Work with content

Your content represents the important information that you want to register on your Information Governance Server so you can control and report on the movement of this information as part of your Information Governance Platform

Content is also referred to as items and files within your IG Server, and the terms are interchangeable within this help.

You can add Registered and Allow listed items to the IG Server. Registered items represent files that will be subject to queries searching for matching content, while allow listed items will not. Allow listed content is useful to lessen the chances of false positives. You can allow list whole files or individual text.

When you register items, you need to add them to a Collection. Items can then be viewed within a collection list and individually. Items no longer required for matching purposes can be deregistered.

To add flexibility when defining Gateway policy, you can add classifications to items that you register on the IG Server. Classifications are based around the level of document sensitivity, for example, confidential or restricted.

You can add Metadata to content that you upload to the IG Server. For example, if you wanted a particular item to be subject to content checking for a given period of time, you can set a date for it to be deregistered by adding an expiry date to the item. You use Item Properties within the IG Server to apply metadata to items.

You can test to ensure that content added to the registry will be correctly identified by your Gateway security policy by using the Registry Search feature.

Tell me about...

• Collections

  The purpose of a collection is to:

  • Organize registered items into logical groups
  • Define the scope of allow listed text
  • Provide context to people dealing with policy violations

  When you first register an item, you are required to specify a collection to add it to. Every item is associated with exactly one collection, although items can be moved between collections.

• Collection owners

  Each collection needs a collection owner. Collection owners:

  • can register and deregister items in the collection
  • can modify details on collections that they own
  • can delete collections that they own
  • can see which items in the collection have caused most matches
  • receive email notifications in the event of a match against items in the collection
  • are responsible for dealing with false positives by allow listing text or deregistering items that should no longer be registered

  When you create a new collection, you become the initial collection owner, regardless of your role. Each collection has a unique and permanent ID, which is automatically generated by the IG Server. A display name is supplied, which can be re-configured by you, as the collection owner.

• Item Properties

  Item Properties are assigned to content that you upload to your IG Server. Depending on how content is registered, and the particular nature of the property, some properties are derived automatically while some can be added manually.

  In addition to system supplied properties, you can apply custom properties in the form of a name and value pairing.

  Show me the Item Properties

  Property	Description	Registration
  User	Identity of the user registering the item	Derived automatically by the IG Server
  User's IP address	IP address of user’s PC at the time of registration	Derived automatically by the IG Server
  Timestamp	Time of registration	Derived automatically by the IG Server
  Filename	The name of the file that was registered	Taken from the uploaded file
  Location	The location of the file that was registered	Not specified
  Expiry	The date the item will be automatically deregistered	Supplied by the user (default is never)
  Collection name	The name of the target collection	Supplied by the user
  Custom Properties	See note	Supplied by the user (optional)

  Custom Properties These are name and value pairs supplied at registration time that provide extra contextual information for each registered item. In addition, your organization's policy might make use of these properties in order to define different actions depending on the properties of the matching items. Custom properties have no special meaning to the IG Server; it simply stores them for each item and returns them in query results for matching items. For example, the properties might indicate a particular functional department, for example, Finance. You enter name and value pairs as free format text.

How do I...

• Register content?

  For steps on adding content to your IG Server, see Register content.

• Deregister content?

  For steps on deleting content from your IG Server, see Deregister content.

• Allow list content?

  For steps on adding allow listed content to your IG Server, see Register content.

• Add a classification to an item

  For steps on adding classifications, see Classify content.

• Add properties to items?

  For steps on adding item properties for new and existing items, see Set item properties.

• Check that content I've added will be identified by the Gateway?

  You can check that individual files and text fragments will be identified by your Gateway. See Registry Search.

See also...

• Classify content
• Deregister content
• Register content
• Registry Search
• Set item properties
• Work with content