Windows File Share

Windows File Share

Scan sensitive files in Windows File Share

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Windows File Share
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In the age of cloud computing and SaaS dominance, one traditional yet essential technology continues to hold its ground—Windows File Share Servers. Despite their utility in facilitating centralized storage and collaborative workflows, these file servers are rife with challenges that can compromise data security, operational efficiency, and compliance.

As organizations strive to tighten their data protection strategies, one recurring question arises: How do we manage sensitive file access effectively on legacy systems like Windows File Share Servers? This blog explores the key issues and outlines how Strac provides an innovative solution.

Key Problems with Windows File Share Servers

  1. Access Sprawl
    Over time, file servers accumulate layers of access permissions, creating a labyrinth that’s nearly impossible to untangle. Employees come and go, projects end, and files often retain access permissions long after they’re needed. This results in:
    • Over-privileged Access: Users have access to files they no longer need.
    • Orphaned Files: Files accessible to accounts that no longer exist.
    • Public Exposure: Sensitive files may inadvertently become publicly accessible.
  2. Lack of Visibility
    Many organizations struggle to answer basic questions like:
    • Who has access to a specific file?
    • Which files are publicly accessible?
    • Are there sensitive files accessible without proper controls?
    • The lack of real-time insights into these issues makes organizations vulnerable to breaches and non-compliance with regulations like HIPAA and GDPR.
  3. Sensitive File Identification
    While traditional DLP solutions focus on detecting sensitive data, the challenge is compounded by the distributed nature of file servers. Sensitive data can reside in deeply nested folders or obscure file formats, eluding traditional detection methods.
  4. Complexity in Managing Access
    Revoking access or implementing least privilege principles is cumbersome. Manual processes often require IT teams to sift through endless logs and permissions, making them prone to human error.

How Strac Solves Windows File Share Servers Challenges

Strac agent scanning sensitive files and and access control against windows file share server

Strac’s comprehensive solution for file server management combines the power of Data Discovery, Access Control Analysis, and Automated Remediation to ensure your data stays protected and accessible only to the right people.

1. Deep Access Visibility

File sharing over a network in Windows - Microsoft Support

Strac provides a clear map of:

  • Who has access to what files.
  • Files that are publicly accessible or shared beyond their intended audience.
  • Access anomalies, such as over-privileged accounts or orphaned files.

With real-time dashboards and granular reports, you gain unprecedented insights into your file server ecosystem.

2. Sensitive File Detection

Leveraging advanced AI and machine learning, Strac automatically scans files for sensitive data such as PII, PHI, PCI, and intellectual property. It identifies risks across all files—structured or unstructured.

3. Proactive Access Management

Strac simplifies access management with features like:

  • Automated Remediation: Automatically revoke excessive permissions or restrict public access with a single click.
  • Role-Based Access Recommendations: Suggests least-privileged access models based on user behavior.
  • Policy Enforcement: Ensure compliance with predefined access policies.

4. Seamless Integration

Strac integrates with Windows File Share Servers, SMB/NFS protocols, and cloud-based file shares. This ensures you have a unified approach to managing both legacy and modern file systems.

Conclusion

Windows File Share Servers continue to be an integral part of many organizations’ data management strategies. However, without proper tools to address access sprawl, sensitive file exposure, and identity management, they can become a liability.

Strac is here to bridge the gap between legacy systems and modern security needs. By delivering unparalleled visibility, robust data protection, and automated remediation, Strac ensures your file servers remain an asset, not a risk.

Ready to take control of your file servers? Contact us today to see how Strac can help.

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Use Cases

Healthcare Organizations Handling PHI (Protected Health Information)
Financial Services Firms Protecting Multiple Types of Sensitive Data
Technology Companies Safeguarding Intellectual Property (IP)

Practical Scenario

A hospital’s billing and administrative teams use SharePoint Online to store patient invoices, medical reports, and insurance forms. While collaborating with external insurance providers, a staff member accidentally updates the permissions on a SharePoint document library to “Anyone with the link,” exposing potentially thousands of patient files containing PHI.

Industry Challenge

Healthcare organizations must meet HIPAA requirements for patient privacy. Even a single unauthorized access to PHI can trigger non-compliance, steep fines, and damage to the hospital’s reputation.

