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Clear out the ROT!

If you were to ask most people what the definition of rot is, you are more than likely to get answers along the lines of "something that's damaged, something that you can't use anymore or something that is decaying or gone bad".

Louise Ozier

25/07/2017


​​​​They might give examples of damp rot or rotten food but ROT in the IT world is an acronym and if you apply the definition of rot to your data it's not far off what this blog is essentially about.

The acronym ROT when referring to IT stands for Redundant, Obsolete and Trivial and it's used when describing your digital data that your business keeps hold of when it has no value. Employees create ROT every day without realising how much this impacts your business.

ROT can be found on network and SharePoint servers, desktops, mobile devices such as laptops and mobile phones, on premise and in the cloud. Its impact can be huge and will become even more of a worry when the new GDPR* comes into force on May 25th 2018.

Reasons to clear the ROT out:

  1. It decreases the need for extra storage.
    Funding extra storage, costs businesses money; not only having to pay for the extra storage but extra storage creates the need for a bigger IT infrastructure (and more IT support staff) and hardware which all rise costs.
  2. Prevents data becoming a liability risk.
    For businesses that are subject to audits, clearing out the ROT is an important part of the process. Businesses need to be able to demonstrate they are compliant within a whole range of regulations and legal guidelines dependent on the sector the business operates in.
  3. Improves productivity in staff.
    The need to quickly access the right information instead of wading through irrelevant documents will increase the delivery of projects and increase productivity on a day to day basis. This in turn increases productivity and profit margins.
  4. Prevents data breaches.
    Clearing out the ROT can be viewed as time consuming and not a profitable use of time. The less information your company has that has no business or legal value reduces the chance of a data breach. If there is a data breach then you open yourselves up to costly legal action that is easily preventable.
  5. GDPR is coming.
    May 25th 2018 is a date that you need to have etched in your brain if you are the owner of a business. The new regulations are replacing the outdated Data Protection Act and is a well needed reaction to the change in how data is stored, transferred and managed. Individual's now have far more rights and businesses will have to ensure that they have the legal consent to process data. All personal data that you hold, where it came from and who you share it with now needs to be documented. Getting rid of obsolete data will help to prevent any breaches of GDPR.

*GDPR(The General Data Protection Regulation) is the European Union's new legislation to protect the personal data of all EU citizens and has evolved from the need to regulate data protection by updating the 1995 Data Protection Directive (DPD). This set of regulations is now out of date due to the increasing advances in the digital and technology world.
Organisations have been given a two-year lead in period to become compli​ant, ending 25th May 2018.​

How can Fuse help you clear out the ROT?

Fuse is a specialist in SharePoint and has an in-house team of consultants. If you currently store terabytes of data held within an on-premise infrastructure and you are worried about GDPR because your data is unstructured and therefore unmanageable, Fuse can help. Fuse implements solutions that help to analyse the data held by your organisation; structure your data; identify unwanted and duplicated data. This is all done quickly and securely.

Once your data is in a manageable format we can provide the tools that will identify and collect GDPR personal information within documents. Workflows can be created to generate documents and automate your requests for "the right to be forgotten".  Not only are we good at it, it will give you peace of mind as you will be preventing any GDPR breaches. Become compliant by binning the ROT!

​If you have any questions or would like to speak to someone about your current system, call 01604 797979 for​ a no obligation chat!


