Understanding scan results:

Each result record forwarded to LT Auditor ^MP represents a single PII match found in a scanned file. A single file may generate multiple result records if it contains multiple types of PII or multiple instances of the same PII type.

Each result record includes:

• File Path — the full path to the file where the match was found
• PII Class — the type of sensitive data detected (e.g., Social Security Number, Credit Card Number)
• Severity — the severity level assigned to the detected PII class (Critical, High, Medium, Low)
• Line Number — the line in the file where the match was found
• Context — a snippet of the surrounding content to help identify the match
• Timestamp — when the match was detected during the scan
• Agent — the client agent that performed the scan
• Job Name — the scan job that generated the result
• Target Host — the LT Auditor ^MP instance the result was forwarded to

Accessing scan results in LT Auditor ^MP:

1. Log in to the LT Auditor ^MP Web UI
2. Navigate to View in the main navigation menu
3. Select the view configured for PII Scanner data, or create a new one:
   • Click Create View
   • Set the Environment to your PII Scanner environment
   • Set the Category to PII Scan Results
   • Set a default date range
   • Click Save
4. The log table populates with PII match records from your scans

Filtering scan results:

Filter by scan job:

1. Click Advanced Filters
2. Add a condition:
   • Field — Job Name
   • Operator — Equals
   • Value — the name of the specific scan job
3. Click Apply Filters

Filter by PII class:

1. Click Advanced Filters
2. Add a condition:
   • Field — PII Class
   • Operator — Equals or In
   • Value — the PII class to focus on (e.g., Social Security Number)
3. Click Apply Filters

Filter by severity:

1. Click Advanced Filters
2. Add a condition:
   • Field — Severity
   • Operator — Equals
   • Value — Critical, High, Medium, or Low
3. Click Apply Filters

Filter by file path:

1. Click Advanced Filters
2. Add a condition:
   • Field — File Path
   • Operator — Starts With or Contains
   • Value — the directory path to focus on (e.g., \\fileserver01\shares\HR)
3. Click Apply Filters

Filter by agent:

1. Click Advanced Filters
2. Add a condition:
   • Field — Agent
   • Operator — Equals
   • Value — the hostname of the agent that performed the scan
3. Click Apply Filters

Interpreting scan results:

When reviewing results, focus on the following questions:

Is the sensitive data in an expected location? PII found in designated, access-controlled directories (e.g., an HR file server with appropriate permissions) is expected. PII found in unexpected locations (e.g., a public share, a developer’s home directory, or a temporary folder) requires immediate attention and remediation.

Is the PII class appropriate for the location? Credit card numbers in a Finance share may be expected. Credit card numbers in a Marketing share are not. Review whether the type of PII found makes sense for the location it was discovered in.

How severe is the finding? Prioritize Critical and High severity findings for immediate review. Medium and Low severity findings should be reviewed but may not require urgent action.

How many files are affected? A single match in one file is very different from thousands of matches across hundreds of files. Use grouping and aggregation in LT Auditor ^MP reports to understand the scale of findings across a scan.

Viewing full result details:

1. Click on any result row in the log table
2. The detail panel opens and displays:
   • File Path — full path to the affected file
   • PII Class — the type of sensitive data detected
   • Severity — the assigned severity level
   • Line Number — where in the file the match was found
   • Context — surrounding content to help identify and validate the match
   • Timestamp — when the match was detected
   • Agent — which client agent found the match
   • Job Name — which scan job generated this result
   • Raw Log — the original forwarded syslog record
3. Click Close to return to the results table

Identifying false positives:

Not every match is a genuine PII finding. Some patterns may produce false positives — matches that technically satisfy the regex pattern but do not represent real sensitive data. For example:

• A 9-digit product code that matches an SSN pattern
• A test file containing sample data used for development
• A log file containing IP addresses matched by an IP address pattern

When reviewing results, use the Context field to validate whether a match represents real sensitive data. If a pattern is consistently generating false positives from a specific file type or location:

1. Review the detection rule in Admin → PII Patterns on the PII Scanner Server
2. Consider tightening the regex pattern to reduce false positives
3. Consider excluding the relevant file extension from future scan jobs if it consistently produces noise

