GDPR Sensitive data compliance & SharePoint Metadata Taxonomies automated

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1 GDPR Sensitive data compliance & 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 helps organisations comply with GDPR, helping towards avoiding substantial fines and reputational damage. Discovers Sensitive and Personal Identifiable Information within all types of structured and unstructured documents, produce intelligent reports and take actions. Automates the process for responding to Right to be Forgotten and Subject Access Request's.

6 3 Steps to achieve GDPR sensitive data compliance Discover Report Action Discover Sensitive & Personal Identifiable Information within all types of structured & unstructured documents. Connect to File Shares, SharePoint, Office 365, OneDrive, Google Drive, DropBox, s & Databases. Understand all versions of Word, Excel, PowerPoint, PDF, Photocopies & images. Includes Artificial Intelligence with Pattern Matching to ensure key word accuracy. Build interactive reports to make informed decisions. Score sensitive words or phrases based on the level of exposure. Remove duplicate, obsolete, redundant & trivial documents. A fully automated process for responding to Right to be Forgotten & Subject Access Request s. Produce a Word or PDF document that can be sent to the person making the inquiry. Full audit trail showing inquiry, confirmation & response dates. Remove or delete documents containing sensitive information.

7 ScanR

8 ScanR Discovery

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

10 To Scan a file share you simply connect the location

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

12 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.

13 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.

14 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.

15 ScanR Reporting

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

17 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

18 Creates 3 X New Columns

19 ScanR Action

20 Subject Access request A fully automated process for responding to Subject Access Request s Produce a Word or PDF document that can be sent to the person making the inquiry Full audit trail showing inquiry, confirmation & response dates Remove or delete documents containing sensitive information

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22 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

23 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

24 Annual subscription pricing with unlimited scans and users based on the size of document data Company size Small Company size Medium Company size Large 2,999 7,999 14,999 50% discount for schools, colleges, universities & charities

25 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

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

27 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

28 The Solution TagR is a low cost software product that automatically applies Metadata and Taxonomies to documents stored within Microsoft SharePoint 2013, 2016 and Office365. Enriches search and accelerates large complex content migrations to SharePoint O365. No impact on the users or the IT team.

29 2 Steps to automatically apply metadata & taxonomies Discovery Enrich Discovers metadata terms in your documents and creates taxonomies unique to your content. No burden on the users or the IT team. Understands the information inside documents, with this information organisations can make decisions during migrations as well as enriching the content with metadata as part of the migration process. Automate the Information Architecture process. Delivers the Google search experience within SharePoint & increases employee productivity. As new documents are added they are instantly enriched with metadata & taxonomies. Guarantees SharePoint user adoption. Remove folder structures & replace them with metadata. Write document summaries & tag the language the content is written in.

30 Before TermSet

31 After TermSet

32 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 Small Company size Medium Company size Large 4,999 9,999 19,999 50% discount for schools, colleges, universities & charities

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