PII Compliance Checklist: 2025 Requirements & Best Practices

As enterprises scale cloud adoption and AI integration in 2026, protecting sensitive data across complex environments has never been more critical. Data sprawls across IaaS, PaaS, SaaS, and on-premise systems, creating blind spots that regulators and threat actors are eager to exploit. Cloud data protection solutions have evolved well beyond simple backup and recovery, today's leading platforms combine AI-powered discovery, real-time data movement tracking, access control analysis, and compliance support into unified architectures. Choosing the right solution determines how confidently your organization can operate in the cloud.

Best Cloud Data Protection Solutions

The market spans two distinct categories, each addressing different layers of cloud security.

Backup, Recovery, and Data Resilience

• Druva Data Security Cloud, Rated 4.9 on Gartner with "Customer's Choice" recognition. Centralized backup, archival, disaster recovery, and compliance across endpoints, servers, databases, and SaaS in hybrid/multicloud environments.
• Cohesity DataProtect, Rated 4.7. Automates backup and recovery across on-premises, cloud, and hybrid infrastructures with policy-based management and encryption.
• Veeam Data Platform, Rated 4.6. Combines secure backup with intelligent data insights and built-in ransomware defenses.
• Rubrik Security Cloud, Integrates backup, recovery, and automated policy-driven protection against ransomware and compliance gaps across mixed environments.
• Dell Data Protection Suite, Rated 4.7. Addresses data loss, compliance, and ransomware through backup, recovery, encryption, and deduplication.

Cloud-Native Security and DSPM

• Sentra, Discovers and governs sensitive data at petabyte scale inside your own environment, with agentless architecture, real-time data movement tracking, and AI-powered classification.
• Wiz, Agentless scanning, real-time risk prioritization, and automated mapping to 100+ regulatory frameworks across multi-cloud environments.
• BigID, Comprehensive data discovery and classification with automated remediation, including native Snowflake integration for dynamic data masking.
• Palo Alto Networks Prisma Cloud, Scalable hybrid and multi-cloud protection with AI analytics, DLP, and compliance enforcement throughout the development lifecycle.
• Microsoft Defender for Cloud, Integrated multi-cloud security with continuous vulnerability assessments and ML-based threat detection across Azure, AWS, and Google Cloud.

What Users Say About These Platforms

User feedback as of early 2026 reveals consistent themes across the leading platforms.

Sentra

Pros:

• Data discovery accuracy and automation capabilities are standout strengths
• Compliance and audit preparation becomes significantly smoother, one user described HITECH audits becoming "a breeze"
• Classification engine reduces manual effort and improves overall efficiency

Cons:

• Initial dashboard experience can feel overwhelming
• Some limitations in on-premises coverage compared to cloud environments
• Third-party sync delays flagged by a subset of users

Rubrik

Pros:

• Strong visibility across fragmented environments with advanced encryption and data auditing
• Frequently described as a top choice for cybersecurity professionals managing multi-cloud

Cons:

• Scalability limitations noted by some reviewers
• Integration challenges with mature SaaS solutions

Wiz

Pros:

• Agentless deployment and multi-cloud visibility surface risk context quickly

Cons:

• Alert overload and configuration complexity require careful tuning

BigID

Pros:

• Comprehensive data discovery and privacy automation with responsive customer service

Cons:

• Delays in technical support and slower DSAR report generation reported

As of February 2026, none of these platforms have published Trustpilot scores with sufficient review counts to generate a verified aggregate rating.

How Leading Platforms Compare on Core Capabilities

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Cloud Data Security Best Practices

Selecting the right platform is only part of the equation. How you configure and operate it determines your actual security posture.

• Apply the shared responsibility model correctly. Cloud providers secure infrastructure; you are responsible for your data, identities, and application configurations.
• Enforce least-privilege access. Use role-based or attribute-based access controls, require MFA, and regularly audit permissions.
• Encrypt data at rest and in transit. Use TLS 1.2+ and manage keys through your provider's KMS with regular rotation.
• Implement continuous monitoring and logging. Real-time visibility into access patterns and anomalous behavior is essential. CSPM and SIEM tools provide this layer.
• Adopt zero-trust architecture. Continuously verify identities, segment workloads, and monitor all communications regardless of origin.
• Eliminate shadow and ROT data. Redundant, obsolete, and trivial data increases your attack surface and storage costs. Automated identification and removal reduces risk and cloud spend.
• Maintain and test an incident response plan. Documented playbooks with defined roles and regular simulations ensure rapid containment.