Acting on scan results:

When genuine PII is found in an unexpected or unauthorized location, take the following steps:

1. Document the finding:

• Export the relevant results from LT Auditor ^MP as a PDF or CSV
• Note the file path, PII class, severity, scan date, and agent

2. Assess the risk:

• Determine who has access to the location where the PII was found
• Review access logs in LT Auditor ^MP to determine whether the file has been accessed recently
• Assess whether the finding represents a compliance violation that must be reported

3. Remediate:

• Work with the file owner or relevant department to relocate, encrypt, or delete the sensitive file
• Review and update access controls on the affected location
• Confirm remediation by running a follow-up on-demand scan of the same path after the file has been addressed

4. Report:

• If the finding represents a compliance violation, follow your organization’s incident response and breach notification procedures
• Retain scan results and remediation records as evidence for compliance audits

[Your administrator should define a standard remediation workflow for PII findings and ensure all team members know how to follow it.]

Generating PII scan reports in LT Auditor ^MP:

For compliance documentation and management reporting, generate structured reports from PII scan results:

1. Navigate to Report in the LT Auditor ^MP Web UI
2. Click Create Report
3. Configure the report:
   • Environment — PII Scanner environment
   • Category — PII Scan Results
   • Date Range — the period to cover
4. Under Columns, include:
   • File Path
   • PII Class
   • Severity
   • Timestamp
   • Agent
   • Job Name
5. Under Grouping, consider grouping by:
   • PII Class — to see a breakdown of finding types
   • Severity — to prioritize remediation efforts
   • File Path — to identify the most affected locations
6. Click Save and then Generate Report
7. Download the report as PDF for audit submission or CSV for detailed analysis

Setting up alerts for critical PII findings:

Configure LT Auditor ^MP to alert your team immediately when Critical or High severity PII is detected during a scan:

1. Navigate to Manage in the LT Auditor ^MP Web UI
2. Select the PII Scanner environment and category
3. Click Add Filter
4. Configure the filter:
   • Filter Name — e.g., Critical PII Finding Alert
   • Condition — Severity Equals Critical
   • Action — Alert
   • Recipients — your security or compliance team email addresses
5. Click Save and set to Active

Repeat for High severity findings if needed.

[Your administrator should also configure an alert for PII found in specific sensitive or unexpected locations, such as public shares or temporary directories.]

Best practices:

• Review scan results promptly after each scan completes — sensitive data findings should not sit unaddressed
• Prioritize Critical and High severity findings for immediate investigation and remediation
• Use the Context field to validate matches before acting on them — not every match is a genuine PII finding
• Export and retain scan results as part of your compliance evidence library, particularly for GDPR, HIPAA, and PCI-DSS audits
• Run a follow-up on-demand scan after remediation to confirm that sensitive data has been successfully removed from the affected location
• Track remediation progress for all findings to demonstrate to auditors that your organization acts on data discovery results
• Set up alert rules for Critical severity findings so your team is notified immediately rather than discovering findings during a scheduled review

[Your administrator should establish a regular cadence for reviewing accumulated scan results in LT Auditor ^MP — not just immediately after scans, but as part of an ongoing data governance review process.]

When to run an on-demand scan:

Prerequisites:

Before running an on-demand scan, confirm the following:

• At least one PII Scanner client agent is Online in the PII Scanner Server web UI
• The agent has read access to the path you want to scan
• At least one target host (LT Auditor ^MP) is configured in Admin → Target Hosts
• The PII detection rules relevant to your scan are enabled in Admin → PII Patterns
• No firewall is blocking communication between the agent and the PII Scanner Server or between the PII Scanner Server and LT Auditor ^MP

Running an on-demand scan:

Log in to the PII Scanner Server web UI at:

https://<PII_Scanner_Server_IP>:52766

2. Navigate to Admin → Jobs
   
3. Click Add Job
   
4. Configure the job:
   
   Job Name Use a name that clearly identifies this as an on-demand scan and captures its context:
   
   • On-Demand — HR Share Audit Prep — May 2026
   • Incident Response Scan — FileServer01 — 2026-05-15
   • New Share Baseline — Finance Q2 2026

Client Select the agent that has access to the path you want to scan. Confirm the agent shows as Online in the dropdown.

