How to Ensure Strong Unstructured Data Security in the Age of Big Data

Every day, companies create huge amounts of digital information — and a lot of it isn’t stored in neat, organized ways. This is called unstructured data, and it hides in emails, documents, videos, and more. The problem? Some of your most sensitive info is buried in these files, and it’s often left unprotected.

While databases usually get strong security, unstructured data is easier to overlook. That leaves a big target for hackers and other threats. As employees keep creating and sharing more data, the risks keep growing. Protecting unstructured data takes a different kind of strategy — one built for today’s fast-paced digital world.

Related: A Guide to Sensitive Data Discovery in Unstructured Data

Understanding Unstructured Data Security Fundamentals

Unstructured data security requires specific approaches that differ from traditional database protection. The lack of organization makes this data difficult to track, classify, and secure. Let’s examine common types of unstructured data that need strong security measures.

Email Content and Attachments

Emails remain a primary source of unstructured data risk. The average employee sends and receives over 120 emails daily, many containing sensitive information or file attachments. These communications often include:

• Customer personal information
• Financial data and reports
• Internal strategy documents
• Product specifications and plans

A single misdirected email can expose sensitive data to unauthorized recipients. Without proper controls to monitor email content, organizations face significant data breach risks.

Strong unstructured data security includes email scanning tools that can identify sensitive content before transmission. These tools flag potential security risks like social security numbers or financial details in outgoing messages.

Social Media Posts and Messages

Corporate social media accounts and employee communications represent another unstructured data challenge. These platforms generate text, images, and videos that may contain sensitive information.

Company representatives might accidentally share images showing internal systems or whiteboards. Location data can reveal secure facilities without intent. Customer interactions sometimes contain private information. Screenshots may include visible proprietary information.

Social media monitoring tools help track content across platforms. They scan for potentially sensitive information and alert security teams before damage occurs.

Video and Audio Files

Video conferences, recorded meetings, and audio messages create large amounts of unstructured data. These files often contain valuable information discussed openly among team members.

Strategic planning discussions happen in recorded meetings. Product development details appear in design review recordings. Customer information exchanges occur during support calls. Financial performance reviews take place in quarterly video updates.

Without proper classification and access controls, these media files become security weak points. Proper unstructured data security includes tools that can catalog, scan, and protect these file types based on their content.

Common Security Threats to Unstructured Data

Understanding threats helps organizations build stronger defenses. Several key risks target unstructured data specifically.

Unauthorized Access Attempts

External attackers frequently target unstructured data as it often receives less security attention. Common tactics include phishing emails targeting employee credentials and password attacks against file-sharing services. Attackers exploit misconfigurations in cloud storage permissions. Some use social engineering to gain access to document repositories.

These attacks succeed when organizations lack visibility into who accesses their unstructured data. Zero-trust security models help by requiring continuous verification before allowing access to sensitive files.

Data Leakage Through Cloud Storage

Cloud storage solutions offer convenience but create new security challenges. Organizations commonly experience data leakage through improperly configured sharing settings or overly permissive access controls. Many struggle with shadow IT services not monitored by security teams. Employees sometimes use personal accounts for business data.

Without comprehensive monitoring of cloud environments, sensitive files can become publicly accessible. Effective unstructured data security requires tools that scan cloud storage for vulnerable settings and exposed sensitive data.

Insider Threat Scenarios

Not all threats come from outside your organization. Insider risks exist in various forms across companies of all sizes. Employees might download sensitive files before leaving the company. Staff members sometimes access data unrelated to their job function. Accidental sharing of sensitive information happens regularly. Though rare, deliberate data theft for personal gain remains a serious concern.

User behavior analytics help identify unusual access patterns that might indicate insider threats. By establishing baselines of normal behavior, security teams can spot potential problems before data leaves the organization.

Related: Protecting Unstructured Sensitive Data: Best Practices and Strategies

Essential Security Controls for Unstructured Data

Building strong unstructured data security requires specific tools and strategies focused on this unique challenge.

Data Loss Prevention (DLP) Solutions

DLP systems form the backbone of unstructured data security. These solutions monitor data in motion across networks and inspect file contents for sensitive information. They apply protection policies based on content. Many DLP tools can prevent unauthorized sharing of protected data.

Modern DLP tools use advanced techniques to improve detection accuracy. They can identify patterns in documents that suggest sensitive content, even when specific keywords aren’t present.

DLP solutions should cover all channels where data travels, including email, web uploads, cloud storage, and removable media. This comprehensive approach closes potential security gaps in your environment.

Access Control Management Systems

Controlling who can access specific files represents a core aspect of unstructured data security. Effective access management applies the principle of least privilege and implements role-based access controls. It requires multi-factor authentication for sensitive data access. Regular reviews and updates to access permissions help maintain security over time.

Access controls should adapt to changing user roles within the organization. When employees change departments or leave the company, their access rights must be updated automatically to prevent unauthorized data access.

Encryption Tools and Protocols

Encryption provides a critical layer of protection for unstructured data. Strong security programs implement data encryption at rest for stored files and transport encryption for data in motion. Many organizations use end-to-end encryption for sensitive communications. Key management systems handle encryption administration efficiently.

The National Institute of Standards and Technology (NIST) recommends AES-256 encryption for sensitive data protection. Encryption ensures that even if unauthorized access occurs, the data remains protected. This approach particularly helps with regulatory compliance requirements like GDPR that mandate encryption for certain data types.

Monitoring and Auditing Unstructured Data

Visibility into unstructured data usage remains important for security. Organizations need comprehensive monitoring capabilities to protect their information.

File Access Tracking Systems

Monitoring who accesses files provides critical security insights. File tracking systems record all file access attempts, whether successful or not. They document who viewed, modified, or shared documents throughout their lifecycle. Good systems track access locations and devices. The best solutions generate alerts for unusual access patterns.

User Behavior Analytics

Understanding normal behavior helps identify potential threats. User behavior analytics establish baselines of typical user activity and flag unusual access times or locations. They can identify abnormal download volumes or alert on access to data unrelated to job functions.

Security Incident Logging

Comprehensive logs provide important information during security investigations. Strong logging systems create tamper-proof records of all security events with accurate timestamps and user identification. They document file access, modification, and sharing activities. The logs retain data for compliance requirements.

When security incidents occur, these logs provide the evidence needed for investigation and remediation. They also satisfy regulatory requirements for audit trails related to sensitive data.

Protect Your Enterprise Data with Our Data Security Posture Management Solutions

Securing unstructured data requires specialized tools designed for complex data environments. Organizations need solutions that provide visibility, control, and protection across all data locations.

The Qostodian platform delivers comprehensive data security posture management specifically designed for unstructured data challenges. Our solution provides real-time monitoring of the full-inventory of your organization’s unstructured data. Get proactive alerts for potential security issues and produce comprehensive reports for compliance requirements.

Organizations in financial services, healthcare, and the public sector trust our solutions to protect their most sensitive information. With deployment options that work within your existing infrastructure, Qostodian integrates seamlessly with your security program.

Take control of your unstructured data security today. Request a demo to see how our solutions can help you identify, protect, and manage your sensitive information across the enterprise.