gdpr sensitive data discovery sharepoint metadata ... · automatically applies metadata and...
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GDPR Sensitive data discovery&
SharePoint Metadata Taxonomies automated
TermSet has developed 2 low cost products that use Artificial Intelligence
ScanRHelps organisations comply with the GDPR, helping towards avoiding potential
security breaches and substantial fines. Understands your organisations personal sensitive data and automates the process to quickly respond to Right to be
Forgotten/Subject Access Request's.
TagRHelps organisations enrich their SharePoint search and accelerate migrations to
O365. Automatically applies Metadata and Taxonomies to documents stored within SharePoint, with no burden on the users or the IT team.
ScanR
Discover GDPR Personal Identifiable Information within documents
Quickly respond to “Right to be forgotten” & “Subject Access” requests
The Challenge
• GDPR will require all organisations that trade within Europe to focus on identifying and retrieving personal data of employees, customers such as names, addresses or financial data.
• The “Subject Access Request” response time will decrease from 40 days down to 30 days.• The new “Right to be Forgotten/Removed” rule will allow employees, customers to request that you identify
and retrieve all the digital information you hold on them and then remove it entirely from your systems.• 80% of most employees information is stored in office structure/unstructured documents.• Employees are storing information in approved & non approved IT systems, such as File Shares, SharePoint,
DropBox, Google Drive.
• 49% of organisations had a document breach in the past 2 years*• 73% of employees are accidentally exposing information stored within documents*• 63% of organisation’s claim they are unable to locate sensitive data stored in documents*
*Information taken from the Ponemon Institute Research report May 2017.
The Solution
ScanR is a low cost software product that discovers GDPR Sensitive and Personal Identifiable Information within all types of structured and unstructured documents stored within File Shares, SharePoint, Office 365,
OneDrive, Google Drive, DropBox, Databases, email.
• Helps clients automate the process and quickly respond to “Right to be forgotten” and “Subject Access Request”.
• Reads all versions of Word, Excel, PowerPoint, PDF, Photocopies, Images and emails with attachments.
• Understands all global languages.
• Contains a comprehensive global key word rules engine library.
• Create your own key words.
• Includes Artificial Intelligence with Pattern Matching to ensure key word accuracy.
• Score sensitive words or phrases based on the level of exposure.
• Converts all photocopies, scanned documents into OCR (Optical Character Recognition) to identify all sensitive key words.
• Identify and remove duplicate files, understand attributes of files by data size and last modified date.
ScanR
The configurations screen allows you to define and edit sources that you wish to scan.
To Scan a file share you simply connect the location
With SharePoint you can scan whole site collections or sites or a single library
Once the configuration has defined where to look, we now need to add rules to define what to look for within the documents. ScanR ships with over 100 rules and you can easily define your own.
Rules can look for words or phrases, patterns or a combination of the two within a given proximity. We also have rules using AI to find the names of people and companies and addresses.
Clicking on Report gives a dashboard of each file that has been scanned. Clicking on a row will show the rules and data that were discovered in the file.
Results can be exported directly into Excel or you can connect directly to the database for analysis
Three data sources read
~19k Documents read with 79% containing PII
data
Breakdown of what PII data is
contained where
Locations of the sensitive data
Which systems contain the most
sensitive data
Overview Dashboard
Any BI tool can quickly create dashboards for valuable insights into your data
Creates 3 X New Columns
11 Chapters with 99 Articles
http://www.eugdpr.org/article-summaries.html
ScanR will help you comply with Articles: 5, 15, 16, 17, 18, 20, 24, 30, 32, 35, 42, 44, 45.
• Gain understanding of the where the PII data is located
• Gain an understanding of who has access to it
• Gain an understanding of how long it’s being retained
• Retain personal data for a period of time directly related to the original intended purpose
• Find risky files and take action
• Manage a Subject Access Request• Request a port of the data• Request a correction to the data• Request deletion of the data
Articles Contained in the GDPR
Customer Examples
Migrating all documents from SharePoint 2010 & File Shares to O365
• Discover all PII & Sensitive data• Removed duplications• Archived all documents that had not been accessed for over 5 years
Pricing is based on the size of data in the systems where the documents are stored, includes unlimited users and full product support. Annual subscription with unlimited scans regardless of the size of documents.
Company Size Data Price
Small 1TB/1 Million Documents £2,999
Medium 5TB/5 Million Documents £7,999
Large 20TB/20 Million Documents £14,999
Enterprise 20TB/20 Million Documents plus Price on Application
Public Sector Education Charities
30% discount 50% discount 50% discount
Summary
ScanR• Automate the process for discovering PII & Sensitive information
• Quickly respond to “Subject Access Request” & “Right to be Forgotten”
• Helps towards 2 of the ICO 12 steps
• Comply with 13 of the 99 Articles
TagR
Automatically applies Metadata and Taxonomies to content stored within
SharePoint
Enriches search and accelerates large complex content migrations to
SharePoint O365
The Challenge
• 80% of most organisations information is stored in office documents, but only 20% of this information can be found easily by employees
• Employees waste 30% of the workday searching for this content• Users complain about not being able to find their documents and collaborate, still using File Shares• Users storing documents in non-approved IT systems like DropBox• Organisations are struggling to quickly deliver large complex content migrations to SharePoint O365
• Google is the Search market leader• SharePoint is the Document collaboration market leader• Deliver the Google search experience in SharePoint• To achieve this need you need to apply metadata to SharePoint content• Applying metadata is really hard
The Solution
TermSet TagR is a low cost software product that uses Artificial Intelligence to automate the process for
applying Metadata and Taxonomies to content stored within SharePoint.
It uses powerful natural language processing to create taxonomies from the information inside your documents and manages the real time tagging of your documents with rich consistent metadata.
• Discovers metadata terms in your documents and creates taxonomies unique to your content• Adds the to your document libraries and tags your content with rich and consistent metadata• As new documents are added they are instantly enriched with metadata• Can also write document summaries and tag the language the content is written in• Metalogix and TermSet announce partnership to help customers enrich and increase the speed of migrating
their content from SharePoint On Prem or File Shares to O365 SharePoint• TermSet understands the information inside documents, with this information "Content Matrix" can make
decisions during migrations as well as enriching the content with metadata as part of the migration process
Before TermSet
After TermSet
Pricing is based on the number of documents processed, includes unlimited users and full technical product support. Licensed software as a service (SaaS) charged as an annual subscription. Supports Microsoft SharePoint 2013, 2016
and Office365.
Company Size Data Price
Small 50,000 Documents £4,999
Medium 250,000 Documents £9,999
Large 1 Million Documents £19,999
Enterprise 1 Million Documents plus Price on Application
Public Sector Education Charities
30% discount 50% discount 50% discount