Path to Scan Enter the full path to the directory or share to scan:

Windows:

\\fileserver01\departments\hr

C:\SensitiveData

 Linux:

/mnt/shares/finance

/home/shared/legal

 Include Extensions (optional) For a focused on-demand scan, limit to the most relevant file types to reduce scan time:

*.docx, *.xlsx, *.pdf, *.txt, *.csv

5.  Leave blank to scan all file types for a comprehensive sweep.
   
   PII Classes Select the PII detection patterns relevant to this scan. For an incident response or audit scan, consider enabling all available classes for maximum coverage.
   
   Target Host Select your LT Auditor ^MP server as the destination for scan results.
   
6. Click Queue Job
   

The job is submitted immediately with a status of Queued. The assigned agent will claim it on its next poll cycle (default: every 1 minute) and begin scanning.

Monitoring the scan in progress:

1. Navigate to Admin → Jobs
2. Locate your job — the status will update from Queued to Running once the agent claims it
3. Review the job progress:
   • Started — the time the agent began scanning
   • Records Processed — the number of files scanned so far
   • Status — current state of the job
4. Refresh the page periodically to see updated progress

For large directories, scans can take a significant amount of time. The agent scans files sequentially and forwards matches to LT Auditor ^MP in real time as they are found — you do not need to wait for the scan to complete to begin reviewing results.

Viewing results as the scan runs:

Because PII matches are forwarded to LT Auditor ^MP in real time, you can begin reviewing results before the scan completes:

1. Log in to the LT Auditor ^MP Web UI in a separate browser tab
2. Navigate to View
3. Select the environment and category configured to receive PII Scanner data
4. Set the date range to Today or Last Hour
5. Filter by Source — PII Scanner
6. Results will populate as the agent finds and forwards matches
7. Click any result row to view full details:
   • File Path — where the PII was found
   • PII Class — the type of sensitive data matched
   • Line Number and Context — the location and surrounding content in the file
   • Timestamp — when the match was detected
   • Agent — which client agent performed the scan

Confirming scan completion:

1. Return to the PII Scanner Server web UI
2. Navigate to Admin → Jobs
3. Locate your scan job
4. Confirm the status has updated to Succeeded
5. Note the Completed timestamp and Records Processed count for your records

If the job status shows Failed:

1. Review the error details in the job record
   

Check the agent logs for more specific error information:

Linux:

cat /opt/bluelance/scanner/scanner.log

 Windows:

C:\Program Files\Blue Lance 2-0\LTA_PII_Scanner\logs\

3. Resolve the identified issue and requeue the job if needed
   

Documenting on-demand scan results:

For scans run in response to audits, incidents, or compliance queries, document the scan and its results:

1. Note the job name, scan path, date, time, agent, and PII classes used
2. In LT Auditor ^MP, navigate to View and filter for the scan results
3. Export the results:
   • Click Export
   • Choose PDF for audit submission or CSV for detailed analysis
   • Click Download
4. Retain the export as evidence of the data discovery activity

[Your administrator should establish a standard process for documenting and retaining on-demand scan records, particularly those run in response to security incidents or compliance audits.]

Best practices:

• Always confirm the assigned agent is online before queuing an on-demand scan — a job assigned to an offline agent will remain in Queued status until the agent comes back online
• For incident response scans, enable all PII classes for maximum coverage rather than limiting to a subset
• Use specific, descriptive job names that capture the date, scope, and reason for the scan so the jobs list serves as an auditable record
• For very large directories, consider breaking the scan into multiple smaller jobs by subdirectory — this makes progress easier to monitor and reduces the impact of a failure partway through
• Begin reviewing results in LT Auditor ^MP as the scan runs rather than waiting for completion — this is especially important during incident response when time is critical
• Export and retain scan results immediately after completion, particularly for incident response or audit-driven scans

[Your administrator should document the on-demand scan process as part of your organization’s incident response and compliance procedures so it can be followed consistently by any team member.]