How Strac Helps

  • Continuous Data Discovery: Strac automatically scans existing and newly uploaded documents, identifying PHI (e.g., medical record numbers, Social Security Numbers).
  • Classification & Labeling: Once identified, files are labeled (e.g., “HIPAA Sensitive”), ensuring that administrators know which documents require the highest level of protection.
  • Visibility into Access: Strac provides real-time insight into who has access to these sensitive documents. Administrators can instantly see if unauthorized users or broad groups have viewing rights.
  • Revoke Public Links: If a file is publicly accessible, Strac immediately revokes those links and restores restricted access.
  • Alerts & Quarantines: When someone attempts to share PHI externally, Strac can alert admins, quarantine the file for review, or completely block the action.
  • Audit-Ready Reports: All actions are logged, enabling quick incident response and demonstrating HIPAA compliance for audits.
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Practical Scenario

A mid-sized investment firm uses SharePoint to collaborate on various client files, including:
  • Credit card statements (subject to PCI-DSS)
  • ID documents (Driver’s Licenses, Passports, etc.) used for KYC (Know Your Customer) verification
  • Banking information such as account and routing numbers
An associate accidentally shares a SharePoint folder containing these files with a newly onboarded client who does not require access to all confidential documents. This folder is also accessible to several internal teams outside the immediate project, creating multiple potential exposure points.

Industry Problem

Financial organizations must adhere to strict regulations like PCI-DSS for payment card data and various KYC/AML (Anti-Money Laundering) standards that mandate secure handling of personally identifiable information (PII). Exposing client ID documents, bank details, or credit card data can lead to fraud, legal liabilities, and erode customer trust.

How Strac Helps

  • Comprehensive Data Discovery: Strac scans both existing and newly uploaded documents in SharePoint for sensitive information such as credit card numbers, bank account details, and ID documents (Driver’s License, Passport formats).
  • Classification & Automated Labeling: Once identified, Strac applies meaningful labels (e.g., “PCI-DSS Sensitive,” “PII – ID Documents,” “Banking Info”) to ensure these files stand out and are subject to stricter security rules.
  • Visibility into Access: Strac provides an immediate view of who currently has access to these sensitive files. This allows admins to spot situations where external clients or internal teams unnecessarily have permissions.
  • Public Access Revocation: If a labeled document (e.g., containing card data or ID scans) is found to be publicly shared or too broadly accessible, Strac automatically revokes these links or permissions, aligning access with the principle of least privilege.
  • Alerts, Quarantines, and Blocks: When a user attempts to share a labeled document with outside domains—or with an entire department—Strac alerts administrators or quarantines/blocks the file share, depending on policy settings.
    In cases where the share is intentional but needs review, admins can approve or deny the request within Strac’s dashboard.
  • Audit & Compliance: Every sharing event, label assignment, and access revocation is logged, creating a detailed audit trail. This helps demonstrate compliance with PCI-DSS, KYC, AML, and other regulatory requirements.
    Automatic reporting simplifies any regulatory or internal compliance audit, reducing the administrative burden on security and compliance teams.
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Practical Scenario

A software company keeps source code, product roadmaps, and design specs in SharePoint. Several teams—including external contractors—use the same SharePoint site. A developer accidentally grants a large group, including some non-disclosure–exempt contractors, access to a folder containing patent-pending code.

Industry Problem

Leaking IP can destroy a firm’s competitive advantage, trigger legal disputes, and cause immense reputational harm.

How Strac Helps

  • Holistic File Scanning: Strac inspects documents, PDFs, and archives for code snippets, system designs, and proprietary business terms to detect potential IP.
  • Intelligent Labeling: Documents identified as containing IP or trade secrets are automatically classified (e.g., “Proprietary IP”), reinforcing the need for restricted sharing.
  • Real-Time Access Insights: With Strac, administrators can instantly see who has access to IP-tagged files, enabling them to remove unauthorized users or reduce permission scopes.
  • Immediate Link Removal: If a contractor or external partner is mistakenly granted access to IP, Strac revokes public or unauthorized sharing before the files can be downloaded.
  • Alerts & Blocking: Strac’s policies can be configured to alert security teams or block external sharing attempts for files containing proprietary content.
  • Incident Response & Auditing: Detailed logs of every share request, label change, and access revocation aid in quick incident resolution and help prove due diligence if legal issues arise.
Seamless Integration & Scalability Showcase
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