GDPR Sensitive data discovery & SharePoint Metadata Taxonomies automated

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1 GDPR Sensitive data discovery & SharePoint Metadata Taxonomies automated

2 TermSet has developed 2 low cost products that use Artificial Intelligence ScanR Helps 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. TagR Helps 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.

3 ScanR Discover GDPR Personal Identifiable Information within documents Quickly respond to Right to be forgotten & Subject Access requests

4 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.

5 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, . 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 s 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.

6 ScanR

7 The configurations screen allows you to define and edit sources that you wish to scan.

8 To Scan a file share you simply connect the location

9 With SharePoint you can scan whole site collections or sites or a single library

10 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.

11 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.

12 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.

13 Results can be exported directly into Excel or you can connect directly to the database for analysis

14 Overview Dashboard ~19k Documents read with 79% containing PII data Three data sources read Breakdown of what PII data is contained where Locations of the sensitive data Which systems contain the most sensitive data Any BI tool can quickly create dashboards for valuable insights into your data

15 Creates 3 X New Columns

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17 Articles Contained in the GDPR 11 Chapters with 99 Articles 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

18 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

19 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

20 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

21 TagR Automatically applies Metadata and Taxonomies to content stored within SharePoint Enriches search and accelerates large complex content migrations to SharePoint O365

22 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

23 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

24 Before TermSet

25 After TermSet

26 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

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