ppsm, pptm, ppsx, vsdm, vsdx, vstx, vss, vssm,vst, vstm,vssx, odt, ott, oth, odm, dwg, dxf, jpg, jpeg, png, mp4, j pe ,bmp, gif, tiff, csv, txt, log and other text MIME type, psd, msg, zip.

Q: What applications are supported by the agents?

A: Support is available on Microsoft Office applications Word, Excel, PowerPoint, Outlook and Windows Explorer and supports MS Office Suite files as well as PDF, CAD, Images, Video and other common file types. The agent for Mac has similar app coverage.

Q: Does the ML help to control emails from being sent outside our organization?

A: Yes, our ML features allow correct classification of emails before sending and even adapt for attachments if they are present. Knowing exactly how sensitive an email or attachment is allows the correct level of warning or blocking to happen before the data is sent externally. All of this happens without any need for specialized network hardware such as proxy servers.

Q: Can your agent software work on a laptop that is offline?

A: Yes, staff can classify and tag documents using the same rules as when they are online with the same warnings, blocking of risky activities and help assistance to explain the reasoning for the restrictions.

While the ML classification suggestions are only available when online, the pattern based suggestions are available offline all the time.

Q: How does the ML improve over time?

A: Machine Learning is at the core of the platform and can benefit from corrections and normal day-to day operation of staff to learn and improve over time. Any corrections made by staff that address new types of documents are used to improve the Machine Learning models in a totally anonymized way using proprietary technology.

Q: Do we need to roll out the agents and the GV Classification server at the same time?

A: Yes, the agent software that runs on laptops and desktops is dependent on the GV Classification server. They can operate for extended periods in offline mode without the server being present but do need to synchronize back to the server. This supports a centralized version, configuration control and comprehensive reporting.

Q: What reports are available, and can we get custom ones?

A: Custom reports can be generated by your reseller or your team if you have the correct level of training. Reports can be very granular, and GV Classification collects data on file activity on laptops and desktops while also scanning and discovering files stored on the network. Combining this information with data about file permissions, users and groups, allows for very detailed reporting and discovery of data at risk and user activity. Reports can also be generated for specific purposes such as a GDPR audit, file retention policy audit, duplicate files report, or to highlight crucial intellectual property (IP) documents in the company.

Q: How long do file scans take and how many must I do?

A: The length of time it takes to carry out a scan varies depending on the size of the share(s) that the software is pointed at. The larger the share the longer the scan will take. 125,000 documents can be

classified per day - based on average file size and a single scanning virtual machine with GV Classification software. We would recommend 2-3 scans of a selected file share or file repository be done and checked with GV to ensure the tagging is using your in-house standards and the documents are well covered. A useful exercise it to check for any documents that are reported by GV Classification as low confidence classifications as these may highlight proprietary documents in your organization. The GV Classification system can learn to find them with minimal effort.

Q: How long does it take to install?

A: GV Classification provides a single server image that can be installed in under 1 hour. Including configuration, you can expect to be ready to scan file shares in 4 hours. An agent installation takes 1 minute per machine. Once installed the agent connects to the server and becomes active. Note architecture and sizing vary depending on number of users and file repository size.

Q: Do we need to scan files if the manual classification agent is used?

A: No, the automated scanning and classification of files is optional, and you can use the GV Classification agent only for newly created documents or emails. However, it is included in the base license and can automatically scan and classify documents that may not be opened again for a long time. But that might cause you to fail a compliance audit. It is best practice to set it up and let it run. You can get useful reports on what was found, and some interesting facts might appear; such as the amount of duplicate documents or the presence of some very sensitive documents.

Q: Can GV Classification classify inbound emails?

A: When users reply or forward emails, they can be forced to classify emails.

Q: Do you work with cloud applications?

A: GV Classification supports Microsoft 365.

Q: Do you write metadata tags?

A: Yes, GV Classification writes custom metadata tags.

Q: Can I add my custom compliance?

A: Yes, GV Classification supports custom compliance configuration.

Q: Do we track user down-grading classification activities?

A: All de-escalation files are tracked and listed in the user activity report.

Q: Can you force users to classify documents?

A: From the dashboard, you can configure to force users to classify documents.

Q: Can I customize compliance names?

A: Yes, compliance names can be easily customized in line with company policies and needs.

Q: Does GV Classification generate reports?

A: Yes, customer reports include "Blocked Email Incidents", de-escalations and misclassification reports.

Q: Can you force users to classify documents before they print the documents?

A: Yes, you can configure to force users to classify documents before they can print or save documents.

Q: Can I modify classification level?

A: Yes, The admin can modify the classification level on the GV Classification management console or on the dashboard.

Q: Can your software add visual labels/marking to the documents?

A: Visual labelling/marking is added by GV Classification to emails and documents. This can be in the form of a header/footer or watermark.

Q: Can you block unclassified emails before a user sends out the emails?

A: Yes, you can block unclassified emails being sent out or warn users if they try to send an unclassified email. All activities are recorded in the audit log.

Q: Will we notice a slow down on our servers or network during scans?

A: No, the scanning is throttled to have the same impact as a single user laptop added to the network.

Q: The setup will be available in the Go4Labs shortly for workshops. Is the POC a server deployment that we show in the demo in training?

A: We have set up for how often to show a pop-up or not to show it at all. In production we do not activate the suggestion pop-up. When a user is ready to classify a file, the suggestion is already there for them. That is a configurable option.

Q: How do we migrate from reselling existing tool to new tool?

A: We have migration content available (whitepaper, information videos, and competitive comparison documents) to help you migrate existing customers.

Q: Can customers continue to use their existing policies/classification tagging?

A: Yes – this will not impact the ability for your customers to utilize current tagging.