Best Practices: How to use screenshot redaction with alarms

NOTE: Screenshot redaction is currently only available on certain legacy accounts. We no longer provide this as an add-on option for new accounts, however screenshots are turned off by default.

 

What is Screenshot Redaction?

Screenshot Redaction is an Add-on Feature that sends captured screenshots through an algorithm that redacts sensitive information by category using InfoTypes. An InfoType is a type of sensitive data, such as a name, email address, telephone number, identification number, credit card number, etc. When redacted, this type of information will appear with a black line marked through it, restricting its visibility, and improving sensitive data protection.

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An example of a redacted screenshot, where data/time and URL have been obscured.

 

The Screenshot Redaction feature is customizable and can be enabled for almost any type of sensitive information you’d like hidden when a screenshot is taken. 

To get started with using Screenshot Redaction, navigate to the Screenshot Redaction page within the ActivTrak app by selecting Alarms > Screenshots > Redaction. By selecting the “Edit Settings” button at the top of this page, Administrators can configure selected Global information to be redacted, as well as information specific to the United States.

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The Screenshot Redaction page within ActivTrak

 

Screenshot Redaction Limits

ActivTrak's screenshot redaction add-on includes a monthly limit. When the redaction usage goes over the monthly limit, alarm-triggered screenshots are no longer captured to prevent storing un-redacted screenshots.

Redaction usage is driven by the number of screenshots captured as ActivTrak must redact all screenshots taken according to the preferences set by admins. To prevent disruption in the alarm-triggered screenshots feature and to avoid overage costs, admins must prevent taking unnecessary screenshots.

You can find usage statistics within The Screenshot Redaction page that allow you to track how much data processing you’ve used against your account’s monthly storage limit. Read on to learn tips and tricks to stay under your monthly limit. 

 

Screenshot Redaction Best Practices

Some administrators think they need to take screenshots for each incident or even multiple times per incident to have a record of what happened, however, that is not typically the case. 

Here are (4) best practices we recommend to avoid feature disruption and storage overages by configuring your alarms to only take the screenshots you really need.

 

Best Practice #1: Better leverage the Alarm and Activity Logs

The Alarm Log and Activity Log provide the traceability you may need when there is an incident, including when the incident happened and the duration of the activity. By leveraging the Alarm Log and the Activity Log, you can reduce the number of screenshots required. Learn more and take action:

 

Best Practice #2: Avoid using screenshots for alarms without conditions

Avoid enabling the screenshot feature for alarms without conditions (e.g. any activity of more than 20 seconds). Learn more and take action:

 

Best Practice #3: Minimize use of the multi-screenshot feature

Prevent using the alarm multi-screenshot feature. Instead, take one screenshot per incident and complement the incident analysis using the alarm and activity logs. Learn more and take action:

 

Best Practice #4: Narrow down conditions for using the multi-screenshot feature

When it's absolutely necessary to take multiple screenshots per incident, define the alarm condition for the alarm in question as narrowly as possible to prevent taking multiple screenshots in common conditions. 

For example, accessing google.com is too general and would likely result in unnecessary screenshots that can risk exceeding your monthly usage limit. Additionally, controlling interval time can help control and limit unnecessary screenshots. We recommend setting a long interval between screenshots, ideally for 60 seconds or more. Learn more and take action:

  • To narrow down your multi-screenshot conditions, follow the steps in this article.

 

By adhering to the best practices outlined above, you can implement smarter alarms to capture what you need without going over your monthly screenshot redaction limits. If you need additional assistance, please reach out to ActivTrak Support.

 

Related articles to consider:

  1. Using the Alarm Log
  2. Using the Activity Log
  3. Creating Custom Alarms
  4. How to adjust the multi screenshot feature
  5. Leverage Screenshot Redaction for Privacy and Compliance

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