Data governance defines roles, responsibilities, and processes for ensuring accountability for and ownership of unstructured data across the enterprise. Establishing and assigning Data Owners is an important step in achieving data governance and meeting compliance requirements.

Data Owners are the people that have direct responsibility for the security of your unstructured data. Data Owners ensure that data is protected, that the right controls are in place for access to data, that the data quality is understood, measured, and managed. 

Data Owner selection and assignment can easily be done with Secure and Govern. However, it is best to have an overall data governance plan before adding Data Owners. This article will walk you through how to add, remove, transfer and manage Data Owners for Egnyte and Windows File Server (WFS) sources. 

How to Add Data Owners

How to Remove Data Owners

How to Transfer Data Ownership

How to Change Data Ownership Folder Management

Additional Resources

 

Adding Data Owners

Data Owners can be added using two different methods. Secure & Govern allows Data Owners to be added within the Permission Browser as well as within Data Owner Management which can be found under the User Management section in Settings. Both methods are described below.

Data Owner Management - Adding a Data Owner

    1. Log into Secure and Govern.
    2. Go to the “Settings".
    3. Select "Data Owners" found under "User Management"

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    4. Select "Add Data Owners"

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    5. Select the "Content Source" where you want to add the Data Owner

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    6. Select the "User" or "Users" that you want to assign as a Data Owner

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    7. Select the "Folders" you want assigned to the Data Owner

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    8. Select "Add" to add the Data Owner(s). The Data Owner(s) are successfully added

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Permission Browser - Adding a Data Owner

  1. Log into Secure and Govern.
  2. Go to the “Permissions” Tab.
  3. Navigate to a folder in an Egnyte content source.
  4. Select the “Data Owners” tab (on the right side of the screen).

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  5. Review the “Recommended Data Owners”
  6. Assign a Recommended Data Owner by selecting “Add” beside the user’s name or go to step 7 to search for other Data Owners

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  7. Select the “Add Data owners” button to open the Data Owner search

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  8. Type in a user’s name, matching user list will appear (Note: only users that have access to Secure and Govern or the supported content source can be added as Data owners).
  9. Assign a Data Owner by selecting “Add” beside the user’s name.

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  10. Select “Next.”

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  11. Choose the folder or folders to be assigned and select “Add.”

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  12. If the user, selected as a Data Owner, is not a Secure and Govern user, the following account creation window will appear.
  13. Select “Create Accounts” to add the new user to Secure and Govern.

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  14. Data Owner assignment notification will appear, and data owner will be assigned.

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  15. Email notification is sent to the Data Owner.

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Removing Data Owners

Data Owners can be removed using two different methods. Secure & Govern allows Data Owners to be removed within the Permission Browser as well as within Data Owner Management which can be found under the User Management section in Settings. Both methods are described below.

Data Owner Management - Removing a Data Owner

    1. Log into Secure and Govern.
    2. Go to the “Settings".
    3. Select "Data Owners" found under "User Management"

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    4. Go to a "User" and select "Manage"

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    5. Select "Remove Data Owner"
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    6. The "Remove Data Owner Assignment" window appears, select "Remove"

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    7. The Data Owner is successfully unassigned/removed

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Permission Browser - Removing a Data Owner

  1. Log into Secure and Govern.
  2. Go to the “Permissions” Tab.
  3. Navigate to a folder in a supported content source.
  4. Select the “Data Owners” tab (on the right side of the screen).

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  5. Select the three vertical dots to the right of the current data owner.
  6. Select “Remove from Data Owner function.”

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  7. The “Remove from Data Owner function” window appears, select “Remove.”

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  8. Data Owner removal notification will appear, and data owner will be removed as Data owner from the folder.

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Transferring Data Ownership

Transferring Data Ownership can only be done using "Data Owner" management found under the "User Management" section found under "Settings. The steps are described below.

    1. Log into Secure and Govern.
    2. Go to the “Settings".
    3. Select "Data Owners" found under "User Management"

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    4. Go to a "User" and select "Transfer Ownership"

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    5. Enter an existing Data Owner to transfer ownership to

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    6. Select "Save" and the ownership is transferred

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When transferring ownership to another Data Owner, ALL folders must be transferred to the new Data Owner.

Data Ownership - Folder Management

The folders a Data Owner manages can be modified using "Data Owner" management found under the "User Management" section found under "Settings. The steps are described below.

  1. Log into Secure and Govern.
  2. Go to the “Settings".
  3. Select "Data Owners" found under "User Management"

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  4. Go to a "User" and select "Manage"

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  5. Select the "Folders" you want assigned or unassigned to the Data Owner

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  6. Select "Save"

 

Additional Resources

When moving a folder within a WFS content source, any existing Data Owner(s) and permission review(s) will be removed/cancelled.

Administrators can now easily request a permission review, from any Data Owner,  within Secure and Govern. For more information on permission requests, please review Permission Review Request and Completion

Learn more about Data Owner Assignment by watching a Quick Tip on Egnyte University:  Assigning Data Owners