Top Cloud Security Tools for Data Protection

Beyond the major platforms, several specialized tools are worth integrating into a layered defense strategy:

• Check Point CloudGuard, ML-powered threat prevention for dynamic cloud environments, including ransomware and zero-day mitigation.
• Trend Micro Cloud One, Intrusion detection, anti-malware, and firewall protections tailored for cloud workloads.
• Aqua Security, Specializes in containerized and cloud-native environments, integrating runtime threat prevention into DevSecOps workflows for Kubernetes, Docker, and serverless.
• CrowdStrike Falcon, Comprehensive CNAPP unifying vulnerability management, API security, and threat intelligence.
• Sysdig, Secures container images, Kubernetes clusters, and CI/CD pipelines with runtime threat detection and forensic analysis.
• Tenable Cloud Security, Continuous monitoring and AI-driven threat detection with customizable security policies.

Complementing these tools with CASB, DSPM, and IAM solutions creates a layered defense addressing discovery, access control, threat detection, and compliance simultaneously.

How Sentra Approaches Cloud Data Protection

For organizations that need to go beyond backup into true cloud data security, Sentra offers a fundamentally different architecture. Rather than routing data through an external vendor, Sentra scans in-place, your sensitive data never leaves your environment. This is particularly relevant for regulated industries where data residency and sovereignty are non-negotiable.

Key Capabilities

• Purely agentless onboarding, No sidecars, no agents, zero impact on production latency
• Unified view across IaaS, PaaS, SaaS, and on-premise file shares with continuous discovery and classification at petabyte scale
• DataTreks™, Creates an interactive map of your data estate, tracking how sensitive data moves through ETL processes, migrations, backups, and AI pipelines
• Toxic combination detection, Correlates data sensitivity with access controls, flagging high-sensitivity data behind overly permissive policies
• AI governance guardrails, Prevents unauthorized AI access to sensitive data as enterprises integrate LLMs and other AI systems

In documented deployments, Sentra has processed 9 petabytes in under 72 hours and analyzed 100 petabytes at approximately $40,000. Its data security posture management approach also eliminates shadow and ROT data, typically reducing cloud storage costs by around 20%.

Choosing the Right Fit

The right solution depends on the problem you're solving. If your primary need is backup, recovery, and ransomware resilience, Druva, Veeam, Cohesity, and Rubrik are purpose-built for that. If your challenge is discovering where sensitive data lives and how it moves, particularly for AI adoption or regulatory audits, DSPM-focused platforms like Sentra and BigID are better aligned. For automated compliance mapping across GDPR, HIPAA, and the EU AI Act, Wiz's 100+ built-in framework assessments offer a clear advantage.

Most mature security programs layer multiple tools: a backup platform for resilience, a DSPM solution for data visibility and governance, and a CNAPP or CSPM tool for infrastructure-level threat detection. The key is ensuring these tools share context rather than creating additional silos. As data environments grow more complex and AI workloads introduce new vectors for exposure, investing in cloud data protection solutions that provide genuine visibility, not just coverage, will define which organizations operate with confidence.

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Modern privacy and security leaders don’t fail GDPR audits because they lack controls. They struggle because they can’t prove those controls quickly and consistently, across all the places regulated data lives. If every GDPR audit still feels like a fire drill; chasing spreadsheets, screenshots, and point‑in‑time exports. It’s a sign you’re missing a trusted, provable compliance posture for regulated data.

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This article walks through:

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• What GDPR auditors actually care about
• Why spreadsheets and legacy tools break down at scale
• How to build a live, unified view of regulated data and its controls
• A practical path to make audits predictable (and much less painful)

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Throughout, we’ll focus on a specific outcome:

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Making it easy for security, GRC, and privacy teams to prove control over regulated data and pass audits with minimal overhead.

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What GDPR Auditors Actually Ask For

Nearly every GDPR audit eventually boils down to three questions:

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1. Where is regulated personal data stored?
   Across cloud accounts, SaaS apps, on‑prem databases, and file shares; PII, PHI, PCI, and other regulated categories.

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2. Who can access it, and under what conditions?
   Which identities, roles, and services can reach which data sets, and whether basic protections like encryption, backup, and logging are consistently applied.

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3. Can you produce trustworthy evidence, aligned to the framework?
   Inventory exports, control posture summaries, and data‑store reports that clearly tie regulated data to the controls in place; ideally mapped to GDPR articles and related frameworks (SOC 2, PCI‑DSS, HIPAA, etc.).

