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GDPR Readiness

GDPR Readiness

At Docxonomy we believe your data should be at your fingertips. No matter the size of your company or how organized you are, you can’t protect personal information unless you can identify it and identify every location where it exists. Docxonomy can help.

 

The General Data Protection Regulation 2016/679 is a regulation in EU law on data protection and privacy for all individuals within the European Union and the European Economic Area. It also addresses the export of personal data outside the EU and EEA areas.

 

The EU General Data Protection Regulation (GDPR) is designed to:

  • Unify and mandate data privacy laws across Europe
  • Ensure and protect data privacy for all EU citizens
  • Regulate the way companies in the EU approach and manage data privacy

 

GDPR changes the way companies must manage personally identifiable information (PII) and will reshape the roles and responsibilities for key leaders across all businesses. GDPR applies to any data that has a person’s name, ID, passport number or any other personal data points on it. Do you know where all of this information is stored within your databases and file shares? What about all those HR emails, customer support systems, marketing, sales etc.

 

Sure – System X, where all of those “secure” files are meant to be stored, may, in fact, be where 100% of them are – but what about the copies? What about much older files that have been around before System X was in place? Are they out in some archive?

 

This is where Docxonomy comes to the rescue.

 

Proactively search and identify potential threats within your organization
Reactively search and identify specific threats you find within your organization

 

However, the best insurance against GDPR non-compliance due to stray user data is not standard enterprise search—it’s Intelligent Search. The differences are three-fold:

  • Enterprise search thrives on structured content like spreadsheets and can perform some basic text extraction from unstructured documents. Intelligent search utilizes advanced machine learning technology to reach deep into just about any content. It can pull live text from images, transcribe audio files and even identify the subjects of a video.
  • Most enterprise search applications look at the text as little more than a series of symbols—if you search for “John,” they return results that include “John.” Intelligent search can find exact matches, but also identify patterns (e.g., XXX-XX-XXXX for a Social Security number) and read like a human being (we call this “natural language processing”) to understand context.
  • User engagement with traditional enterprise search is usually transactional—you look for something, it tries to find it. Intelligent search can run one-off queries, but also “wake up” at specified intervals to look for certain types of information and alert users when with the results.

 

Imagine trying to find all documents in your system that contain a Social Security Number (SSN) – not a specific number – but any social security number. In a traditional search system, that is not possible. You can’t just tell it to go off and find them all. Docxonomy comes with this ability built-in. Additionally, the patterns our system uses are customizable, and you can create your own. Say, you need to find where all the model numbers of the widgets you manufacture are found within your product documentation. Directly apply these patterns to your account, and we’ll find those files, regardless of where they are located, as well as any new or updated files that are indexed by the system. We call this feature “Intelligent Discovered Metadata.”

 

When the pattern is identified, the system automatically flags the file as having that particular pattern within it. Moreover, when flagged, we can optionally trigger a whole host of actions that can be taken on the backend. For example, whenever a sensitive piece of information is found (again, say an SSN), we can send a notification that action should be taken. Finally, once it’s configured, you don’t have to do anything else, the system will monitor it for you.

 

Our system supports numerous pre-built connectors for various systems. These connectors allow Docxonmy to index files from any number of cloud and on-premise repositories. Docxonomy enables you to search from one platform for data in multiple storage locations so that you can automatically identify sensitive, personal information. You can, of course, choose to store all of that data in our cloud repository, but you don’t have to. Just set up a connector and Docxonomy will index it all for you in our cloud, leaving the native files where they already live.

 

At Docxonomy we believe your data should be at your fingertips. No matter the size of your company or how organized you are, you can’t protect personal information unless you can identify it and identify every location where it exists.

 

Sign up and unleash the power of Docxonomy on your data.

 

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Disclaimer: This information provided on our website is to provide insight and guidance regarding GDPR and is not reflective of a comprehensive GDPR solution or legal advice regarding GDPR compliance.

Date

October 10, 2018

Category

Archiving, Connector, Decommissioning, GDPR, Solution

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