DeepScan

A comprehensive new tool for data governance, DeepScan provides an overview of the data an organization has and creates a fully fact-based data map.

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Setting new and much stricter rules for data governance and protection, the EU’s new General Data Protection Regulation (GDPR) influences most businesses that collect and store data on EU residents. The regulation will come into full force on May 25, 2018, leaving you less than 200 working days to reorganize your business in order to be compliant with the new rules.

We believe GDPR is a remarkable opportunity to create a better understanding of the value of the data an organization collects and stores. DeepScan can help you switch to a new gear in your data governance and turn your compliance costs into an investment in new business models.

Today, companies collect and store vast amounts of data, the most valuable resource in the world. In many cases, the personal and sensitive information companies have about their clients is scattered around in different information systems, data bases and documents. Many companies don’t have a clear overview what kind of data they have and where they store these. Employees have access to most of the data and different system integrations within the organization, often there is no clear overview of who has accessed the data and if they have been tampered with.

If companies don’t change this, they will face large fines and possible losses in reputation — clients won’t want to buy goods and services from companies that don’t protect their data. Being the new oil, data are a critical part of key processes that enable tailored and seamless customer experiences.

We believe GDPR will not be the end of the data-driven customer journey. Instead, it is a great opportunity to turn your compliance costs into investments in new business models.

Investments in compliance cannot be postponed. It is predicted that, in some cases, the investments required for an institution to comply with the new rules exceed 10 million euros. If spent wisely, you can convert your compliance costs into business investments without additional expenses.

With DeepScan, we can assist you get on top of the data game and turn GDPR from a costly compliance task into an initiative to create seamless customer experiences. Using DeepScan, we can build the Holy Grail for smarter sales and marketing.

How does it work?

1. Set up DeepScan

DeepScan’s system will be set up by us, providing you the required hardware configuration description. Setting up DeepScan is a smooth process that takes very little time or preparatory work from the client’s side.

2. Data capture

To capture the data, DeepScan will be connected to data sources that need to be scanned. The tool is capable of analyzing data from a variety of sources with structured and unstructured data, such as databases, informational system logs, file systems, e-mails, scanned documents, electronic documents, etc.

3. Data scanning and classification

Once the data is captured, DeepScan scans and automatically analyzes, identifies and classifies existing data, such as personal information (names, addresses, phone numbers, bank account numbers etc) or specific business-related information (company name, registration number, VAT number etc). While capturing the data, DeepScan goes through every cell in a database and every symbol in documents, logs, and text files.

4. Data visualization and results evaluation

DeepScan collects the results of the scanning and classifying into a neat user-friendly visual dashboard. The results provide a valuable insight into data quality, duplication and consistency issues, as data that has previously been hidden or forgotten will be discovered. The same goes for data that no-one even knew existed. Complementing DeepScan results with information regarding business processes and flows will uncover redundant efforts in information collection activities.

1. Set up DeepScan

DeepScan’s system will be set up by us, providing you the required hardware configuration description. Setting up DeepScan is a smooth process that takes very little time or preparatory work from the client’s side.

2. Data capture

To capture the data, DeepScan will be connected to data sources that need to be scanned. The tool is capable of analyzing data from a variety of sources with structured and unstructured data, such as databases, informational system logs, file systems, e-mails, scanned documents, electronic documents, etc.

3. Data scanning and classification

Once the data is captured, DeepScan scans and automatically analyzes, identifies and classifies existing data, such as personal information (names, addresses, phone numbers, bank account numbers etc) or specific business-related information (company name, registration number, VAT number etc). While capturing the data, DeepScan goes through every cell in a database and every symbol in documents, logs, and text files.

4. Data visualization and results evaluation

DeepScan collects the results of the scanning and classifying into a neat user-friendly visual dashboard. The results provide a valuable insight into data quality, duplication and consistency issues, as data that has previously been hidden or forgotten will be discovered. The same goes for data that no-one even knew existed. Complementing DeepScan results with information regarding business processes and flows will uncover redundant efforts in information collection activities.

Look inside:

  • Known pattern matching algorithms
  • Customer specific pattern maching
  • Machine Learning trained algorithms
  • Visualizations
  • Data extracts
  • Different document types

Read more about data protection

Benefits

Better quality of data

Better quality of your data

Having a full overview of your data improves data quality and reliability across the organization. The amount of data you have will also be reduced thanks to removing outdated and duplicated information. Having a complete overview of how data is collected and stored provides a competitive edge over your competitors.

Simpler business processes

Simpler business processes

The superior quality of the data facilitates better decision-making and enables you to simplify your business processes. Having a full overview of your data helps you find new business models and provides insights into your customers’ natural data patterns. This allows you to enhance data processing efficiency.

Securely protected data

Securely protected data

A full overview and thorough data governance mitigates data and privacy related risks, be it data breaches or the threat of being publicly shamed in the media for not caring about customer privacy. Having a strong data governance policy also sends a message to your customers, assuring their data are securely guarded.

Proof of concept

We installed DeepScan for a client who was convinced they had their house in order, but wanted to check, just in case. Thanks to DeepScan they realized their systems contained sensitive personal information they had no idea about. As the information was previously not accounted for, it was not properly protected. In some cases the data were publicly available for anyone willing to do some digging.

DeepScan also discovered cases where users had been misusing information systems, adding personal data to free-text input fields not meant for such information. As a result, the data were not adequately protected.

After DeepScanning a legacy system, DeepScan uncovered personal information that had been forgotten and lost during previous data migrations from one system to another or when the data model had been redesigned or refactored. A lot of the data located was connected to products and services that are no longer in use, so the company was able to remove the data.

Thanks to DeepScan, the company was able to fix all these problems in no time. Employee and client data is secured, safe and sound. The company now has a full overview of the data they possess and can be sure there are no unnecessary duplications.

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