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If you can’t answer these questions quickly, consistently, and from a single source of truth, you’re always one personnel change or one missed export away from an audit scramble.

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Why Spreadsheets and Point Tools Don’t Scale

Many organizations start with:

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• CMDBs and manual data inventories
• Privacy catalogs for RoPA and DSAR workflows
• Legacy discovery tools built for on‑prem or single‑cloud environments

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At small scale, this can work. But as regulated data expands across multi‑cloud, SaaS, and hybrid estates, several problems emerge:

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Fragmented views: One tool knows about databases, another knows about M365/Google Workspace, another about SaaS; none shows the full regulated‑data picture.

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Static exports: Evidence lives in CSVs and screenshots that are stale minutes after they’re generated.

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Control blind spots: Security posture tools see misconfigurations, but not which ones actually matter for GDPR‑covered data.

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High human overhead: Every new audit, business unit, or regulator request spins up a new spreadsheet.

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The result: smart people spending weeks cross‑referencing exports instead of improving controls.

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What a “Trusted, Provable Compliance Posture” Looks Like

To get out of fire‑drill mode, you need a living, data‑centric foundation for GDPR evidence:

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1. Unified, high‑accuracy regulated‑data inventory

• Discovery and classification of regulated data across cloud, SaaS, and on‑prem, not just one stack.
• Consistent data classes for PII/PHI/PCI and industry‑specific artifacts (finance, HR, healthcare, IP, etc.)

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2. Continuous control checks around that data

• Encryption, backup, access controls, logging, and other protections evaluated in context of the data they protect, reported as compliance posture signals rather than raw misconfigurations.

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3. Audit‑ready, framework‑aligned reporting

• Pre‑built GDPR and related report templates that pull from the same underlying inventory and posture engine, so evidence is consistent across audits and stakeholders.

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4. Shared visibility for Security, GRC, and Privacy

• Security sees risk and controls; GRC sees framework mappings; Privacy sees DSAR and data‑subject context; all using the same underlying data catalog and posture engine.

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When these pieces are in place, you move from “rebuilding” evidence for every audit to proving an already‑known posture with low incremental effort.

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How Sentra Helps You Get There

Sentra is designed as a data‑first security and compliance platform that sits on top of your cloud, SaaS, and on‑prem environments and focuses specifically on regulated data. Key capabilities for GDPR:

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• Unified discovery & classification of regulated data
  Sentra builds a single catalog of PII/PHI/PCI and other regulated data across your multi‑cloud, SaaS, and on‑prem landscape, powered by high‑accuracy, AI‑driven classification.

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• Access mapping and control posture
  It maps which identities can access which sensitive stores, and continuously evaluates encryption, backup, access, and logging posture around those stores, surfacing issues as prioritized signals instead of isolated misconfigurations.

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• Next‑gen, audit‑ready reporting
  Sentra’s reporting layer generates GDPR‑aligned PDF reports, inventory CSVs, and posture summaries that non‑technical GRC, legal, and auditor stakeholders can consume directly.

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Together, these capabilities give you exactly what GDPR reviewers expect to see without manual collation every time.

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A Practical Three‑Step Path to GDPR Confidence

You don’t need a multi‑year transformation to get started. Most teams can make visible progress in a few phases:

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1. Catalog high‑value GDPR domains

• Prioritize key regions, business units, and platforms (e.g., EU customer data in AWS + M365).
• Use DSPM tooling to build a unified regulated‑data inventory across those estates.

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2. Attach control posture and ownership

• Connect encryption, backup, access, and logging signals directly to each regulated data store.
• Identify clear owners and remediation paths for misaligned controls.

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3. Standardize evidence workflows

• Move from ad‑hoc exports to standardized GDPR (and multi‑framework) reports generated from the same underlying catalog and posture views.
• Train Security, GRC, and Privacy teams to pull the same reports and speak from the same “source of truth” during audits.

The outcome is more than just a smoother audit. You achieve a trusted, provable compliance posture that reduces risk, accelerates evidence collection, and frees your teams to focus on better controls, not better spreadsheets.

Where to Go Next

If your last GDPR audit felt more chaotic than it should have, that’s often a signal that your regulated-data posture isn’t yet something you can demonstrate confidently on demand. Compliance shouldn’t depend on last-minute spreadsheets, manual sampling, or cross-team scrambling. It should be measurable, repeatable, and defensible at any point in time.