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How to use SaaS solutions to identify sensitive data1497<p class="lead">​​​​​​​​​​​This article is going to look specifically at how we implement the use of software (SaaS) to enable your organisation to become ready for the GDPR quickly and easily, without interruption to your end users.</p><p> <strong>The first step in getting ready for the GDPR is to know what data your organisation holds</strong>. At the time of writing this article, the new legislation is only <strong>268 </strong>days away and the four main questions you n​eed to be able to answer to ensure your organisation is ready are&#58;</p><ul><li>What data does your organisation hold?</li><li>Where is the data kept?</li><li>Why do you need to use or keep the data?</li><li>Do you have consent to use the data?​</li></ul><div class="thumbnail"> <img class="img-responsive" alt="A padlock on a background of binary data" src="/ourblog/PublishingImages/Pages/How-to-use-SaaS-solutions-to-identify-your-data,-ensuring-your-organisation-is-ready-for-the-GDPR/shutterstock%20Data%20protection%20GDPR%20blog.jpg" style="max-width&#58;500px;" />​</div>​ <h3>What is defined as sensitive data under the GDPR?</h3><p>In terms of the GDPR, sensitive data is defined as personal data, but goes further than the Data Protection Act and includes online identifiers such as an IP address. The GDPR applies to both automated personal data and manual filing systems. You can be held responsible for breaching the GDPR by allowing personal data to be compromised either by&#58;</p><p>Misuse - using data for purposes other than that defined and recorded&#160;consent given for;</p><p>or </p><p>for data breaches, even if the breach was a malicious act (hacking), if you can't prove you had adequate data security measures and processes.&#160;​</p><div class="row"><div class="col-md-6"><h4>Will my company have GDPR sensitive data?</h4><p>Data that can identify any individual, such as a name, National Insurance number, passport, IP address or even biometric data - a soon as this is recorded in any system, in a file, a database record, or even on paper - that data then falls under the remit of the GDPR. As every organisation has staff records, every company will be affected by GDPR to some extent. </p><p>However, the more individuals you deal with, and the longer you hold that data for, the more prone you are to breaches of the legislation. Companies that perform data processing, even on behalf of other companies, and particularly those that use personal data records for multiple purposes (for example re-marketing) are at most exposure to GDPR.</p></div> <div class="col-md-6"><h4>​Examples of who will be most affected&#58;&#160;</h4><ul><li>Retailers – High street shops and online retailers storing customer profiles</li><li>Health Sector -&#160; Hospitals, doctor’s surgeries, scientific research organisations, pharmaceutical companies, with patient records</li><li>Education sector - Schools, colleges and universities, storing current and past student records</li><li>Financial sector – Banks, mortgage and insurance providers, with customer accounts</li><li>Recruitment companies - candidate records</li><li>Charity organisations - records of donors and recipients</li><li>Estate Agents - vendor and client records </li><li>Legal profession – Solicitors, CPS and courts - client records.</li></ul> ​</div></div><hr />​ <h3>​How to identify data and ensure all your data is GDPR compliant?&#160;</h3><p>There is an easy and quick way to find out what data you hold and you will be relieved to know we work alongside companies that are currently releasing SaaS solutions that are designed purely to scan, discover and analyse your data, to ensure you only hold data that is GDPR compliant.&#160;&#160;<br></p><p>Our Partners have solutions that use metadata to scan and analyse data which has enabled the migration of data to SharePoint for some time. It’s this technology that’s enabled these new solutions to be <strong>created specifically for the use of identifying what data you have and if it is GDPR compliant</strong>. Using NPL (Natural programming language) such as “name”, “address” or “credit card number”) this process can be done in days not months and can easily identify documents in unstructured databases, file shares and SharePoint. </p><p>The discovery phase of the SaaS tool is an important part of the new solutions as they are designed around common datatypes that can be tagged easily e.g. names, addresses, age of document, author of document, credit card numbers, postcodes IP addresses. The solution we use comes with predetermined taxonomies which can be edited easily, to reflect the sector that your organisation works within. Dashboards are then accessed with detailed data analysis which identifies the data that will not be compliant with the GDPR. Additional columns appear alongside your files with a “true” or “false” label showing whether the files are compliant with the GDPR and our team of consultants are experienced in using this technology and can advise you depending on your specific IT infrastructure.</p><hr /><h3>Hype around the GDPR&#160;</h3><p>There is a lot of hype around the new GDPR coming out in May which appears to be fairly negative but instead of viewing it as a tiresome challenge that your organisation must overcome, I would advise viewing it as an excellent opportunity to gain a competitive edge within the market. Whatever your opinion is and I doubt there are many companies that relish the additional resources that will be needed to comply; from a customer’s perspective, it <strong>must </strong>be a good thing. The trust in any business relationship is one of the fundamental reasons why you have a successful company. 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It may be the case that a lot of the data you hold is ROT and this can simply be deleted. If you have a completely unstructured filing system and want to take the opportunity to improve the efficiency of your business we don't just offer technical expertise, we are experienced in developing proofs of concept, functional and technical specifications. We can either then take responsibility for delivering the project or work alongside your IT departments providing a technical lead.</p><p>It doesn’t matter whether you have an inhouse IT department or not as we can work alongside existing IT managers, Compliance or HR managers. An IT consultancy needs to be your first port of call as they can advise you as to which is the best SaaS solution for your business depending on the size of your business and your budget. Having expert knowledge of your IT infrastructure and how it works is important to ensure that the right solutions are used. The benefits of using SaaS is that your end users are not interrupted and your IT departments are not impacted either. </p><p>You need to weigh up the cost of using an IT consultancy who can implement the right tools against the extra resources it will take to trawl through and analyse your data manually. This can seem daunting, but it’s a great opportunity to get your data in order and have confidence that your organisation can be proud of its commitment to protecting the data of its employees, customers and suppliers.​</p><div class="well well-lg"><p class="lead">If you want further advice or a quote on how we can help you get ready for the GDPR call Fuse today on 01604 797979 or <a href="/_layouts/15/FIXUPREDIRECT.ASPX?WebId=4fc45909-2b6d-48b9-bcf9-a446e9d472d6&amp;TermSetId=c98895cd-d37f-4406-9cff-5480b4f829b6&amp;TermId=218eb0be-10f6-490a-82a7-a7fd47c8de90">contact us​</a></p></div>​l.ozier@fusecollaboration.com | Louise Ozier | 693A30232E777C6675736563735C6C2E6F7A696572 i:0#.w|fusecs\l.ozier28/08/2017 23:00:002017-08-28T23:00:00Z Ensuring your organisation is ready for the GDPR24/10/2017 04:35:264165htmlFalseaspx

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