Connecticut State Colleges & Universities
IT Support Center

Spirion Client (formerly Identity Finder)

Records Management

Refer to the Records Management section of the CSCU Data Management standard. The standard points to the State of Connecticut's Records Management Program and has links that will address most of your data retention questions:
  • List of General Schedules
  • Information on the Disposition of Public Records
  • State Records Management Program: Main page for links to: RC-108 disposition authorization form, Email Management Guidance and Email FAQ
  • For records that need to be retained, once the retention period has been satisifed, form RC-108 needs to be used before it can be destroyed.
  • Transitory correspondance do not require destruction authorization (i.e. Form RC-108) and can be deleted at will.

Protective Enclave, Enclave-Transfer library and the Quarantine Action

Since all DCL3 data needs to reside in the CSCU Protective Enclave, if you have or access any DCL3 data and have not yet been provided access to the Protective Enclave, please work with your Data Steward to request access.

If a Spirion search identifies data that contains DCL3 that is located outside of the Protective Enclave, it will need to be securely moved into the Protective Enclave using your Enclave-Transfer library. NOTE: Because your Enclave-Transfer folder is securely shredded every night, you can use the quarantine action to move the documents into your Enclave-Transfer library but you must remember to log into the Protective Enclave and move those documents into your Enclave-Docs library otherwise they will be shredded at 2 AM every night and will be unrecoverable.
 
You can set or check your quarantine location by launching the Spirion client, going to File - Settings and clicking on the Actions tab. Under Options for Quarantine, if you've set the quarantine location, you'll see the folder that files will be moved to when you perform the Quarantine action on results.

The Spirion client is only an aide to locating DCL3 data outside the Protective Enclave. It can only look in searchable file-types (Common text based file types, email, file types identified as searchable by your workstation) and should not be relied on to find all DCL3 data. We are aware that some programs (e.g. SAS) do store DCL3 data in file types that are not searchable using the Spirion client.

It is up to you to know your data, what is and is not DCL3 data and where it is located so that DCL3 data can be moved into the Protective Enclave.

Profile and Results Passwords

Since we do not enable the encrypt feature using the Spirion client, data is not encrypted using your Spirion profile. Therefore, since profiles do not contain sensitive data and are only used to store client configurations, they do not need to be unique. Therefore we highly recommend using your institution's standard Spirion profile password.

If you had it set to something unique in the past and have forgotten it, work with your IT department to reset the profile password.

Note that this is different than an Encrypted IDF Results File password from a scheduled search. If you open a saved results file, you are prompted for an "Encrypted IDF Results File", enter 'results' (no quotes, all lowercase). You  may be prompted to first enter your Spirion profile password (see above) if you are not already logged into your profile, but use 'results' when you see this popup:

If this does not work, your instiution may have created a unique encrypted result password to be used here. Use that in place of 'results'.

Quick Reference Guides

NOTE: All test data or data shown in screenshots is not real data. It has either been created as sample/test data or taken from real data with the identity data redacted or rearranged so it no longer is the original, real data.

When you need a refresher on how to perform a particular function and you don't want to dig through the full documentation, check these guides out first to see if there is a quick tutorial on what you are looking for:

How to perform a search

How to retain an email that contains DCL3

How is email searched?

How to search department shares

In-depth Documentation

Check out our in-depth documentation:

Introduction to the Spirion client
* Reviews the function of each tab in the menu and a basic introduction to using the client to perform searches and actions on results.

Searching with the client
* Contains step-by-step instructions for performing common searches (My Computer, email, My Documents, removable media, network shares)

Handling Results
* Contains info on how to handle certain types of locations if they appear in your results, goes over the actions you can take on locations and contains the Action Decision Table.

Optional Disk Cleanup Procedure
* Contains details for using Windows Disk Cleanup to clean temporary areas on your workstation.

Test Data

We are providing a zipped file containing test data you can use to search: Download Test Data

To use: Click the above link and save the test data to your local hard drive and unzip. Do NOT also unzip the compressed file found inside the test data, leave it compressed. When you are done testing with the test data, please remove the test data from your workstation.

Additional Information for Data Stewards and Data Managers

A Data Steward has planning and policy responsibilities for data within a specific functional area(s) known as a data domain. Data Managers handle the day-to-day responsibilities for data management. Data Stewards and Data Managers both have responsibility for understanding, protecting and managing access to CCC data.

As it relates to Spirion, a Data Manager's duties are to:

  • Perform searches on shared locations (such as departmental shares) and take appropriate action on DCL3 data.
  • Ensure that staff within their data domain are performing periodic searches of the files on their computer hard drive, user libraries and email.
  • Ensure that appropriate action is being taken by the staff in their Data Domain on files/emails that contain DCL3 data.