A focused proof of value with a modern DSPM platform can quickly surface how much regulated data you actually hold and where it resides, highlight gaps or inconsistencies in existing controls, and clarify what GDPR-aligned evidence could look like in practice - without the fire drill. The goal isn’t just passing the next audit, but building a posture you can continuously prove.

When “Enterprise‑Grade” Becomes Too Heavy

BigID helped define the first generation of data discovery and privacy governance platforms. Many large enterprises use it today for PI/PII mapping, RoPA, and DSAR workflows.

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But as environments have shifted to multi‑cloud, SaaS, AI, and massive unstructured data, a pattern has emerged in conversations with security leaders and teams:

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• Long, complex implementations that depend on professional services
• Scans that are slow or brittle at large scale
• Noisy classification, especially on unstructured data in M365 and file shares
• A UI and reporting model built around privacy/GRC more than day‑to‑day security
• Capacity‑based pricing that’s hard to justify if you don’t fully exploit the platform

Security leaders are increasingly asking:

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“If we were buying today, for security‑led DSPM in a cloud‑heavy world, would we choose BigID again, or something built for today’s reality?”

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This page gives a straight comparison of BigID vs Sentra through a security‑first lens: time‑to‑value, coverage, classification quality, security use cases, and ROI.

BigID in a Nutshell

Strengths

• Strong privacy, governance, and data intelligence feature set
• Well‑established brand with broad enterprise adoption
• Deep capabilities for DSARs, RoPA, and regulatory mapping

Common challenges security teams report

• Implementation heaviness: significant setup, services, and ongoing tuning
• Performance issues: slow and fragile scans in large or complex estates
• Noise: high false‑positive rates for some unstructured and cloud workloads
• Privacy‑first workflows: harder to operationalize for incident response and DSPM‑driven remediation
• Enterprise‑grade pricing: capacity‑based and often opaque, with costs rising as data and connectors grow

If your primary mandate is privacy and governance, BigID may still be a fit. If your charter is data security; reducing cloud and SaaS risk, supporting AI, and unifying DSPM with detection and access governance, Sentra is built for that outcome.

See Why Enterprises Chose Sentra Over BigID.

Sentra in a Nutshell

Sentra is a cloud‑native data security platform that unifies:

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• DSPM – continuous data discovery, classification, and posture
• Data Detection & Response (DDR) – data‑aware threat detection and monitoring
• Data Access Governance (DAG) – identity‑to‑data mapping and access control

Key design principles:

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• Agentless, in‑environment architecture: connect via cloud/SaaS APIs and lightweight on‑prem scanners so data never leaves your environment.
• Built for cloud, SaaS, and hybrid: consistent coverage across AWS, Azure, GCP, data warehouses/lakes, M365, SaaS apps, and on‑prem file shares & databases.
• High‑fidelity classification: AI‑powered, context‑aware classification tuned for both structured and unstructured data, designed to minimize false positives.
• Security‑first workflows: risk scoring, exposure views, identity‑aware permissions, and data‑aware alerts aligned to SOC, cloud security, and data security teams.

If you’re looking for a BigID alternative that is purpose-built for modern security programs, not just privacy and compliance teams, this is where Sentra pulls ahead as a clear leader.

BigID vs Sentra at a Glance

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Time‑to‑Value & Implementation

BigID

• Often treated as a multi‑quarter program, with POCs expanding into large projects.
• Connectors and policies frequently rely on professional services and specialist expertise.
• Day‑2 operations (scan tuning, catalog curation, workflow configuration) can require a dedicated team.

Sentra

• Installs quickly in minutes with an agentless, API‑based deployment model, so teams start seeing classifications and risk insights almost immediately.  
• Provides continuous, autonomous data discovery across IaaS, PaaS, DBaaS, SaaS, and on‑prem data stores, including previously unknown (shadow) data, without custom connectors or heavy reconfiguration. 
• Scans hundreds of petabytes and any size of data store in days while remaining highly compute‑efficient, keeping operational costs low. 
• Ships with robust, enterprise‑ready scan settings and a flexible policy engine, so security and data teams can tune coverage and cadence to their environment without vendor‑led projects. 

If your BigID rollout has stalled or never moved beyond a handful of systems, Sentra’s “install‑in‑minutes, immediate‑value” model is a very different experience.

