This page provides an explanation of the File Governance feature.
This feature integrates with Box used by your organization to aggregate and visualize information on all files and folders stored within Box. It is specifically designed to focus on the "external sharing status" of files and folders, allowing administrators to quickly identify and address potential data leakage risks.
Overview
This page provides an explanation of the File Governance feature.
This feature integrates with Box used by your organization to aggregate and visualize information on all files and folders stored within Box. It is specifically designed to focus on the "external sharing status" of files and folders, allowing administrators to quickly identify and address potential data leakage risks.
Please click here for an explanation of the File Governance screen.
Please click here for detailed operation instructions.
Target Audience
JOSYS Administrators with Super Admin privileges (Note: This feature can only be viewed and operated by Super Admins).
Purpose
This feature is provided to solve the following challenges faced by IT Administrators:
To grasp the full picture of what files exist in Box and who owns them.
To efficiently identify "which files" are shared with "whom (especially outside the company)."
To discover files that are unintentionally being shared externally and reduce the risk of information leakage.
- To quickly correct access privileges when risky sharing settings are found.
Capabilities
The main operations that can be performed with this feature are as follows.
1. Visualization of all files/folders in Box
You can check all files and folders existing in Box in a list view. This allows you to grasp the complete overview of your organization's data assets. The Box file/folder list includes URLs for each file/folder.
2. Identifying externally shared files
You can easily identify files shared with users outside of the organization's defined "Trusted Domains" in the "External Shared Files" view. This allows quick access to files that should be checked with priority.
3. Managing verified files with "Safe Mark"
If you have checked an externally shared file and determined that there are no issues, you can mark it as "Safe". Marked files will display a "Safe Icon" in the "All Files" list, indicating that they have been reviewed.
4. Checking detailed sharing status and changing access rights
You can check the list of all users (internal and external) who have access to a file from JOSYS. Additionally, you can directly "Delete" external user access rights or "Edit" permissions from the detail view. This shortens the time from risk discovery to resolution.
FAQ
Q: If the shared users are changed on the Box side after setting the Safe Mark, will the Safe Mark be automatically removed?
A: No, the Safe Mark is not automatically removed. Manual removal is required if the sharing changes introduce an unacceptable risk. This is because the "Mark as Safe" function focuses on assessing the safety/sensitivity of the file's content, rather than monitoring subsequent changes to the list of shared users.
Q: Are files synced daily?
A: No, they are synced weekly. You can also retrieve current data by clicking the Sync button.
Q: The File Governance menu is not displayed.
A: It can only be viewed by users with Super Admin privileges.
Q: I don't have Box permissions, but can I view the files/folders?
A: Clicking on the file name or folder name in the list view acts as a direct hyperlink, opening the corresponding content in Box. If you do not have the necessary permissions for the content in Box, you will not be able to open or view the file or folder, even via this link.