Coverage: Cloud, SaaS, and On‑Prem

BigID

• Strong visibility across many enterprise data sources, especially structured repositories and data catalogs.
• In practice, customers often cite coverage gaps or operational friction in:
  
  • M365 and collaboration suites
  • Legacy file shares and large unstructured repositories
  • Hybrid/on‑prem environments alongside cloud workloads

Sentra

• Built as a cloud‑native data security platform that covers:
  
  • IaaS/PaaS: AWS, Azure, GCP
  • Data platforms: warehouses, lakes, DBaaS
  • SaaS & collaboration: M365 (SharePoint, OneDrive, Teams, Exchange) and other SaaS
  • On‑prem: major file servers and relational databases via in‑environment scanners
• Designed so that hybrid and multi‑cloud environments are the norm, not an edge case.

If you’re wrestling with a mix of cloud, SaaS, and stubborn on‑prem systems, Sentra’s ability to treat all of that as one data estate is a big advantage.

Classification Quality & Noise

BigID

• Strong foundation for PI/PII discovery and privacy use cases, but security teams often report:
  
  • High volumes of hits that require manual triage
  • Lower precision across certain unstructured or non‑traditional sources
• Over time, this can erode trust because analysts spend more time triaging than remediating.

Sentra

• Uses advanced NLP and model‑driven classification to understand context as well as content.
• Tuned to deliver high precision and recall for both structured and unstructured data, reducing false positives.
• Enriches each finding with rich context e.g.; business purpose, sensitivity, access, residency, security controls, so security teams can make faster decisions.

The result: shorter, more accurate queues of issues, instead of endless spreadsheets of ambiguous hits.

Use Cases: Privacy Catalog vs Security Control Plane

BigID

• Excellent for:
  
  • DSAR handling and privacy workflows
  • RoPA and compliance mapping
  • High‑level data inventories for audit and governance
• For security‑specific use cases (DSPM, incident response, insider risk), teams often end up:
  
  • Exporting BigID findings into SIEM/SOAR or other tools
  • Building custom workflows on top, or supplementing with a separate platform

Sentra

Designed from day one as a data‑centric security control plane, not just a catalog:

• DSPM: continuous mapping of sensitive data, risk scoring, exposure views, and policy enforcement.
• DDR: data‑aware threat detection and activity monitoring across cloud and SaaS.
• DAG: mapping of human and machine identities to data, uncovering over‑privileged access and toxic combinations.
• Integrates with SIEM, SOAR, IAM/CIEM, CNAPP, CSPM, DLP, and ITSM to push data context into the rest of your stack.

Pricing, Economics & ROI

BigID

• Typically capacity‑based and custom‑quoted.
• As you onboard more data sources or increase coverage, licensing can climb quickly.
• When paired with heavier implementation and triage cost, some organizations find it hard to defend renewal spend.

Sentra

• Architecture and algorithms are optimized so the platform can scan very large estates efficiently, which helps control both infrastructure and license costs.
• By unifying DSPM, DDR, and data access governance, Sentra can collapse multiple point tools into one platform.
• Higher classification fidelity and better automation translate into:
  
  • Less analyst time wasted on noise
  • Faster incident containment
  • Smoother, more automated audits

For teams feeling the squeeze of BigID’s TCO, an evaluation with Sentra often shows better security outcomes per dollar, not just a different line item.

When to Choose BigID vs Sentra

BigID may be the better fit if:

• Your primary buyer and owner are privacy, legal, or data governance teams.
• You need a feature‑rich privacy platform first, with security as a secondary concern.
• You’re comfortable with a more complex, services‑led deployment and ongoing management model.

Sentra is likely the better fit if:

• You are a security org leader (CISO, Head of Cloud Security, Director of Data Security).
• Your top problems are cloud, SaaS, AI, and unstructured data risk, not just privacy reporting.
• You want a BigID alternative that:
  
  • Deploys agentlessly in days
  • Handles hybrid/multi‑cloud by design
  • Unifies DSPM, DDR, and access governance into one platform
  • Reduces noise and drives measurable risk reduction

Next Step: Run a Sentra POV Against Your Own Data

The clearest way to compare BigID and Sentra is to see how each performs in your actual environment. Run a focused Sentra POV on a few high‑value domains (e.g., key cloud accounts, M365, a major warehouse) and measure time‑to‑value, coverage, noise, and risk reduction side by side.

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Check out our guide, The Dirt on DSPM POVs, to structure the evaluation so vendors can’t hide behind polished demos.

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